Introduction.

Having got you interested in the idea of using a Tablet PC in the last article, we thought this time out we’d better have a look at some of the better Project Management Apps out there that you might be interested in using. We’ll split this PM apps article in two parts, one dealing with the very best three PM apps for the Apple iPad and the second part which will be a more generalized look at the apps being marketed for Project Management on other tablet devices.

SG Project – one of the many PM apps

PM Apps for the iPad.

Needless to say, Apple want to try and keep you within their software stable and so to go with your new Apple hardware there is, inevitably, a PM app built specifically for OSX and iOS called – Projector. In short Projector allows you to generate full Gantt schedules after specifying all the requirements in tasks, resources and likely obstacles. If you’re already working with Gantt OS software on your main computer then you might prefer to install the Project Planner HD app. This app can import and export Gantt files as .gan or .pdf – allowing you to view charts so as to manage your PM tasks, even within multiple projects. Similarly SG Project (two versions here Go and pro) allows you to import/export files and charts from and to MS Project.

Other PM apps.

The following are just a few of the ones we’ve looked at and found to be at least as good as their marketing materials suggest, something we’d advise you to do for yourself too before buying! Post Schedule, for Android devices, lets you read and schedule tasks from your Gantt charts, it will also collude with MS Project. Import/export is through .csv files to allow read-write functionality. Another Android product worth looking at, at least for comparative purposes, is Mobile Project Manager – which has a trial version for you to try out before making a purchase. Windows PM apps are a bit more reliable in terms of delivering off the shelf what they claim to. Task Merlin is quite a serious package and is particularly good – but it is also expensive for an app at around $50. Finally, if not included in the price of your Windows Tablet – do think about purchasing OneNote, very useful for quickly organizing your thoughts when out in the field discussing the project with your client or teams.

Project Management Apps is a post from: Enterprise-PM.com

Introduction.

We’re not talking here of headache tablets after a tough day at work – but Tablet PCs, which seem to be pervading all our lives at present. Although you probably wouldn’t want to try using a tablet device as your major computing tool when using Project Management software like PRINCE2 or GANTT, there can be no doubt that more and more Project Managers are adopting tablet computers as one of the tools in their armory to keep on top of the project they’re managing. So, here at Enterprise-PM we thought it time to mention what the Project Manager could get out of using a tablet computer.

Tablets for Project Management.

Tablet computers – a support for Project Managers

Look for at least a 10 inch screen, otherwise you might as well just buy a bigger smartphone. The bigger the memory you can afford the faster apps will load, whilst a big storage facility is good – you can always look to using ‘Cloud’ computing for storage anyway. Think of the tablet as a means of keeping in touch and being able to quickly and easily get across your points when away from the office. So pay the extra and get integrated mobile broadband if possible. If you’re project managing in a tough environment then there are now heavy duty tablets on sale, but it has to be said that they are poor relations design wise to the iPad and Xoom etc. However, wherever you’re using your tablet PC we’d recommend buying a cover sleeve to carry it around in and using the clear screen protectors when operating it.

Using your tablet.

When you’re out of the office and checking on the projects progress you’re constantly making notes, phoning people or sketching things out for others etc. Having a tablet computer will let you do all those things – but can also provide a permanent record and audit trail, which can so often be important when things need checking. So would a alptop too – but you’ll find that a tablet will be much quicker to strat up than a laptop and so, as you’re moving about and needing to keep turning it on and off – it will be much easier to handle. We’ll cover these in more detail another time but, apart from the generic software you might currently use on a netbook or laptop when out of the office – you can get all sorts of PM apps on your tablet dedicated to assisting you in your work as a Project Manager.

Tablets For Project Managers is a post from: Enterprise-PM.com

Introduction.

The second Project Management theme to consider is organization, which basically means determining and defining who is responsible and accountable for what within the project. In any project there is a customer who specifies what they expect the outcome of the project to be and will pay the budget needed to realize that outcome. To fulfill the customers expectations there are the suppliers – who have the skills and resources to deliver the desired outcome. Then, yes you guessed it; in between them is the Project Manager to ensure effective communication between the parties and to give the project direction, effective management and final delivery.

Organization and the Project Manager.

Successful Project Managers need successful teams to deliver the project. These teams require input from the end user, production teams and their suppliers; all of whom know their responsibilities and accountabilities. To keep these teams working to maximum efficiency for the good of the project the Project Manager will be continuously reviewing the progress made and communicating their views effectively to ensue that the customer is always aware of where the project is and that their views are then communicated to the workforce. Using a Project Management tool like PRINCE2 can be invaluable to a Project Manager, so that they can be sure that clear organizational structures are in place.

Project Management and end user executives.

Decision making must flow through the PM.

Those organizational structures mean clear lines of communication between the workforce and their team managers and the end user, or customer, through the Project Manager.  End users and team managers may well communicate directly with one another but, if the project is to be successful, formal reporting and decision making must flow through the PM. If the end user’s representative or board is also given executive powers a conflict could occur between the PM and that executive. To avoid this it becomes essential that the PM reminds the end user’s executive of the organizational structure previously agreed.

PM Themes – 2 is a post from: Enterprise-PM.com

Introduction.

What makes managing a project different to managing any task or function in a business? First of all a project is different to a regular task or function as it will invariably be a temporary occurrence. Secondly, a project’s purpose will be to deliver a specific business aspect or product that has been identified as being necessary according to a previously defined business plan – rather than being concerned with the general day-to-day business of the company concerned.

Distinguishing projects and day-to-day business.

No Project Management method = Project Management madness.

So, how can you distinguish between work that requires you to engage in day-to-day management as opposed to Project Management? The answer is CUTUC! It is through a project by which Change can be introduced. The very fact that you’re introducing a change means that something Unique is going on in the company. Once the change is accomplished the project is completed and so it can only ever have a Temporary nature to it. By introducing change Uncertainty is bound to occur within the company, regarding both what will finally be achieved by the project and its impact on existing personnel and practices. However, the clearest indication that a project Manager is at work is the Cross-functional work that they do; leading and managing a multitude of teams and disciplines. All of this will, of course, be entirely familiar to any one trained in Project Management such as the PRINCE2 approach to Project Management.

Why you need a PM method.

Which Project Management method you choose is unimportant, but you will need a Project Management method. Having, or rather using, one of the tried and tested Project Management methods will help you to clearly identify the principles, themes, processes and the environment to which the project is working to. If the Project Managers’ role is to ensure the project is delivered on time and in budget to a high quality of standard; he or she needs to know why the project is taking place, what needs doing, how it is to be done and what external factors to the project might impact on it.

Project Management method is a post from: Enterprise-PM.com

Introduction.

Any Project Manager will believe that they are only as good as the plans that they make. They seem to live by the motto “he who fails to plan – plans to fail”.  This is, of course, a piece of advice that any manager would do well to heed, not just Project Managers. However, if asked to show a plan of how a Project Manager envisions the work progressing they will invariably produce a schedule, probably using a Gantt Chart, as they simply don’t understand the difference between a plan and the schedule they’re working to.

The difference between a schedule and a plan.

Round the world sailing - would she need a plan or just a schedule?

Useful and essential as a schedule is, it will ‘only’ set out the jobs to be done and the timelines in which to achieve them. This is, of course, an invaluable check-list to help keep things on track, but it by no means covers all of the tasks/events that the Project Manager needs to be aware of or control. These other things all come together to form the plan and will need to include things as basic as the aims and objectives of the project through to definitions of roles and responsibilities of the personnel, quality assurance procedures and the required resources etc. To make sure you create an effective plan, ahead of the schedule, consider the following aspects of developing a comprehensive plan.

The 5 elements of planning.

First of all make sure you clearly understand the project’s objectives by writing them down clearly and concisely in a way that everyone involved in the project will both understand and relate to. Secondly, to avoid the project being extended into developments beyond it’s scope, or that would delay the delivery of your schedule; be very clear in defining what the project won’t be doing. This ‘scope definition’ will help to ensure your sponsors don’t try to encourage project creep making the project a never ending task. Thirdly, have the deliverables defined. If your project is to install a new network make sure the deliverables will cover the objectives. It would be no use having all the hardware, software and network cabling sorted out, only to start the job and realize you need to improve the power supply! Number four follows on from this – make the resources you order realistic in quantity and quality. You’ll be under constant pressure to minimize costs, so planning the resources correctly from the outset will reduce the chances that you’ll have to buy inferior products if you later on realize that something is missing. Finally, make sure the schedule is achievable. Obvious, you might well think and yet so many Project Managers end up with projects that over-run! To ensure your project is achievable make sure the schedule covers the whole project, clearly identifies the key deliverable target dates of individual components/stages and make the tracking of the project and reporting on it as easy as possible.

Plan Or Schedule is a post from: Enterprise-PM.com

PHPAGA: is the new kid on the open source project management software block…

PHPAGA is a web-based project/task/invoice/quotation tracking solution, providing an efficient, centralized manner to keep on top of your day-to-day jobs and activities. Its features include: printing invoices, quotations and task lists to PDF, productivity statistics per project or per person, and financial overview.

Frankly guys, I got no idea how they got to that shitty name, but still it’s built in Italy, so AGA maybe stands for some italian PM related abbrevation…

And most important, this is by far the most flexible and comprehensive timekeeping, project management and invoicing tool I’ve seen in the last 2 years…

of course there’s still no online-charging integration, but you got everything else you need as a PM to keep manhours and materials, albeit I’m not sure the material catalog is good enough…

transforming a quote into a project works like a charm… seems to me like one of THOSE tools that are not just built to build one, but being used by the creators!

What is NOT in that tool is a real request/task tracking where I’m using Mantis: at the moment… and every PM dreams of migrating his internal requests into a project manager’s plan.

However – if you stick to creating quotes, project time plans (should be sufficient for quite a lot of average sized projects) and let your people type in their time in that tool you are perfect with it…

Frankly, believe this is the first OS pm tool I think is worth digging deeper since it’s usertinterface AND datamodel are both so comprehensive… even taxing is already prepared via country specific modules …

check it out!

PHPAGA – a cool quotation, project management, time tracking, invoicing tool is a post from: Enterprise-PM.com

After searching for a good helpdesk/ticketing/project management solution for distributed project teams for over 1,5 years without really finding what I wanted today I came across TrackStudio and I think with

• Hierarchival Task Management and Work Breakdown Structure
• Field-Level Visibility per user role
• Inheritance of project structure setups (that means setting up

the three major features I was missing in so many “small scale” systems out there seem to be in place.

I haven’t tested this solution yet, but with an enterprise license including source-code (java) for around $3k this is one piece of software that every bigger project should be able to afford even for it’s own sake… not to mention a bigger project organization.

What impresses me further are a broad range of (soap-based) integration options

• into SCM systems CVS and SVN out-of-the-box
• into Outlook (out of the box?!)
• into the whole MS office app palette (I want to see THAT!)
• and so many more…

and finally a hefty user security thing, tons of e-mail subscription and e-mail submission features (even for time-tracking! hi trackertool – I spent 8 days today on task #424 LOL)

The workflow features deserve a separate mention – TrackStudio allows you to specify and enforce your tracking process through states and state transitions… that’s per project … and of course you might have different project types like marketing project, software project, evaluation project, procurement project, employee hiring project etcetc in your organization, don’t you?

some goodies:

• Web-based workflow editor
• Complete workflow customization: states, transitions, etc
• Unlimited numbers of workflows, states and transitions
• Multiple workflows per project
• Multiple task categories per workflow
• Dependent task categories
• Workflow inheritance WOW.. that’s what you want
• Per-project workflow customization,
• Per-workflow customizable fields /fancy!/
• Elapsed time history recorded in the database with comments
• Workflow and e-mail notification integration

I must admit after finding my major requirements fulfilled I must take a look at the requirements list I made over 2 years ago for the prospective tracking tool to see if there’s anything missing… my gut feeling says that time-tracking, accounting and invoicing might play a minor role, so i’ll check out features for that and integration into existing systems out soon.

They offer a hosted solution at $40 / month for the professional edition for 20 users AND there’s a 30day trial available – so I have nothing to lose but signup and learn more…

PS: these guys mentioned that if you find a tool that covers their functionality, they will link and advertise it own their own site… cool

TrackStudio – found what I’ve been looking for? is a post from: Enterprise-PM.com

The Wideman Comparative Glossary of Project Management Terms is a very comprehensive resource of over 6000 entries, representing some 5000 discrete terms, from over 130 sources. Wideman is very PMI/PMBOOK near, so if you are going with PMI you are well done there.

So whenever you have the need to accurately describe or define the terms used in your company or project – take a look there first.

of can you define all these with a breeze?

Actual Cost; Bill of Materials; Budget; Change Control System; Common Cause; Contract Statement of Work; Documented Procedure; Enterprise Environmental Factors; Human Resource Planning; Influence Diagram; Initiator; Invitation for Bid; Network Open End; Organization; Organizational Process Assets; Performance Measurement Baseline; Planning Package; Practice; Preventive Action; Product Scope; Product Scope Description; Project Charter; Project Scope; Project Scope Statement; Project Summary Work Breakdown Structure; Quality; Resource Breakdown Structure; Risk Breakdown Structure; Rolling Wave Planning; Scope Creep; Template; and Work Authorization System.

Max Wideman's Project management site is a rich resource for your PM needs, I recommend browsing and learning there a bit longer.

Project Management Glossary is a post from: Enterprise-PM.com

Open Source project management tools is a comprehensive list of PM tools available on the market… actually the longest list I have have found so far…

some notable tools on there to check out:

MySQL Eventum the mySQLab Issue / Bug Tracking System with project management features based on MySQL

Trac is a python based tool, also integrating into the software confguration management subversion and allows WIKI syntax throughout the whole management process…

PHProjekt – this PHP based suite even features an outlook sync feature in beta!

Those tools look very close to bug tracking tools and I am keen to find out what their real “project management” capabilities really are…

Also dont forget to checkout OpenPSA the OS professional services automation suite including a lot more business related functions.

Open Source project management tools is a post from: Enterprise-PM.com

OpenPSA is a nifty little application with integrating several thing you could need in a service organization or micro-corporation using the MidGard CMS framework (that's how i actually found it…)

It's not a full fledged pm solution, but could come in very handy if you are satisfied with these features that even include time reporting and some small CRM options:

PROJECTS

• Project organization into project and task hierarchies
• Hours are reported to tasks, projects collect reports from their tasks
• Weekly time sheet view of projects and tasks assigned to the user
• Flexibility – report hours with required accuracy: hours, decimals or hours and minutes
• Descriptive reporting – assign each hour report to a work type and optionally add a description
• Configurable gantt chart view of all or user's projects
• Summary view of all projects showing prices, costs and status of each project and task
• Configurable report generator using Midgard Style templates with full PHP support
  Approval and locking of reported hours, mileage and expenses

Sales

• Contact information for companies and employees
• Flexible search tool for companies, persons and campaigns
• CSV data import (companies, persons and sales projects) capabilities
• Campaign creation based on search criteria including business area, location and sales project status
• Direct email to campaigns
• CSV export of campaign contacts
• Tracking of sales projects
• Summary view of open TODO items in sales projects
• Sales funnel report
• Sales report based on month, country and sales representative

Support-Ticketing tool

• Configurable classifications for all tickets
• Configurable ticket list: which classifications to display, which classifications to filter by
• Text search from the ticket database
• SLA handling: notifications when agreed service levels are getting exceeded
• Email integration: import incoming tickets from an IMAP mailbox. Supports connecting email conversations into ticket notes
• Reports display response times, and spread of ticket types and other classifications

Calendar

• Daily, weekly and resource views of the calendar
• Filtering of shown events based on organization or resource hierarchy or user's custom-selected filters
• Easy selection of event start and end times from calendar
• Support for multi-day events
• Support for repeating events: daily, weekly or monthly with selected interval and end date
• Reservations for rooms, cars and other resources
• Resource notes for sending catering or lecture room setup requests
• Support for private and public events
• Email reminders of events
• iCalendar output of user's events
• Easily printable Weekly Planner view

• all these are web-based user interface modules, no need for software installations local – but you need to be online…
• Access levels based on organizational hierarchy and user-based settings
  Internationalization – support for multiple languages and currencies
• available in English, Finnish and Italian translations
• Multi-company hosting support with Sitegroup virtual databases
• PAM support for different authentication sources like LDAP or Active Directory
• NTLM single sign-on with Windows networks
• Branding support – logos and colors of the application can be changed
• Easy integration with Midgard Content Management System

find more at the OpenPSA site… definately worth a look!

OpenPSA – an Open Source Professional Services Automation suite is a post from: Enterprise-PM.com