Booklet: Development and Acquisition Section: Project Management Subsection: Project Management Tools

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Project managers use various tools to schedule and monitor project tasks and estimate project costs and completion dates. Experienced project managers can effectively use internally developed spreadsheets for small or noncomplex projects. However, in most cases, managers should develop or purchase more sophisticated software applications when managing large, complex projects.

The Gantt chart (described below) illustrates a simple project management tool. The tools (applications) used to manage larger projects are much more elaborate and managers rely upon them heavily to make project decisions. For example, managers can use the tools at key decision points or milestones to generate reports identifying whether a project is meeting time and budget estimates. Managers may also use the applications to insert report comments describing any issues or problems affecting a project. Management should implement appropriate access controls and backup procedures to ensure the security and reliability of these critical project management tools.

GANTT CHARTS
Managers can use Gantt charts to monitor project tasks. The charts identify project milestones on the vertical axis and time estimates on the horizontal axis. The charts provide an easy way to observe the overall status of a project, but do not effectively identify interrelated tasks or problems.

Gantt Chart

PROJECT EVALUATION REVIEW TECHNIQUES
Managers can use Project Evaluation Review Technique (PERT) charts in conjunction with Gantt charts to identify and administer interrelated tasks. PERT charts present project tasks, interrelationships, and time estimates as network diagrams. The diagrams present clear connections between project phases or key milestones.

GROUPWARE
Project management tools also include groupware, sometimes referred to as collaboration software. Groupware consists of software applications that facilitate communication and data exchange between working groups. The products combine email, calendar, conferencing, and document-management functions to enhance productivity. Typically the products are employed in local- or wide-area networks because internal documents are easier to update than those distributed in HTML formats over the Internet. However, Internet based products that take advantage of more robust protocols such as XML are becoming increasingly available.

Note: When assessing the effectiveness of project management tools, examiners should verify the effectiveness and accuracy of the input process and evaluate the complexity of project plans. Entering poorly defined requirements or unrealistic expectations into planning tools defeats the purpose of trying to develop realistic goals. Overly complex plans may limit effectiveness because they can be difficult to understand and maintain.

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