Projects Management Tools Overview and Comparison
Explore the evolution of project management tools from the early 20th century to modern times. Learn about key figures like Frederick Taylor and Henry Gantt, and discover the variety of project management software available today. Delve into requirements for choosing the right tool and understand different project topologies.
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Projects Management Tool Survey of Projects Management Tools Three comparative tool examples Christian.olivetto@ego-gw.it 1 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool History Introduction Near the turn of the century, Frederick Taylor (1856 1915) began his detailed studies of work. Taylor's associate, Henry Gantt (1861 1919), studied in great detail the order of operations in work During World War II, complex government and military projects and a shrinking war-time labor supply demanded new organizational structures. (D-DAY Project) In the early 1960s, businesses began to apply general system theories to business interactions. (APOLLO project) Within the last ten years, project management has continued to evolve. Significant trends are emerging: Bottom-up planning Top-Dow planning and reviewing Dashboard involving (shcedule, budget, ressources, deliverables, report) More collaborative work, . Source: MS Project support 2 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool Information source Lots of Project Management tool are available: > 100: How can we make the good choice ? Comparaison of Project Management Software https://en.wikipedia.org/wiki/Comparison_of_project _management_software (see REDMINE = core of EASYREDMINE) https://fr.wikipedia.org/wiki/Logiciel_de_gestion_de_ projets (In french but with a long list of product with features comparaison table) 3 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool Requirements To choose your tool you have to define your requirements specifications like: Is it a question of managing a project portfolio or of piloting unitary projects? Does the project involve several specialist or institution? Is this a large-scale project requiring several teams? Are the teams split up on several sites? What are the needs for collaboration and communication? What type of project management dashboard is most suitable? What types of reporting will be required? How is the documentation managed? 4 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool Project Topology CASE 1 One project, one team, one project manager Information given by each member To Project Manager PM manage the schedule Small team On local site or remote More collaborative needs Exchanges information Cloud solution often 5 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool Project Topology CASE 2 Few projects, one team, one project manager Information given by each subproject To Project Manager PM manage the schedule Medium team On local site or international More collaborative needs Exchanges information Cloud solution often More implications of PM in spent time 6 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool Project Topology CASE 3 One global projects, few subprojects, few teams, one Global Project manager, few subprojects managers. (Solution 1) Information given by each subproject To Project Manager PM manage the schedule Medium, large team On local site or remote Less collaborative needs Exchanges information top-Down PM desktop often More, more implications of PM in spent time To merge all schedules, needs to develop scripts Excel to Tool 7 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool Project Topology CASE 4 One global projects, few subprojects, few teams, one Global Project manager, few subprojects managers. (Solution 2) Information upgraded in each subproject Schedule, budget, Ressouces PM manage the schedule Medium, large team On local site or remote More collaborative needs Exchanges information Cloud or server Less implications of PM in spent time No needs of scripts but verification of coherence by PM 8 8 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool Project Topology One global projects, few subprojects, few teams, one Global Project manager, few subprojects managers. (Users Request) Up-to-date needs are important For a global project management Schedule Budget (estimated, real) Human Spent Time Personnel Cost Travel Cost Dashboard graphics Project Documents News of project Working Breakdown Structure Risk management Subproject PM PM manage the project Project Team, Insitutions 9 9 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool USER S TYPE In the project management tool we have to define correct user s type and rights associated C-Level Role = CNRS/INFN/NIEKHEF/ Project Management = Global project Group Manager = Subproject Manager Global project view with all subprojects READ ONLY all graphics, indicators, budget And schedule of global EGO s Projects Admin rights Team member 10 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool USER S TYPE In the project management tool we have to define correct user s type and rights associated C-Level Role = CNRS/INFN/NIEKHEF/ Project Management = Global project Group Manager = Subproject Manager Subproject Manager: write/delete all tasks, Subproject millestones, links, ressources, Budget management Team member 11 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool USER S TYPE In the project management tool we have to define correct user s type and rights associated C-Level Role = CNRS/INFN/NIEKHEF/ Project Management = Global project Group Manager = Subproject Manager Team Member: read only all tasks, Subproject millestones, links, ressources, Budget Team member 12 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool MS Project Desktop MS project desktop (one standalone licence): Leader of the market (First licence on DOS in 1984) More than 20 Millions Project Manager use around the world Price for one licence: 1600 Main features: Schedule (GANTT, PERT), Millestones, Critical path, % of advancement Human ressource management affect to tasks, hardware ressource Budget cost (personnel, hardware, estimated, real, cashflow) Dashboard capability (creation graphics individualy, project overview on on sheet) No possibility to manage roles rights Automatic importation from excel (one file), more need coherence scripts development. MS project wikipedia MS project support with tutorials CASE 1, 2 or 3 with scripts 13 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool MS Project Server MS Project Server : More than 10 K entreprise use Project Manager Server Price for one licence: 2000 Need licence for Share point server (7000 ) and for 50 users (9000 ) Maintenance by year for 50 users (5400 /year) Main features: Schedule (GANTT, PERT), Millestones, Critical path, % of advancement Human ressource management affect to tasks, hardware ressource Budget cost (personnel, hardware, estimated, real, cashflow) Dashboard capability (creation graphics individualy, project overview on on sheet) Possibility to manage user s role rights Global merging of subprojects into one global project (some scripts has to been developed (return of CC-IN2P3 and CNES, has to be precised). Cloud solution MS Project ONLINE: Price 25 /user/month (50 users:15000 /year) Reports generation MS project wikipedia MS project support with tutorials MS Project ONLINE CASE 1 to 4 14 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool MS Project Pro, Server, Online MS project/Online video MS project server training OS Mobile 15 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool EASYREDMINE EASYREDMINE (Cloud or Server plateform): Based on REDMINE software Open Source (First version in 2006) Price for cloud for 50 users: 4511 /year Price for server plateform and 50 users: 6800 Maintenance by year for 50 users (1200 /year) Main features: Schedule (GANTT, PERT), Millestones, Critical path, % of advancement Human ressource management affect to tasks, hardware ressource Budget cost (personnel, hardware, estimated, real, cashflow, travel) Dashboard capability (creation graphics individualy, project overview page) Possibility to manage user s role rights Global merging of subprojects schedule and informations (global millestones, ) Template project configuration to create a new project Reports generation, Documents of projects. Work Beakdown Structure Adding modules (Agenda, visioconference, Risk management, calculation fields) REDMINE wikipedia EASYREDMINE website EASTREDMINE Webminaires CASE 1 to 4 16 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool EASYREDMINE DATA MIGRATION from CLOUD to Local Server EASYREDMINE Gantt EASYREDMINE website EASTREDMINE Webminaires OS Mobile CASE 1 to 4 17 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool ASANA ASANA (Cloud or Server plateform): Moskovitz and Rosenstein left Facebook in 2008 and created ASANA, (First version in 2011) Price for cloud for 50 users: 6595 /year (Premium), 15000 (Business) Price for server plateform and 50 users: Not Available, Maintenance by year: NA Main features: Schedule (GANTT), Millestones, % of advancement Human ressource management affect to tasks Budget cost (personnel) Dashboard capability (project overview page) Possibility to manage team rights (public, private) Template project configuration to create a new project Reports generation, Documents of projects. Collaborative work inside team CASE 1, 2 (Premium) CASE 4 ? (Enterprise) ASANA Website ASANA guides 18 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool ASANA OS Mobile For effectively planning & managing team projects For managing large initiatives & Improving cross-team collaboration ASANA Website ASANA guides 19 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool MS Project Views 20 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool EASYREDMINE Views 21 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool ASANA Views 22 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool Comparaison Table We trail to make comparaison with cloud solution for 50 users Feature ASANA 4.4/5 EASYREDMINE 4.4/5 MS_Project 4.2/5 Star Rating Price in cloud solution (50 users) 6 600 4 511 15 180 Free trial Yes Yes No Easy of use 8.5 8.6 7.2 Easy of setup 8.7 8.6 7.5 Quality of support 8.3 8.5 7.3 Ease of Doing Business With 8.7 8.1 7.9 Product Direction (% positive) 8.3 8.9 6.6 57.8 % 30% 12.2 % 41.7 % 16.7 % 41.7 % 24.6 % 27.1 % 48% Small Business (<50) Mid-Market (50 to 1000) Entreprise (>1000) Source: Capterra comparaison site 23 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool Conclusions Preleminary conclusions: There is not an unique solution, you understood that it s depend of project request, mainly if it s a small or big project The needs change to more collaborative work with an exchange of informations important and with capability to take the good choice. Reporting becomes an important request, to take good decision but also to build confidence for institutions (Europe, CNRS, INFN, Universities, ) Project documentation avaibility, easy access and linked to tasks is essential to gain time in project management. Like describes in slide 9, the needs is to have more and more informations to share between members team (not only the schedule), lots of complementary needs. Lots of new tools appeared in the market and strong support and evolution is a important feature to make the good choice. 24 This document is EGO property and cannot be reproduced or communicated without its authorization
Project Management Tool Conclusions Preleminary conclusions: My feeling with all these informations is that for: One team for one project with important of collaborative work: ASANA: best choice in term of userfriendly EASYREDMINE: best choice for evolution <20 Few projects with subprojects with important needs of reporting and merging information capability: EASYREDMINE: all features are available, evolution with adding plugin <200 Lots of projects and important team with needs of reporting and merging information and on site Server MS Project Server: complete Microsoft architecture (AD, SP, MS Project) EASYREDMINE Server: Open Source and evolution with adding plugin >200 25 This document is EGO property and cannot be reproduced or communicated without its authorization
EASYREDMINE TRAINING SESSION LINKS AND TUTORIALS For any tool one of most important feature is a strong support for the user. Documentation User s forum FAQ Tutorials vid os Tool support reactivity However you have to have a strong accompagnement of new users on your tool configuration => Tutorials videos Under development: Travel cost, EGO Project Template, Customize your report This document is EGO property and cannot be reproduced or communicated without its authorization
EASYREDMINE TRAINING SESSION LINKS AND TUTORIALS IN THIS TRAINING SESSION WE LL BE ABLE TO: Connect to Easyredmine: change password, configure your profil https://ego-gw.easyredmine.com/login? Tutorial Video #0 Define rights for each project s member Tutorial Video #1 Overview of Project s informations and graphics Tutorial Video #2 Creation of tasks Tutorial Video #3 Task budget Tutorial Video #4 This document is EGO property and cannot be reproduced or communicated without its authorization
EASYREDMINE TRAINING SESSION LINKS AND TUTORIALS IN THIS TRAINING SESSION WE LL BE ABLE TO: Configure and insert new millestone Millestone configuration Tutorial Video #5 Configure Document Management System plugin DMS configuration Tutorial Video #6 Deposit a new document and versionning process Tutorial Video #7 Linking project task to document(s) deposit in DMS Tutorial Video #8 This document is EGO property and cannot be reproduced or communicated without its authorization
