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 The Project Manager - September, 1999 It's Time to Take a Close Look at Web-Based Project Management Software By Dan Jacobs Is it too soon to begin to look at Web-based project management? Were you a late adopter of PC technology in your office? Typically, your answer will be the same to both questions. Many forward-thinking contractors are now involved with planning and implementing their Web strategy. And while that may sound expensive, it doesn’t mean they are hiring a Web master and spending six figures. There are several low-risk, no-long-term ways contractors can reap the benefits of project management via the Web. Project Management Software Is Nothing New to Contractors All project managers (PMs) have their own software management tools: scheduling program, spreadsheet, word processor with template documents, and output from the corporate accounting cost-control software. Some also have databases and document control systems. Today, Web technology has elevated this set of tools in a way comparable to measuring the benefits of cellular phones over pay phones. It’s hard to recall the day when PMs had to pull into the corner gas station to return a call that appeared on their pager. One day, Web-based project management software will be as much a necessity as the cell phone is today. What Can Web-Based Project Management Software Do for You? In the past few years, information collection and distribution have become increasingly complex because of the variety of methods in use: voice mail, fax, e-mail, postal mail, courier, and overnight letter. Web-based software can simplify the situation by serving as the central information house for a project. The ability to post, change, and create RFIs (requests for information), change order requests, safety bulletins, job progress logs, site pictures, and blueprints is just the beginning. PMs can communicate and conduct meetings via the Web 24 hours a day. They can generate cost-control reports on demand from the accounting system to see budget variance, purchasing, payment, subcontract, and change-order status. And they can send timesheets to accounting that can fast-track payroll by eliminating operator timecard entry. All the information is secure and readily available to all users who are issued access. Meetings Are Easy Have you ever tried to organize a meeting with an out-of-town architect, an engineering firm, your fellow project managers, and one very busy subcontractor? It can take days to set it up, and there’s no guarantee that all the players will be available at the appointed time. Teleconferencing is okay, but you need a visual connection to review plans and sketches. For that reason, “whiteboard” teleconferencing is a must when considering Web-based project management software. This allows you to communicate with all members in your meeting via the Web. The team members can review blueprints, RFIs, site photos, and any other image on screen. Then, notes and modifications can be applied directly to the document on screen for all to see. In addition to the project management software, the only requirement is an Internet connection for data and a second phone line for voice. (Because of voice delays, telephone conference calling is still better than the Internet for the voice segment of the meeting, despite the higher cost.) Say goodbye to airline tickets, hotels, taxis, restaurant charges, FedEx, and courier bills. Do Your Research Finding the right Web package requires research. Many Web-based project management packages will be making their way to market in the coming months. Start by contacting your current cost-control and estimating software provider. Look for software that gives you control of your information without requiring you to program entry screens. Standard word-processing templates for RFIs, change order requests, and so forth will allow you to easily modify, copy, and even create your own documents. The standard templates can be designed for even the most novice users and require no programming knowledge to modify them. Unfortunately, many Web-based project management packages have pre-programmed entry screens that limit the information that can be specified and entered. Be sure to find a package that is compatible with the most common formats: spreadsheet (.xls), document (.doc), and AutoCAD Web format (.dwf). Viewers for these formats are free so everyone on the team can all work with you regardless of their own software preferences. Old Dogs, New Tricks What makes the difference when it comes to Web-based project management software? Just as in any other industry, an increasing number of new companies are jumping on the bandwagon to produce and market new products. The best way to sort through the sea of “pop-up software companies” is to ask these questions:
REPRINTED FROM THE PROJECT MANAGER, September 1999 Copyright © 1999, "THE PROJECT MANAGER", Association for Project Managers. 1227 West Wrightwood Avenue, Chicago, IL 60614-1223 |
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