1. What is Project Management Software/Tool?
A project in any organization is collaboration across departments to achieve a single well defined objective. The process of planning, organizing and managing resources to achieve the organizational objective is called project management.
Project management is very important in production of goods and services. Idea generation to final production of product or service, each step can be categorized as individual projects. Any project requires a project manager, who leads the project to its logical conclusion.
Project management software is used for project planning, scheduling, resource allocation and change management. It allows project managers (PMs), stakeholders and users to control costs and manage budgeting, quality management and documentation and also may be used as an administration system.
2. Why Project Management Software/Tool Required ?
A project is not normal day to day activity undertaken by organization rather it is specific, non-routine activity of varying time frame and impact viability of the business in the long run. A typical project has following characteristics:
- Timeline: A project has a definite timeline with measurable starting and end point.
- Resources: A project has limited resource of capital and manpower.
- Tools: Special type of tools and techniques are used for project management (Gantt Charts, Kanban Board etc.)
- Team: Project management requires diverse team stretching across departments and functions.
3. When Project Management Software/Tool is required ?
There are several techniques utilized for project management. Some of the techniques are as follows, and they are mainly used for project scheduling.
- Gantt Charts: These charts are used to depict the project tasks against time. It monitors progress of individual project tasks and also highlights dependency if any between those project tasks.
- Network Planning Techniques: These techniques show the relationship between project activities, project duration, critical path, constraints of non-critical activities and resource utilization. There are two types of network planning techniques
- Critical Path Method (CPM)
- Program Evaluation and Review Technique (PERT).
The project planning stage requires several inputs, including :-
- conceptual proposals,
- project schedules,
- resource requirements/limitations and
- success metrics.
Project planning begins by setting the scope of a project and eventually working through each level of dependent actions, tasks, checkpoints and deadlines.
All of this information can be integrated into Gantt charts, or other types of scheduling charts, to provide a project overview for all involved parties.
The culmination of the project planning stage identifies:
- Roadblocks in the project
- Work required for project completion
- People involved in the project and their key responsibilities
- Minimum project completion time
- Major project deliverables
- Required project milestones
Project planning is never truly finished until a project is completed. The project plan may return to the planning stage multiple times prior to project completion, or even abandoned.
4. Where you can get the services ?
We can have in house software development team, we can hire a third party, we can use software/application from software/application service provider companies and consulting firm.Depending upon our project needs,company size and budget we select how to build our application on these platforms.
These are the types of projects which need to be managed
Project management software has been implemented as a program that runs on the desktop of each user. Project management tools that are implemented as desktop software are typically single-user applications used by the project manager or another subject matter expert, such as a scheduler or risk manager.
Project management software has been implemented as web application to be accessed using a web browser. This may also include the ability to use a smartphone or tablet to gain access to the application. Software as a Service (SaaS) is also web-based and has become a common delivery model for many business applications, including Project Management SaaS is typically accessed by users using a thin client via a web browser.
A personal project management application is one used at home, typically to manage lifestyle or home projects. There is considerable overlap with single user systems, although personal project management software typically involves simpler interfaces.
- Single user
A single-user system is programmed with the assumption that only one person will ever need to edit the project plan at once. This may be used in small companies, or ones where only a few people are involved in top-down project planning. Desktop applications generally fall into this category.
A collaborative system is designed to support multiple users modifying different sections of the plan at once; for example, updating the areas they personally are responsible for such that those estimates get integrated into the overall plan.
A common problem in project management is a difficulty with both viewing and understanding large amounts of fluctuating project data.