Let your computer simplify project management tasks

By Stephen Gonzalez

Last spring, I began research at the State Library to determine what had been published on the subject of project management (PM). I also requested demonstration (demo) disks of commercially available PM programs which could be operated on a personal computer (PC).

These PM software packages ranged in price from $49 to $4,500. Some required minimal RAM (Random Access Memory) and could be run on a personal computer with a single disk drive. Other programs required a minimum of 512 RAM and a hard disk.

After reviewing a number of articles in PC Magazine which compared PM software (February 1986, June 1986, September 1987), I continued to experiment with the demo programs and/or copies of the printed materials I received in order to determine which product would best meet our specific needs.

Other considerations

My colleague at the Illinois Department of Conservation (DOC), PC specialist Mike Silvernail, also reviewed everything received, and he noted one major consideration when contemplating the purchase. Project management programs for PCs, just like any other software, have weaknesses and strengths; the true judge of a program's benefits would be the end user or the manager.

Some packages have excellent color; others have graphics (PERT or GANT charts) which could be incorporated in master plans or in other presentations. Some are more user friendly with "pull down" menus and "help" screens. Some programs could be customized (options permitting numerous variations from the "default" or standard format); others are very limited.

We continued to test the different products by entering hypothetical project information; i.e., activities, due dates, resources and costs (fixed, pro-rated, variable). (Note: Most demo programs do not permit the user to save this information for later use or to print it. Therefore, we experimented with a number of "what if" scenarios.)

Special training

After several months of experimentation, the State's Central Management Service's Data Processing Training Center announced the availability of a two-day training program on Project Management Techniques Using a PC. It emphasized the Harvard Total Project Manager II program by Software Publishing Corporation. This training covered the basics in project management and, specifically, the uses of the Harvard Total Project Manager II software.

Several DOC staff attended this training, and the consensus of opinion was that this software had excellent color, graphics and menus. However, it was slow in transferring from one set of screens to another, and it did not include the alarm clock feature.

Influential circumstances

At about the same time, two other events took place which aided this evaluation process. First, our section was fortunate to obtain the services of a graduate intern student whose major was computer science. He was given the task of comparing PM software packages and presenting recommendations in priority order.

Next, Silvernail arranged a demonstration of several PM products at our department's PC user group meeting. Both of these events sparked further questions and discussion of uses previously not considered.

Another major factor in our eventual selection of a product was the program's capability to accept (import) and transfer out (export) data to and from the Lotus 1-2-3 program by Lotus Development. Most PM programs require the user to enter information concerning costs, resources, dates, etc.; yet, much of this data was already available from previously entered spread sheets on Lotus 1-2-3.

If a PM product could import or export this data from, or to, existing spread sheets, hours of user input time would be saved. A number of programs had this capability of importing and exporting not only from and to Lotus 1-2-3, but also from and to other data base programs. Our quest for a PM software package which could really save time and, therefore money, was finally in sight.

A final step

One last step remained in this selection process. Could we obtain a working copy of PM programs with all functions activated?

After numerous calls and letters we finally received evaluation copies of several products, one of which was Time-line by the Symantec Corporation's Breakthrough Software Division. This evaluation package included the software as well as complete instructions, and the telephone number of a company representative who could answer our questions.

After trying Timeline in our offices on an IBM AT computer utilizing actual active DOC projects, we were satisfied. We had found a program which (1.) could meet our specific needs, (2.) had a reasonable cost — $279, (3.) enabled us to import and export to and from Lotus 1-2-3 (especially since most DOC staff are familiar with Lotus 1-2-3's operation), and (4.) was easy to learn and operate in a short time.

I especially enjoy using this package because when I retrieve a project schedule (grant chart with its list of all tasks), its "alarm clock" beeps to remind me that a task requires action.

Because of this experience, I strongly recommend that whether you are a park superintendent with a major long-term capital construction project or a recreation supervisor planning a special event, consider utilizing one of the various project management packages on your personal computer. You won't believe the result!

ABOUT THE AUTHOR: Stephen Gonzalez is a conservation grant administrator for the Illinois Department of Conservation.

Illinois Parks and Recreation 21 September/October 1988