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When you’re running a project, it’s almost essential to make sure you have the right project management software installed to keep track of your tasks, costs, and resources. Information must be immediately available to ensure that all interested parties can be informed of relevant calls to action and of specific situations. Nowhere is this more evident in the use of appropriate technology than in your approach to creating and analyzing a project network diagram or flowchart.
When considering the use of automated software tools to integrate into your organization’s system, ensure that the application provides the flexibility and detail you need. Working with the many software tools available can become downright frustrating, so make sure tests are run on many different applications to get the best fit. Automated tools will get the job done for small projects or one-person teams, but can get in the way on large projects. I find that it requires as much human interaction to provide the details that an automated software tool needs as the tool itself can provide.
Although software is becoming more sophisticated and interactive, it still requires a lot of our input when it comes to project management. The best way to explain this is the approach used to create a project network diagram or project flow diagram. After selecting a project management software tool, enter the activities and their duration into the selected tool. The next steps require human interaction and thus your team’s participation in Brainstorming sessions. Ask for input from each member of your team, write down their input, and put ideas on the board. Ask your team to identify any activities that have no predecessors, for each major work breakdown structure there will be a corresponding set of activities that need to be included in the nodes already connected from the previous step. Once the team receives the information, ie. identified tasks, activities and duration, it is time to enter a network diagram or flow diagram into the software tool. If the activity does not have a logical successor activity, it must be linked to the final activity. Remember that fully coupled means that each activity has at least one predecessor and one successor.
This planning usually takes some time and collaboration, as the first draft rarely gives you an accepted completion date for the project. The first result of the network diagram will need to be processed, if it doesn’t, then you are very lucky. The software tool you use should quickly and easily find critical path activities and provide you with enough detail that you and your team can start making educated judgments about task duration. If you want to reduce the project schedule, look for opportunities to change the general relations with perhaps an introduced delay. Be very careful not to get carried away with compressing the schedule, as this will make the resource scheduling problem worse. At each iteration, use an automated tool to verify that the critical path has moved to a new sequence of activities. You have now established a project plan that meets the required project completion date. The last step is to plan the resources so that the work is completed according to the revised schedule.
While such an approach can ensure that the system development process has been considered, it does little to ensure that the development team clearly understands what the required product quality is and that quality requirements have not been compromised as the project progresses through analysis, design. , development and implementation. In addition, traditional quality planning does not provide a quality assurance process; rather, it ensures that the process has occurred.
A quality agreement provides a simple means of defining the quality requirements for a project. In the past, I have observed that a task in System X, which in this case represents the attributes of data quality, function, usability, and workplace impact, is mandatory for most stakeholders. Based on this assumption, the project manager and the team clearly understand which aspects of the system need to be reviewed during the development process.
The quality plan must include quality assurance processes that first review each system output against mandatory quality attributes. The results of system analysis, such as flowcharts, data models, job specifications, and human-computer interfaces, are evaluated for consistency, usability, and impact on work. A quality agreement provides a framework for ensuring that the required quality is controlled throughout the system development process.
Whatever project management software tool your organization uses or is considering, it will require as much input as possible from you and your team to ensure project timelines are accurate and legal. Tools of this type are invaluable for quick project snapshots, expect to spend quality time with your software tool to ensure successful project execution.
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