Project Management Software

1. Describe how Microsoft Project is used as a shedualing and project managemant tool?

Microsoft Project is basically a software program that is primarily used for project management of a project, the software allows the project manger to be able create a plan, mange finances, tracking processes etc. Microsoft Project can be used as a scheduling tool when embarking onto a project, this is because it can offer tools that allow the user to schedule their projects. This can be done by the users setting up the preferred options they wish to have such as start and finish times, duration, once this has been done the user can input the different tasks they want to do during the project. Once this has done the software can make the schedule visual by converting the data into a Gantt Chart. Also the Microsoft Project can be used as a project management tool, this is because it can allow the users to plan, organize and mange resources to achieve their goal. For instance in the software Gantt Charts and Critical Paths can be created to organised and mange the resources and activities in the projects.


2. Select and describe one other piece of project planning software


Apart from Microsoft Project there are many other project management software available for use on projects. One other project management software is Wrike, Wrike is a web based project management tool similar to Microsoft Project that allows its users to mange and schedule their projects. Users are able to create visual diagrams such as Gantt Charts to mange and schedule projects.

Project Managemnt Tools

1. Describe the following Programme Management Tools and why they are of benefit to a project team

Brainstorming

Brainstorming is the process of creating new ideas which aims to find a solution for solving a specific problem.  This process is usually used at the very start of a project, so the team can have some sort of idea of what direction they are going in.  For instance an example of Brainstorming could be a bathroom company writing down all possible parts they can market and produce that would meet their customers needs. The better the brainstorming is the more successful the project will be as the ideas generated are appropriate and effective. By using this Programme Management Tool it can be beneficial to a team that is working on a project, this is because of many reason these can consist of;

• easy to understand
• inexpensive
• promotes thinking out of the ordinary

By brainstorming being easy to understand it can be beneficial for a project team, this is because it isn't a very difficult process to conduct meaning they are able to do it straight away without much training needed which leads to unnessary time wasted. This could allow the team to spend more time focusing on the task in hand allowing for a more successful project to be outputted. Another beneficial point brainstorming can have on a project team is it can be inexpensive. This can be beneficial because a team wouldn't need to spend a lot of money to brainstorm ideas, this is because all that needs to be done is writing down the idea that is created which means not much money spent on the the brainstorming process. One other beneficial point brainstorming can have on a project team is it can push a team to think out of the ordinary. By thinking outside the box they are able to think about fresh new creative ideas they may not of been thought off previously, by using these ideas from a team can find new directions they can take with the project which could lead to the project being successful.

Gantt Chart

Gantt Chart is basically a type of bar charts that helps displays a project schedule this is mostly used in project management, Gantt charts offers a visual diagram of the project schedule which can help a individual or a team plan and track what they are going to do in the project. Gantt Chart was developed in 1917 by Henry L. Gantt as a control production tool. A Gantt Chart is created using a horizontal axis that displays the total duration of the project on that horizontal axis it is broken down into section for instance days, weeks, months or years. The vertical axis of the Gantt Chart is used to show the task that are going to be done in the project. Within the actual chart itself is horizontal bars which is used to represent the timing or time span of each task being conducted, each horizontal bars can vary as some take may take longer or quicker to be completed. An example of a Gantt Chart is shown below in Figure 1. Also Gantt Chart can be created in apllication such as Microsoft Word, Excel, Presentation and etc.

PERT Charts

PERT (Program Evaluation and Review Technique) Charts is a tool that can also be used for project management such as scheduling and organizing tasks within a project, also it shows a critical path that should be kept to for deadlines to be met accordingly through a network diagram. The network diagram can be created with a number of attributes such as start date for each task, end date for each stage, contingency time and etc. The PERT Charts was developed in the 1950s by United States Military. By having a PERT chart it can allow a team or individual in a project to be able to evade unreal timings and scheduling. As PERT Charts are mostly used in project management it is useful for planning the project as a whole such as scheduling and keeping track for successful project and project management. 

PERT Charts involves;

• Identify main activities
• Create appropriated activities arrangement 
• Create a Network Diagram
• Organize time required for each task
• Create appropriate path for project 

 
Critical Path Analysis

Critical Path Analysis (CPA) is also another project managment tool that is created into a model of the project as a whole, i.e. showing all actvites that will need to be undertaken in a spercifc order and also the time taken for each actvites need to be taken for completion. The Critical Path Analysis was developed in the 1950s by Morgan R. Walker and James E. Kelley Jr. The Critical Path Analysis tool is most used for mangaments in the projects especially in projects under construction, software development, research project, engineering and man more. Critical Path Analysis are usally shown in a graphical diagram dispalying how each task is related to each other.

Project Management Methodologies

1.  Describe the benefits and limitations of using a methodology to mange a project

When using methodologies to manage a project, there are many beneficial points it can pose as well as limitation points which it can pose. There are many beneficial points methodology can have on a project this can consist of;

• Structured
• Manageable
• Adaptable

One benefit methodologies has that can be beneficial to a project is that it has structure to it. This is beneficial because by being structured the people in the project are able to have some sort of management already in place. This would allow them to follow the procedure needed to be taken in a sensible order in stages, this would make it easier and more efficient for the people in the project to know what stage the are on and what stages they have got left to do. This would help save time for a team in a project as they don't need to keep on spending time on figuring out how to progress through the project, also figuring out where they are in the progress of the project. By having a structure in place it makes it easier and more efficient for a team on project, this can lead to the team saving money when conducting the project this is because more time is spent on the project meaning it is more quicker for the project to be finished.


Another beneficial point that can be beneficial to a project is that it is manageable for people. Methodologies are very manageable because each step is divided into manageable stages, this means that methodologies help make the work needed done on the project become more convenient for the people when working on the project. The reason why being manageable is beneficial to manage a project is because it can make the work load needed to be done more suitable and appropriate for the people working on the project. This would mean that the people working on the project have a suitable work load that they can complete on time which can lead to time being saved as they don't have load over load of work to complete which take and waste a lot of time. By being manageable it can save time for the people which can lead to the project saving money.


One other beneficial point that can be beneficial for to a project is that it is adaptable. Methodologies are very adaptable this is because Methodologies can suit with all sorts of different project, in other words methodologies can be applied to any project. The reason why being adaptable is beneficial to manage a project is because it can fit with any project, this means the people working on projects won't need to spend a lot of time researching or creating methods for them to be able to tackle the project. All they would need to is adopt a methodology and they can start their project, this can save time and money.

However though there are beneficial points methodologies can have when managing a project, there also some limitation that can arise this can consist of;

• Doesn't function when requirements change
• inappropriate for small projects

One limitation methodologies can have on managing a project is that it simply won't work if the requirements of a project change. This is a limitation because if the requirements change then it changes how the project should be approached, this is because if there was one approach already created for the project then it was set up and based according to the requirements of the project. If the requirements were changed then the approach is useless as it may not have any relation to the requirements meaning they would have to create a fresh new approach. By doing this it would be a waste of time and can cost a lot of money, this is because a lot of time would be needed to create and implement a new approach.

One limitation methodologies can have on managing a project is that it can be inappropriate for smaller based projects. This is a limitation because all steps are not needed when conducting a small project such as a week long project, this is because it can lead to time being wasted as not all steps are needed to be taken in the project. For example if there was a five day project in progress, and the PRINCE2 methodology was applied then not all steps are needed for the project which would mean time would be wasted on unnessary steps. 

2. Describe the PRINCE2 Methodology?


PRINCE2 (PRoject In Controlled Environments) methodology is a worldwide recognized process that aims to make project management as effective as possible for any types of public and private projects. This Methodology in cooperates management, control and organisation into a project which can help lead project to be successful. Also it makes sure that the project is on time, runs smoothly, efficient which will help the project being a success. There are also real life qualification that can be gained in the PRINCE2 methodology by people.


In the PRINCE2 Methodology there are seven step that would need to be taken in a specific order, this consist of firstly;

• starting up a project
• initiating a project
• directing a project
• controlling a stage
• managing stage boundaries
• managing product delivery
• closing a project

By following this procedure in order it will help make the project management effective leading to a successful project. This is because it helps the people involved in the project to be more organised, this is because they would know what stage they are at and the activities they should be doing. This helps getting  tasks done quicker which save them money, this is made possible by the Methodology being structured. By it being structured the people in the project can follow it on a step by step basis allowing for are more easier progress through the the project.


3. Describe one other current Methodology?


Apart from PRINCE2 there are many other methodology techniques availble for use when conducting a project. I have chosen to talk about the Adaptive Project Framework. The Adaptive Project Framework (APF) is another methodology which is the process that is designed to use situations in projects to change constantly to be able to generate answers that will help produce the maximum value that can be produced. In other words this means it makes sure the time and cost of a project are persistent when the project is being conducted, this means the project as a whole would be altered into maximising the value it produces. In a business project if this methodology was used then it business value would be maximised.


The main points of the Adaptive Project Framework Methodology is that;

• it is consumer focused and driven
• increasing results early and often as possible 
• not thinking about future outcomes

4. Compare the two methodologies

Previously I have describe two methodologies that are available for use like the PRINCE2 methodology and the Adaptive Project Framework. In this part of the task I wish to compare these two methodology techniques, I wish to compare the two methodologies on the basis on its what it can be used for, and where it is used around in the world and structure. Firstly I will be comparing what each methodologies can be used for, both methodologies can be used for conducting projects but however with Adaptive Project Framework it is more suited for business projects as it is more focused and driven on its consumers and maximising its profits. Even though the PRINCE2 methodology can be used with business projects, it is not convenient for maximising profits as the steps of PRINCE2 is set out to complete the project in a order. Secondly I will be comparing it popularity and where it is used in the world, the PRINCE2 methodology is very popular and mostly used in Europe, this is because it has been adopted by most European government and around 150 organisation have adopted it in Europe, however PRINCE2 is not popular in America this may be because the government haven't endorsed it and organisation haven't thought about using it. With the Adaptive Project Framework it seems to be unpopular and not used a lot this because there is not alot mention of this methodology used. Thirdly I will be comparing what each methodologies structure is when conducting a project. The PRINCE2 methodology has a structure to it in the form of a seven steps that would be followed, however with the Adaptive Project Framework Methodology it is more working off the main points of the methodology instead of following a set of steps. As described both Methodologies are very different, this is because the PRINCE2 methodology is set to make the project completion and set up successful whereas the  Adaptive Project Framework Methodology is set for maximising results at the end of the project.