Entry Software Corporation

Entry

Project Management Software

Perfecting the project completion criteria

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project completion perfected
Project completion perfected

Detailing the project completion criteria is very difficult and is probably the most overlooked and under documented detail written into the project definition. The results if not completed prior to starting the project can have disastrous results and create the never-ending project. In this case the customer or the service provider seldom win.

The question now becomes how do you know when your project deliverable has come to an end? How do you define when the project is complete? Where is the defined definition stored and most importantly what should it contain?

It may sound onerous to the project service team, project sponsor, and even the executives but the following below needs to be documented in fine detail. The project manager will require a good understanding of the project specific requirements, can negotiate with customers, team members, and management. They will also require having the ability and foresight needed to identify possible pitfalls and risks. Does this sound like a tall glass of water? Well… because it is. That is why project managers need to be highly skilled individuals and compensated accordingly. Being a project manager is not for the faint-hearted.

Project success criteria – (Critical)

This is the definition that sets the stage for project closure. Without this, all parties including project managers, project team, and the customer will more than likely have a mitt full of assumptions and varied definition as to when the project is complete. Have you ever been faced with a never-ending project? If you have then you will know first hand how defeating it can become.

In-scope items

This section should be short concise sentences in bullet point format. Review this data with the ALL of the project stakeholders for buy-in. The project team will feel more inclusive and motivated. Once this is complete move on to the next section (the one I feel can be most important) called out of scope.

Out-of-scope items 

A well documented out-of-scope definition can eliminate most if not all assumptions and is key to finalizing the project success criteria. It’s perfectly normal to fill out the out-of-scope items while you are capturing the in-scope definition. In fact, this is more often the case. The in-scope definition process often reveals many of the out-of-scope item so document them in tandem.

There are many other areas within the project charter and project task planning that help to define the project definition in detail, but the items listed above are paramount to ensure a successful and satisfying project completion milestone. This is the most important milestone of all. The point I’m trying to drive home is you can have a perfect task Gantt chart plan, all milestones laid out, project team fully engaged and still be faced with a huge failure at the end, when you can’t seem to agree on the end.

Sample Charter Scope and Project Completion Criteria

This sample is an actual project that included creating a B2B web commerce store for the purposes of ordering fine chemical compounds from a chemical supplier. Their customers are compounding dispensaries. The dispensaries will use the website B2B store to place orders with the chemical supplier.

 Project Scope

IN SCOPE OUT OF SCOPE
Design a new background look and feel Re-scanning photographs of devices or create a new logo
Re-design and implement a new navigation bar Will not support older browser version prior to 2021 release
Correlate a button beside the chemical that will display the MSDS according to that chemical Access data from thumb drive only (98% of MSDS info)
Enable shopping basket style commerce for the general and professional compounder clients Will not facilitate on-line credit approval through merchant system
Create a log-in environment at a tiered permissions level. General customer has access to brochure, pricing, and ordering for chemicals. Professional compounder has access to a wider range of device products Maintain HTML catalogue updates
Communicate orders as they are received to Pilot email address Send back response to Pilot’s customer. Pilot will have several canned responses for several situations. Pilot will respond to the customer
Host the service on an approved hosting center server at Queens Ave Dedicate one server completely to Pilot
Provide location for pdf file for catalogue Create and maintain pdf file updates
Create an environment where current browsers can operate the Pilot site including Mac Solve or support Pilot customer PC related issues including browser settings, ISP issues etc.
Create and publish a frequently asked questions page (FAQ)

 

Project Completion Criteria

This project will be considered complete and Pilot will accept the implementation when:

  1. The e-commerce web site is deployed, available, and functional via approved browsers
  2. Pilot can update product and pricing database via approved browsers
  3. Pilot can update HTML content via the internet securely
  4. Pilot customers will have the ability to access a secure web session (SSL 128 bit) and place an order shopping basket style
  5. Pilot customers can communicate to Pilot via web portal page sending an email alert.

Your customers may display visible signals that they are becoming more at ease as you go through the project charter documentation process. A strong, well defined project definition process can make an intangible service delivery appear to be tangible. Your customers will feel more in control and have a deep understanding of the deliverables and their duties that are required of them for success. You can also effectively use this process during the sales cycle to improve your close rate.

Contact our consulting team at Entry Software if you would like to see the TeamHeadquarters project charter process and project management system in action or get a comprehensive TeamHeadquarters demo.

The Days of Manual Data Collection are Over

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manual data collection and input to excel inefficient
Manual organization of data and project updates amongst a team may lead to greater margin for human error.

It is understandable that companies may want to cut expenses by performing manual documentation of data in a spreadsheet format for project organization. However, although a spreadsheet can provide these services it is not as diverse in efficiencies as web-based project management software powered by a commercial database. This type of software can provide multiple services such as employee scheduling, project scheduling, communication platform, organized documentation, and many more. 

Spreadsheets are known as a domain for manual data documentation which can be used for project management however, here are the reasons it is inefficient:

  • Manual data collection and documentation
  • No automatic assignment of tasks
  • No automatic updates and reports
  • No project updates or tracking
  • Manual financial calculations of resources

Further we will discuss why using web-based project management software within your company is more efficient and worth the investment:

Project Progression

The requirement of project manager’s to constantly question employees on the status of their project is an inefficient method prone to human error. This collection of information must also be diligently inputted into Excel by the one individual each time a round check-in has been performed. The frequent questioning of employee’s progress may cause them to feel a lack of trust towards their superiors. However, project management software can be utilized to avoid human error and maintain this trust within the team.

Dependency and Documentation

Utilizing spreadsheets within your company causes a great dependence on one individual to input and update data. This does not make it easy to track changes and alter timelines which are important functions when managing a project. The reliance on one individual and lack of tracking changes can very easily lead to errors in documentation. The implementation of web based project management software can track changes automatically and eliminate reliance on one individual.

Project Summaries

To provide a summary of all aspects of your project without the use of a project management software can become complex with multiple open tabs including emails, data, and documentation. 

In contrast project management software provides a detailed summary of the lifespan of your project. This type of  software has the capacity of managing all departments of an organization, not simply just the IT department. The functions of this software include but are not limited to; financials, project updates, scheduling, document organization, communication systems, and tasks.

Building Reports

Spreadsheets are simply a domain where data is inputted and stored, they do not provide a built-in reporting system. However, project management software builds reports for you so your time is not consumed scouring data and locating documents. 

Data Organization

Spreadsheets may be useful for storing data in one specific place but when it comes to managing a project, multiple members of the team need access to this information. There is usually one person in charge of maintaining the data updates when updates are manual. This means employees cannot make project updates in real time leading to a greater margin for error in data records. 

Project management software is intended to provide companies with the tools to maintain organization and efficiency within projects. 

Request a demo today to learn more about what project management software can do for your company.

Four Essential Tools for a Good Project Manager

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Artists have their brush and paint. Journalists have a pen and paper. Carpenter’s have their hammer and nails. What do all of these have in common? The tools associated with the profession are the golden standards for their practice. Although they are not required, (i.e an artist using a pencil or a carpenter using a drill) they are often used because of their effectiveness and reliability. When applying this methodology to the role of a project manager, how does it apply?

The role of the project manager boils down to keeping your project and everyone working on it organized. A good project manager knows what is going on with their project at all times and should always be connected with their employees. You have to keep your team motivated to continue working until the project is completed. Using this explanation, we can induce the four essential tools for a project manager.

1. Project Management Software

In our technological age and the accessibility of the internet, thousands of great resources can be found online for keeping your project organized. There is great project management software (PMS) that provides great tools to help manage your employees. The dashboard gives a visual for you and your employees to see the layout of tasks needed to be complete. Additionally, a scheduling system is incorporated so that employees know their timelines for deadlines. The dashboard and schedules are constantly updated to stay connected with your team so they always know what needs to be done.

Benefits:
  • keeps a visual representation of task completion
  • optimizing scheduling for maximum efficiency
  • staying connected with employees

2. Project Milestones

Setting project milestones is another important aspect of being a project manager. Keeping your employees on track is one of your main responsibilities. Don’t just put project milestone haphazardly, it is important to properly spread them out {hyperlink to Importance of Properly Setting Project Milestones}. Each project milestone should be meaningful to the project and to the employees. Take into account the timing, visibility, accountability, and fallibility of the project milestone to ensure the milestone is hard-fought when achieved.

Benefits:
  • gives you a timeline of task completion
  • sets a scope for a complete project
  • motivates employees by seeing each goal as reachable

3. Analytic Reports

Analytic reports are a great way to numerically measure the progression of your project. Using the data collected from your scheduling time and work efficiency, you are able to see the effectiveness of your employees, when their efficiency or effectiveness drops and try to find a solution that you as the PM can do. When making decisions about the project such as scope or direction, consult the analytics because the truth is often found in the numbers.

Benefits:
  • provides a numerical report of the progress
  • project manager can make more informed decisions about the scope and direction of the project

4. Employee Engagement

Employee engagement is a great way to keep employees enjoying their work. More employee engagement means more positivity, productivity, and creativity. Employees are less likely to quit boosting company productivity ultimately saving you money. Overall employee engagement – whether it’s through team retreats or casual Fridays, is important to the environment of your project.

Benefits:
  • employees work better when they are engaged at work
  • keeps employees happy and healthy

These essential tools are some of the project manager’s greatest assets when working on a project. Each of these tools plays a role in helping the PM do his job to his fullest. Like the brush and paint for an artist, a PM’s tools are essential to his work.

See project management in action

What to Look for in Project Management Software

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Managing an organized work schedule and workload can be difficult. Managing many people’s workloads and schedules can be even more difficult. Having organized project management software in place to organize the resources, events, and schedules will make the job of the project managers a whole lot easier.

Project management software can provide services that will help businesses organize teams and projects in an organized fashion. Not all software offers the same services. Here are the necessities of a good project management software system:

Resource Visibility

When deciding on a project management software, always keep in mind whether it will have complete resource visibility. When acting as the project manager of an operation, understanding the assets you have and how you are going to use them is important to keep organized and on budget. Project management software should visually inform the project managers and users of the resources currently available and what the used resources have pertained to. Additionally, it should contain all team members’ resources displayed for clarity among the team so resource utilization is maximized.

Simple Work and Event Scheduling

A good project management software system should integrate all of the user’s work and events into their system. Calendars such as Google Calendar or Outlook can be integrated so you receive email or notification reminders about upcoming events. You can also create plans or events so it will notify you in advance.

Team Member Work Loads and Scheduling

Project management software should allow for team members to be organized and managed in projects. Aspects such as their workloads and schedules can be organized and altered at any time by the manager. It should also relay clarity to the team members by including information about their assignments. Each team member works with their schedule and the system works with their availability. Finally, timesheets are included so the managers know the effort consumed to complete work. Overall, the project management software should organize the ideas and jobs of the project managers and provide a clear schedule and fair workload for employees.

Quality Project Help Desk

A very important aspect of a quality project management software is to improve customer service through the use of an integrated project help desk. A help desk is an online system where customers can comment, advise or inquire about difficult or confusing aspects of their project deliverables or experience. The customer sends a ticket to the project support team who then answers the request, which is then sent back to them. The software will set up the system and provide the support team with an organized system to address each problem. The system should allow the support tickets to be affiliated with a project since issues will arise as the project is in the development or deployment phase.

Organized Project Management Support

Overall, good project management software should provide support to the project manager through organized UI, automated reminders, visual resource management, team member overview and scheduled events. All of these aspects should be presented to the user in an organized and easy to use way. When all of these aspects are together they form a proficiently functioning project management software system.

Using Google Sheets for Project Management

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Who would have thought that someone would use Google Sheets for project management? 

Who would have thought that someone would use Google Sheets for project management? There’s even a G-Suite course on how to do it. Fantastic, isn’t it? I’m impressed by the ingenuity shown by individuals to create useful tools using spreadsheet programs. Google Sheets with its built-in ability to share and collaborate, make an excellent choice as a team tool.

However, I’m left wondering who would use these types of files to perform Project Management. 

Fortune 500 to Fortune 1000 companies would use Google Sheets – not a chance. There are so many additional integrations and moving parts that a database program with programmers is the only choice. Fortune 500 organizations are using big and expensive tools to manage their projects. These tools typically have integrations into their ERP and organizational reporting systems.

Schools, Universities, and publicly funded organizations would use Google Sheets to manage projects, possibly. There are times when looking for tools, asking for budget approvals and implementing software must be put aside. At those times using something like Google Sheets works; even if it means more work, less control, more error and less accuracy. I know, that doesn’t make any logical or financial sense, but when you’re dealing with publicly funded organizations, it rolls like this.

Manufacturers and Industrial businesses would use Google Sheets to manage projects – not likely. For-profit organizations know the value of a dollar so creating project management systems using spreadsheets is not an option; it takes too long, is not accurate enough, has no controls and is prone to error. When it comes to making money, that also means spending less. When customer satisfaction, timeliness of the project, scope and cost are on the line, having a real project management system pays.

If Google Sheets works for you – super!  If not, you might want to try out a formalized, highly controlled project management system like TeamHeadquarters.  It assigns tasks, tracks task updates, helps to create status updates and provides the perfect opportunity to monitor resource utilization.

Is Project Management Timing Everything?

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Project Management Timing is Everything, Right?

Project management timing is everything, right? That’s how you succeed in most of life’s pursuits. “Where the rocky road of preparation intersects the freeway of opportunity.” This is a great way to think about education, preparation, practice, discipline, and work ethic. It is not always the best way to prioritize work. Why not use management, instead of timing, to set priorities?

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