A number of computer-based software packages are available to assist project managers in creating charts and tracking a project’s progress. There are packages for both IBM-compatible PCs and Apple Macintosh computers, as well as large host-based computers. The graphical user interface (GUI) and point-and-click mouse operations used with both Macintosh and PC Windows programs have provided the project manager with a valuable tool for project control that is not difficult to use.
Fortunately, the more full-featured packages have also become easier to use as they have evolved in the new PC environment.
Virtually all packages allow entering milestone and task information via data entry screen forms and can automatically generate Gantt, PERT, and other charts from that data. Most will calculate and display the critical path, updating it dynamically as the project data changes over time. Also, most will produce printed reports, though some will print only a very limited set of charts, while others offer extensive, flexible, and even customizable reporting capabilities. The Gantt and PERT charts in this report were easily generated from a single set of data using a popular project management program operating under Windows. Project managers may want to consider the following management software functions:
- Gantt and PERT charts, task lists, resource lists.
- Automatic critical path highlighting and updating.
- Flexible customization of screen views and printed reports.
- Resource utilization with automatic alarms.
- Resource histogram (peak usage view).
- Resource calendars.
- Budget tracking linked to project progress.
- Filtering capability (restricted views).
- Schedule slippage reporting and jeopardy alarms.
- Ability to show summary tasks.
- Automatic linkages to subprojects.
- Flexible updating of any and all project information.
Cost is often a factor in selecting a project management software package. Most packages are a bit costly, ranging from several hundred dollars at the low end to several thousand dollars at the high end. Fortunately, overall functionality and ease of use has greatly improved while cost has generally decreased. A good package can be procured within the $500-$600 range.
The classical analytical approach to selecting the best project management software would be to determine the functionality required and find a package to match the requirements. In comparing packages, however, satisfaction could depend more on the software’s “feel,” especially where functionality and price are approximately equal. Therefore, it could be beneficial to obtain a demonstration copy from the vendor or “test drive” a coworker’s software before making the final decision.
Finally, the project manager should be aware of any existing standards for project management software within the organization. At best, purchasing a “nonstandard” product might prove to be inconvenient when sharing project data files is desired. At worst, it could be a waste of money or even a hindrance to the project itself.
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