Spreadsheets stink for project management

Spreadsheets stink for project management

Part I

The larger a project, the more documents project teams need to manage. It’s plain fact. With a growing number of large projects, keeping track of documents becomes quite a chore. This chore becomes a burden for growing organizations, forcing many to implement a third party system. Evidence of this phenomenon is the flood of organizations turning to Google Docs, Share Point, base camp or thousands of others. With so many document management systems (DMS) available, I found myself asking: Why are so many growing organizations using excel spreadsheets to manage documents?

When I started marketing ProjecTools Documents, our DMS system, it seemed like a no-brainer. Who wouldn’t use a third party system instead of a spreadsheet to keep track of documents so integral to organizational functions? Especially engineering and construction firms where information accuracy could make or break a project. After some time, I found four common objections:

  1. Our spreadsheets have always worked for us in the past.
  2. We don’t trust a third party with our proprietary information.
  3. We don’t want to pay for something we already have.
  4. Our organization won’t change.

I’ll address these objections as we do with clients in the order listed above.

Objection #1 – Our spreadsheets have always worked in the past  Ok, document tracking spreadsheets worked in the past. That may be a true statement, but it may not be a valid objection. The reason it may not be a valid objection is that it worked in the past. The key here being past. To test the validity of this objection, I ask: Is it working now? To hash this out, I present a series of True or False statements to determine if the system meets simple DMS standards.

  • I know latest official review for each document.
  • I know who has checked out each document
  • I know the recipient of each document routing
  • There are zero duplicate documents in my system
  • There are zero ambiguously named documents
  • No documents have been lost or misplaced within my system
  • Employees are not permitted to delete files
  • My system holds my clients accountable

If an organization answers False to any of these statements, it renders the objection invalid because the system is not controlling documents, it is simply archiving them. Proponents of spreadsheets who answer False for the above statements about their spreadsheet document control may counter this claim by maintaining that all systems have shortfalls. Even though no DMS is flawless, any good document management system allows a document controller to answer ‘True’ to the above statements.

Part II

Last week, I posted the first part of this article about how spreadsheets stink for project management. In that entry I mainly addressed the common argument that document management spreadsheets have worked in the past. In that  post, I argues that spreadsheets may have worked, but they probably don’t work very well. Here are my responses to the next three objections.

Objection #2 – We don’t trust a third party with our proprietary information.

Fine, don’t trust a third party with proprietary information. Don’t route documents through external email servers.  Don’t allow employees to bring jump drives to work, and make sure the IT budget covers the cost of infrastructure and redundancies that third party providers employ. Moreover, make sure your IT team has the time and resources to test and secure the network to a standard that specialized DMS can. Please keep in mind that the DMS provider has to keep the client happy. DMS providers don’t retain clients by putting client’s information in harm’s way. Other things spreadsheeters should think about are: Which team members have read/write permissions to the organizational spreadsheets. Are any permissions assigned? What if a mistake is made? How would that be tracked? What if the spreadsheet is deleted? Is there a backup plan? What if the server crashes? Is everything backed up? How much downtime will a crashed server cause? These questions deserve answers.  If an IT department can’t give straight answers,  look elsewhere. Similarly, if a third party document management system seems shaky, has ill repute, or offers a vague security license agreement – find another provider.

Objection #3 – We don’t want to pay for something we already have.

You get what you pay for. If an organization keeps document management in house and manages its documents with spreadsheets, they pay for it. They pay in unachieved efficiency, duplication of efforts, excess IT infrastructure, labor, and/or lost opportunity for growth. The value of DMS boils down to doing more with less: more productivity with less infrastructure, less duplication of effort, revision control, and fewer mistakes. In short, using spreadsheets for document control may cost less up front, but spreadsheets cannot enforce workflow or hold team members accountable, which will save an organization time, money, and credibility (in the end).  The question becomes: What will not implementing a good DMS system cost you?

Objection #4 – Our organization won’t change.

An organization that refuses change for the better clearly is not looking toward the future for growth and scalable opportunities. A good DMS that will enforce workflow, increase accountability, and increase efficiency should be welcomed and championed. As sophisticated DMS becomes the norm, organizations employing the old spreadsheet method may be overlooked by clients, resulting in fewer awarded bids.

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Global projects have global teams that need to be in the loop. Cloud technology takes the pain out of giving teams on demand access to project data.

5 Things to Look for in Cloud Software

Cloud software is a tough nut to crack. There are literally thousands of cloud applications vying for your business. Who should you talk to and who should you send packing?

5 Things to Look for in Cloud Software

There are many important things to consider when purchasing cloud software to run your business. The 5 things to look for in cloud software products are role-based permissions, configuration options, enforced workflows, accountability and scalability.

First, the software needs to support role-based permissions. The simple fact that the average user does not need access to all functions and configuration settings requires role-based permissions. Role-based permissions within the product should not limit productivity or visibility, but should preserve data integrity and protect organizational processes and controls from tampering. Furthermore, separating responsibilities can protect your organization from unnecessary liability and help maintain compliance with best practices and legal requirements.

When evaluating the configuration options offered by software, make sure you can accomplish your primary goals with out-of-the-box functionality. Implementing highly configurable software may seem daunting when facing implementation, but this investment in time and money is well worth the savings when compared to expensive software customizations down the road. Mature products often provide the flexibility to adapt to many organizations processes because they have been time-tested by many users in different environments. Organizations should leverage this experience for significant cost savings.

The software you buy should allow administrators to set enforced workflows that prevent your team from skipping steps in your process. Enforced workflows also contribute to producing consistent work and products that continually meet your standards.

The fourth thing to look for in a cloud software application is accountability. To hold your team accountable software should have excellent communication and reporting tools. The communication tools should be easy to use and should archive and organize correspondence for future reference. Reporting should provide management with actionable intelligence regarding breakdowns and root causes.

The final thing to look for in a cloud software product is scalability. To be a scalable cloud application, licensing should be flexible, training should be readily available, all information should be in one system and the software should be able to integrate with other systems.

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  • 545

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September 1st, 2015|0 Comments

Users need a secure, reliable environment to access project information and perform work. All applications and client data resides in a private cloud network with data replication and failover to geographically diverse datacenter equipment. ProjecTools provides 99.5% Network Availability

  • 492

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  • 1811

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Document Management Software ROI

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Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

  • 1357

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ProjecTools Application Manages Over $25 Billion

ProjecTools Application Manages Over $25 Billion

graph2Hello all,

This is Jerry Morgan, ProjecTools CEO. Through our periodic examination of anonymous usage analytics, it turns out ProjecTools application manages over $ 25 billion dollars worth of projects. This means we have helped clients protect massive capital investments with many moving parts. I am very proud of this number because it indicates our clients are experiencing success and that they trust ProjecTools to manage their project information.

After learning we hit the $25 Billion dollar mark, I started looking around trying to wrap my head around the significance of the number. As it turns out, 25 Billion dollars can buy a whole lot. 12.5 Freedom Towers, 125,000 Homes, 550,000 brand new Chevrolet Corvettes, or 11.3 Million shares of apple.

As we have reached the $25 Billion mark and fix our gaze on $50 and $100, I’d like to thank our clients for trusting ProjecTools and our application. I’d also like to thank ProjecTools employees for building the application, client base, client usage, and the rapport that allows our clients to utilize ProjecTools as they do.

Thanks to clients and the team for helping us reach this important milestone.

Sincerely,

Jerry Morgan, ProjecTools CEO

jerry

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Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

  • 1357

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Align Document Control with Cost Control and create seamless progress and earned value reports to stay on budget and improve cash flows.

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Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

  • 1631

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Project Management Software Overload

Great strategies for separating the wheat from the chaff and moving past Project Management Software Overload.

Project Management Software Overload

Ever been tasked to find the right Project Management Software? If so, you probably realize how ridiculously broad the category is. Project Management Software could mean anything from Basecamp to AtTask, or Microsoft Project to ProjecTools. This is Project Management Software Overload. To illustrate my point; on Wikipedia there are ~150 entries under “Comparison of project management software.” Which leads us to the subject of this post – how does one separate the wheat from the chaff? My answer – by correctly defining the words “project”, “management”, and “software” for your organization.
So let’s begin:

  1. We need to define “project.” If the project is simple, a simple application getting everyone on the same page and tracking input/change will be enough (think Asana, Basecamp, Trello). What about IT Project Management though? Totally different. Complex capital construction or EPC (Engineering, Procurement, Construction) project? Once again, there’s an entirely different set of criteria that should be considered. These complex construction project solutions require significantly more powerful software to manage all of the moving parts. Even after defining the project though (for this post: EPC projects), one is left with a staggering array of software options. Which leads us to the second criteria – defining “manage.”
  2. too many project management software optionsWe need to define “manage.” What part of the project is most important to you? Simple projects have fewer moving parts and stakeholders – they’re relatively simple to manage and you may be able to manage many aspects of the project with relative ease. But if we’re talking EPC projects you must be much more deliberate; there is Scheduling, Document Management and Collaboration, Cost Control, Procurement, Engineering and Commissioning, and often there are multiple projects going on simultaneously (PPM). Of course these aspects are all important and different organizations place emphasis on different parts of project management – complicating the issue even further. Luckily there are tools that manage multiple pieces of these complex projects, but even the most comprehensive tools can’t tackle everything coherently. For instance, ProjecTools is arguably the most comprehensive Project Management Software tool (for EPC and Oil and Gas projects) covering Document Management and Collaboration, Cost Control, Procurement, and Engineering and Commissioning. That said, we realize there are other aspects of project management (scheduling especially), and rather than try to re-invent the wheel – we believe integration is stronger that competition (we integrate with scheduling leaders like Primavera). So now, if you’ve defined what you want to manage – we only need to decide what “software” means to you.
  3. We need to define “software.” To be clear, we’re not interested in the technical definition of “software”, instead I’m working to define the category of things that are typically described as software. Let’s start with the basics: deployment options, purchase options, how it’s supported, and standalone or integrated.
    1. Deployment options are a point of contention, but the writing is on the wall: cloud is here to stay (see my presentation on the subject at PMI here).
    2. On purchasing – is it a CapEx or OpEx and can you fit it in your department’s budget? If you’re buying traditional on-premise software or deploying a private cloud, you’re looking at a significant capital expenditure and a significantly prolonged installation/implementation. On-premise can mean as much as a 10X increase in budget, the addition of IT support personnel, a decrease in redundancy, and 3-4X increase in the implementation timeline (which means less project-oriented work gets done). Good luck (and I’m not the only one who feels this way).
    3. How’s it supported? Having someone standing by to take your calls and correctly handle and escalate issues is something that really, really matters. Like anything, you may not realize how much it matters until you really need the support, but don’t dismiss this when you define what software means to you. And please don’t confuse “maintenance plans” for support; a maintenance plan is a poorly-disguised profit-generating mechanism – while support is designed to help clients and customers when they need it.
    4. Standalone or integrated? Everyone is talking about Big Data, but what they’re finding is Big Data Silos. Collecting data is an exercise in futility if it sits within a single application and isn’t used across the organization to make better decisions. Whether your chose multiple “best-in-class” systems and integrate them, or choose a comprehensive solution – you should understand the importance of integrated systems. At ProjecTools we fall into the “comprehensive solution” bucket but we also integrate with other applications to offer our clients a better control and decision-making platform and that’s important. Why is integration important? Because integration saves double-entry, preserves data integrity, allows for better decision-making, increases adoption rates, and leads to dramatically increased success in deployment and operation. But just because a company claims their software products are “integrated” doesn’t mean it was built together – be wary of larger vendors that “integrate” multiple products through acquisition of (once) entirely separate companies.

If you’ve followed this post so far, your needs in Project Management Software should be fairly clear. By defining what you mean by “project”, “management” and “software” you will be better equipped to make a purchasing decision, specifically as it relates to complex capital construction and EPC project management. Of course we’d love to answer any additional questions you have – feel free to send them to me personally.

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  • 545

Security and Reliability

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  • 492

Construction Project Management Services

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October 5th, 2016|0 Comments

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  • 1357

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February 15th, 2016|0 Comments

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Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

  • 1631

Document Distribution and Access for EPC and Construction

August 24th, 2016|0 Comments

Global projects have global teams that need to be in the loop. Cloud technology takes the pain out of giving teams on demand access to project data.

3 Ways to Treat Project Chaos

Get a grasp on how project devolves into chaos and see 3 sure fire ways to treat them and defeat project chaos.

3 Ways To Treat Project Chaos

Oil & Gas Construction GuyIn large Oil & Gas and EPC projects there is a ton of money on the line. The difference between a successful project, and an unsuccessful one is often the effective organization of the projects from FEED to Handover. The right project management infrastructure can help teams deliver capital projects with normal amounts of cost growth and schedule variance (typically ~10%). Alternatively, there is project chaos.  And in an industry that has a median cost growth of 24% and median schedule slip of 20% – this is the most common scenario. Effective project management requires the right systems and infrastructure to support it but that’s just a drop in the bucket.  Effective project management can reduce cost growth by 58% and schedule variance by 50%. Yes, project chaos is avoidable.

So how do you get from project chaos to order?  You’re in luck, this is our specialty, and there are 3 key ways to treat project chaos.

Stop using emails, spreadsheets and homegrown systems to manage projects. Have you ever wasted time digging through an email chain looking for critical information, or poured over somebody else’s spreadsheet trying to find what you need? Most folks have and those are just small examples of how ineffective spreadsheets, emails, and homegrown systems are. So quit using systems that provide little organization, accountability, and visibility – they allow project management chaos to flourish.
Get all of your teams working in the same system. Centralize. Collaborate. Have you ever been roadblocked by rouge teams, partners, or contractors using a different system? This happens in almost every project, and can be a tough situation to navigate. By implementing an effective, web-based project management system you can provide the most up-to-date data to all project stakeholders, in a single system. When the end game is reducing project chaos – you need to get everything in one place and everybody working in one system.
Enforce standardization. Ever encountered confusion due to multiple numbering systems or naming conventions? If you have, you know that this inconsistency makes it hard to track progress, report, and find the data you need. An effective project management system will allow you to track and enforce your numbering system, as well as partners, suppliers, or owners.  To prevent project chaos and enforce standards, start using an application that has defined numbering systems and naming conventions.  You might not realize how much project chaos is weighing you down.

If you, or someone you know is experiencing project chaos – please contact ProjecTools as soon as possible.  Symptoms include:  lack of reporting, cost growth of more than 10%, schedule slip of more than 10%, premature graying in management, lack of return customers, and many more.

The side effects of successful project management with ProjecTools include:  more sleep at night, promotions, an increase in profitability, more time, and more effective reporting.

ProjecTools Product Information

  • 817

ProjecTools Client Spotlight

September 24th, 2015|0 Comments

ProjecTools Client Spotlight "I don't see how companies can manage projects like [...]

  • 568

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September 2nd, 2015|0 Comments

ProjecTools subscriptions provide valuable standard features that support projects. ProjecTools standard features are available to each user to complement core application functions and business processes. Utilize the modules below to increase top-down visibility, communication, accountability

  • 545

Security and Reliability

September 1st, 2015|0 Comments

Users need a secure, reliable environment to access project information and perform work. All applications and client data resides in a private cloud network with data replication and failover to geographically diverse datacenter equipment. ProjecTools provides 99.5% Network Availability

  • 492

Construction Project Management Services

August 31st, 2015|0 Comments

ProjecTeams is proven for flexible on-site or remote project deployments. Each ProjecTeam specialist has deep work history with a career of improving project execution, information management processes, with tools that make projects efficient, timely, and profitable.

ProjecTools Resources

  • 1872

Spreadsheets and Email as Project Management Tools

March 9th, 2017|0 Comments

Projects have too many moving parts and too many players to be trusting critical data to spreadsheets and emails. You need a spreadsheet reduction strategy.

  • 1811

Project Management Assessment

November 15th, 2016|0 Comments

Project Management Assessment Assess your project management practices against the best project execution teams in the Capital Construction, [...]

  • 1716
  • Review & Approvals

Document Management Software ROI

October 5th, 2016|0 Comments

Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

  • 1357

Aligning Document Control and Cost Control

February 15th, 2016|0 Comments

Align Document Control with Cost Control and create seamless progress and earned value reports to stay on budget and improve cash flows.

ProjecTools Videos, Demos, and Webinars

  • 1519
  • Review and Approvals

Optimizing Review and Approval Processes for Engineering

October 14th, 2021|0 Comments

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  • 1567
  • Document Management

The Keys to Successful Document Management

November 23rd, 2020|0 Comments

Let's talk specifically about document management software, and the key factors for clean and organized documentation, accessibility, finding a system...

  • 1716
  • Review & Approvals

Document Management Software ROI

October 5th, 2016|0 Comments

Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

  • 1631

Document Distribution and Access for EPC and Construction

August 24th, 2016|0 Comments

Global projects have global teams that need to be in the loop. Cloud technology takes the pain out of giving teams on demand access to project data.