Project Management Glossary Of Terms – D
Damages
Dangle
Data
Data Application
Data Bank
Data Collection
Data Date(DD)
Data Entry Clerk
Data Item Description (“DID”)
Data Processing
Data Refinements
Data Structure Organization
Database
Fixing a Project that is Behind Schedule
A project being delayed may seem a reason to panic but schedule slippage is not as rare as some might expect. Depending on the project, there may be things that can be done to fix a delayed project. In some cases, however, there is no choice other than cancelling the project. Before listing any solutions, there are things that should not be done, at least for most delayed projects.
Just Work Harder?
A simplistic solution for a delayed project is putting up more effort to catch up with the schedule. Some claim that this is as easy as estimating how behind you are and how faster you need to go to catch up. But doing more in less time is only possible if the team has not operated at their full productivity so far, or has not used the most efficient tools possible, and the project being delayed is only a question of improving efficiency or simply the work climate. Overtime work may be a solution but only for a limited amount of time and in the right environment. It actually creates a negative work climate, which has a detrimental effect on the schedule. So is there a way to fix a delayed project?
The Cause of “Evil”
As with all problems, minimizing or cancelling the symptoms does not eliminate the cause and the problem re-emerges. You need to identify the cause of the discrepancy between schedule and reality. You cannot tell that from analyzing the schedule unless there is a specific task that is causing delays or an artificial task dependency. In the first case, add expert resources to bring back on track the delayed task. In the second case, eliminate the artificial task dependency.
3 Ways to Fix a Delayed Project
If you find out that the project schedule is slipping because you have an unclear scope, or a scope creep, you have a serious problem and the project is likely a death march. However in many cases, the team is very good, all tasks were done efficiently, but the project schedule was very optimistic. If it is so, discuss with the management and project sponsor and look for solutions: (more…)
RationalPlan Freezes With The Latest Version Of Java 1.6.0_51 On Mac OS X
The latest update of Java from Apple introduced some major problems for Java based products like failing to draw or respond to user input. More exactly we are talking about the update to Java SE 1.6.0_51. The problem also applies to RationalPlan users.
As a quick fix Apple released the patch Java for OS X 2013-004 that should fix the above mentioned problems. We recommend users that encounter such problems to install this update by following this link where they will also find more details.
RationalPlan 4.5 – Improved Reporting And Data Export
Stand By Soft is pleased to announce the release of version 4.5 for its project management suite RationalPlan. Current version offers better reporting capabilities, more data exports to .xls files, enhanced notification settings and much more.
RationalPlan is a project management solution that puts the accent on productivity, ease of use and fast learning. It was created to help different users beginning with newbie project managers, continuing with users that need an environment to handle multiple projects and up to companies that need a distributed solution with concurrent access.
Important changes for this version:
- Export projects and risks to spreadsheet applications
- Enhanced resource distribution reports by adding different types of work and cost
- Added the possibility to generate the cost distribution report per categories of resources
- Allow assigning resources on projects
- Added customizable deadline notification settings
Working With Project Management Software – Who Is Managing Who?
Managing projects is not an easy job and in most cases the manager would greatly benefit from the use of a dedicated software. Starting from this necessity project management tools were created. But the main problem is if these tools are a real help for those that are using them or it is just a loss of time.
It is a well-known fact that computers became a necessity in our lives by simplifying our work. Increased computational speed, huge memory and lack of fatigue are the main reasons why computers have so much success. Let’s admit it: in certain aspects robots are better that humans. So why not use them for such purposes? It is obtained an increased execution speed and accuracy. But all these come with one cost: time. Someone has to lose some time to teach computers how to do the job right.
So a project manager and his team can ease their work using specialized project management software. But is it worth it? Well… it depends if they are using the right tool: it should be easy to use and to configure and to not require to invest too much effort in using it. Time is precious and should be used to manage the projects and not the software. If one is using considerably more time to handle the software rather that working on its projects then that software is useless. In this case a replacement should be the right thing to do.
The sad truth is that for the most part, teams have absolutely no idea how to use their project management tools even months after they’ve supposedly integrated the system into their workflow. And it’s the same with other software… Some vendors just make complicated software that have far too many steps and users end up working more on their project management software to enter tasks and communicate than they do on getting the project done.
A well designed project planning system should allow users to easily create entities like projects, tasks, resources, clients and to add details – data input is a time-consuming process. Another point to keep in mind is that computed data should be always at hand and easy to follow. Navigation between any two views should not require more than a few mouse clicks. An intuitive interface is a big must: the users need to find fast what they are looking for. (more…)
What to Do as a Newbie Project Manager
You were a team member and have just been promoted to the project manager position. Or you became a project manager because you “inherited” a project after the former project manager left the position. In any case, you became the so-called accidental project manager, even though it is rarely an accident that one is promoted to this position. Suddenly, you are a project manager. You have no project management training, nor experience, you are a “newbie”. You were likely assigned the project manager role because of your technical skills and years of experience in the organization, and you are expected to become a project manager in no time.
Technical Skills are Not Enough to be a Project Manager
Having the technical skills and experience in your field without having any project management experience or training is not sufficient. For example, this situation happens often in IT when software developers suddenly find themselves promoted to project manager positions. Just because they know their job is no guarantee that they are automatically good project managers. So what can they do to run the project successfully and make a smooth transition from a technical to a managerial role? Usually, there is no time for them to enroll in a project management course, since they have to run the project in the same time.
Find a Mentor and Read the Lessons Learned Documents
If in your organization there are other project managers who worked on similar projects, their experience is extremely valuable. You should convince them to mentor you, even if it means they can only do that during their lunch break or on their schedule rather than yours. Ask specific questions, rather than what you should do in general. If your organization has had similar projects, consult the lessons learned documentation so that you can plan properly for your project and mitigate at least some of the risks. (more…)
Is There a Project Management Methodology for One-Person Projects?
If you are an employee of a small organization or of a research institution, or just a freelancer, you are likely dealing with one-person projects. You are the team, you are the project manager, so you are responsible for all project documentation, communication, and, of course, project work.
Before you start looking for the right project management software and methodology, make sure you were assigned a project and not just a task or a set of interrelated tasks to accomplish a goal. A project has a definite beginning and end, and its aim is to create a unique product or service. It also has definite resources and usually its timeframe is defined by the organization. If indeed you were assigned a project, it is useful to approach it from a project management perspective in order to complete the work in an efficient manner, taking advantage of the knowledge, tools, and techniques of project management.
All projects have scope, deliverables, resources, and budget. For one-person projects, you are in charge of planning, executing, and monitoring your work, and you are accountable for the project’s outcome. Almost any project management methodology can be applied to one-person projects, with some exceptions. For example, applying Scrum is arguably not possible because there is no Scrum Master or Product Owner. But if you have volatile project requirements, an agile management approach is likely to fit your project, so you can use Scrum or other agile process as a basis to create your own version of the methodology and tailor it for your specific project. (more…)
RationalPlan 4.4 – Integration With Google Drive and Dropbox Storage Services
RationalPlan Project Management Software version 4.4 is ready for the public. Current version offers support for opening and saving files from/to Google Drive and Dropbox platforms. Plus it was added the possibility to handle Microsoft Project 2013 files along with a new look for the web-based module.
Important changes for this version:
- Dropbox integration
- Google Drive integration
- added recurrent tasks
- support for Microsoft Project 2013 files
- new web based interface for Server
- export projects to .xls format files
- automatic email notifications on Server
On users increased need to have access to their projects from multiple places, version 4.4 added the possibility to open and save files automatically on external locations like those provided by Google Drive and Dropbox storage services. This is a huge advantage because users can now manager their projects without worrying if their data is safe on their local hard-drives. All they need to do is to keep their files stored on any of the above two hosting solutions. Opening and saving is done as easy as working on local computers but with the advantage of data backup and availability, as long as you have an Internet connection. In case of concurrent access from multiple users on the same data, the Server products should be used. (more…)
Project Team Productivity – Problems and Solutions
Team productivity is
a source of risk in any project. Low team productivity can trigger other issues, including schedule delays, unsatisfactory quality of the deliverables, low team morale, which, in turn, can all lead to the project’s failure. The project management approach, the project manager’s skills, the changes in project scope are some of the risk factors for a team’s productivity. But often the issues and conflicts that arise from the team itself are the causes of low productivity. The productivity can suffer when the teams are distributed rather than collocated, and when there are cultural differences among team members, since both situations can generate conflict and miscommunication.
Collocated vs. Distributed Project Teams
Since creating a cohesive team depends on how the team members communicate and bond with each other, there can be significant differences in productivity between collocated and distributed teams. In collocated teams, communication is facilitated because all team members are physically in the same environment. However, with the modern communication technologies, including videoconferencing, e-mail, and VoIP, distributed teams can also communicate effectively. As a technical report from Victoria University of Wellington, New Zealand, demonstrates, one of the problems in distributed teams is that members do not bond as easily as the members of collocated teams do, so it can be difficult for collaborators to trust each other. As a result, the teams do not work effectively together, which is likely to decrease productivity and even generate conflicts. There is obviously no quick fix for this problem.
Risks to Productivity in Agile Projects
Having a cohesive team that works well together is crucial especially in agile projects, where the teams are self-organizing and even cross-functional at times. On the one hand, having distributed teams is becoming necessary for many organizations in order to keep their costs low, find the best talent, and keep up with the their competitors. On the other hand, having distributed teams in agile projects adds a new layer of complexity to the project, not only because the teams are self-organizing, but also because daily meetings can be difficult with local time differences. The productivity can suffer. The role of the project manager, if any, is crucial. This person needs to be a leader and be able to motivate the team to work effectively, solve issues when they arise, and prevent conflicts. In large agile projects, organizing the distributed team in smaller teams, and having a project manager to facilitate communication between teams can be a partial solution. (more…)
MOOS Project Viewer 3.0 – Support for Microsoft Project 2013 Files
Stand By Soft is pleased to announce the release of MOOS Project Viewer 3.0. Current version adds support for opening Microsoft Project 2013 files. At the same time the application now offers native integration with Ubuntu operating system.
After several months of development a major version was released that added support for reading Microsoft Project 2013 files. Project managers can now also open .mpp files generated with the latest version of MS Project.
It is well known that Microsoft did not develop a viewer for its Microsoft Project product as it did for the rest of Microsoft Office suite. However certain companies have employees that only need to view files. In this case a logical and practical approach would be to reduce the costs by using an appropriate product. This is the case when MOOS Project Viewer becomes a helpful tool: it gives companies a real solution to reduce costs. (more…)