EmergingProject Management Tools

Finding the best possible support to our projects

Alla ricerca del miglior supporto alla gestione progetto

1Emerging PM Tools

The team

Goals

o To select evaluation criteria that can be shared

o To create forms and evaluation guides

o To start evaluation and model validation

Next steps

▪ Creating an evaluation portal

▪ Opening a permanent observatory for PM tools

▪ Evolving evaluation model

Project Manager

Livio Paradiso

Team members

Adele De Vito

Andrea Zini

Antonio Dalvit

Daniele Draghetti

Maurizio Pantalena

Niccolò Siani

Pietro Insalata

2Emerging PM Tools

The Project

3Emerging PM Tools

Governance and flow

Analysis &

selection toolsApproval &

dissemination

research

Feedback &

next steps

Identify tools to be analized &

collection in a database

Analysis & selection according

to the methodology

Today’s webinar

1 3 4

Methodology

to approach

Research e

collect tools2

Phases Management*

Identify and validate case

studies

The definition of the list of tools has been conditioned by the evolution of the market: many tools initially

identified as “open source” have become commercial tools. This risk was addressed by reviewing the tools list and

by adding some extra time to the project.

ExamplesFound criteria

▪ Features and costs

▪ Free review and judgement

▪ Case study guided judgement

4Emerging PM Tools

Info Source Type of scoring

Projectmanager.com Feature set and cost

Technologyadvice.comTool selector based on industry, feature

set, company dimension

PCMAG.com Single product free review with final score

Wikipedia Feature set and cost

Softwareadvice.com Feature set and costSelected

How to evaluate Project Management Tools

Project Management tools are evaluated on the basis of their effectiveness in responding to real life needs.

Needs are described through case studies

- Waterfall Project Management needs

- Agile Project Management needs

- Collaboration Project Management needs

The evaluation model is a:

«case study based features and quality model»

5

Scouting, Analysis, Report

Cas

e st

ud

yel

abo

rati

on

Analysis

Toolselection

Toolevaluation

Report

Questionanswering

Quadrant report

Emerging PM Tools

How to evaluate Project Management Tools

6Emerging PM Tools

The «case study basedfeatures and qualitymodel»

Applied to a previousresearch abouttraditional PM Tools*

*PMI-NIC 2015 research results

PM Tools Magic Quadrant

Case study elaboration

7Emerging PM Tools

• Case studies describe typical Project Management situations in a simple way• Throughout the case Project Management and team needs arise• The needs are turned to questions

• The test is based on the ability of the tool in fullfilling the questions.• The evaluation is extended to both quantitative and qualitative aspects

8Emerging PM Tools

Case study based features and quality model

9Emerging PM Tools

Each tool is evaluated against all three cases

Case study based features and quality model

Waterfall case Collaboration case Agile case

Why three different case studies?

Typical situations addressed in a simple way

• Real situations may be an hybrid• Collaboration case may be

integrated in both Agile and Waterfall

10

Project need Case addressing

Planning, scheduling, analysis Waterfall

Economics Waterfall

Sprint planning Agile

Backlog Management Agile

Multinational, communication Collaboration

Document sharing Collaboration

Emerging PM Tools

Mapping needs to cases

Case Studies

Analysis

11Emerging PM Tools

12Emerging PM Tools

Question code Question Domain Cluster

c.1 Does the SW allow to manage a WBS at different levels? Classic scope

c.2 Does the SW allow the use of structured “WBS codes” (A, B, 1, I, II, A.1 etc)? Classic scope

c.3 Does the SW allow to renumber the WBS and in general to manage the hierarchy and codes? Classic scope

c.19 Is it possible to change resource assignments in order to switch from a generic resource to a real person? Classic resource

c.20 Is it possible to create internal reports? Classic other

c.21 Is it possible to integrate the SW with Office tools? Classic other

c.22 Is it possible to export data in table/column format (for import to Microsoft Project or other tools)? Classic other

c.23 Does the SW support the Agile methods? Classic other

col.1 Does the tool have a secure cloud space in which upload documents? Collaboration Project Lifecycle

col.2 Does the tool allow to link to cloud document repositories such as Dropbox, Google Drive, One drive? Collaboration Project Lifecycle

col.3 Does the tool allow to profile users in order to let them access only specific areas of the document repository? Collaboration Project Lifecycle

col.4 Does the tool allow to create WBS and plan online? Collaboration Scope & Plan

col.5 Does the tool allow to create report and distribute them in PDF format? Collaboration Communication / Collaboration

col.6 Does the tool integrates logged chat/forum for team online collaboration? Collaboration Communication / Collaboration

col.7 Does the tool allow video chatting? Collaboration Communication / Collaboration

col.8 Does the tool allow create and mange interest groups? Collaboration Communication / Collaboration

col.9 Does the tool manages multiple calendars and time shifts? Collaboration Communication / Collaboration

col.10 Does the tool manages document versioning? Collaboration Project Lifecycle

col.11 Does the tool allow to change WBS time, resource and cost parameters to people different from the project manager? Collaboration Scope & Plan

col.12 Does the tool allow track the user who made changes to WBS? Collaboration Scope & Plan

ag.1 Does the SW allow to define relative units (e.g. story points) ? Agile Product backlog

ag.2 Does the SW keep the Story Points also during the other steps? Agile Product backlog

ag.3 Does the SW allow to manage the Story in a Backlog? Agile Product backlog

ag.4 Does the SW allow to order the different story in the board? Agile Product backlog

ag.5 Does the SW allow to define KPI for each story? Agile Product backlog

ag.6 Does the Product Backlog could be visible to all the stakeholders? Agile Product backlog

Question sample

13Emerging PM Tools

Score about quality can be guidedwith specific questions in order to let the tester be more objective

The question sheet can be answered- Yes- No

• Score is the sum of questionsanswered «yes»

• Score can be clustered• Quality score judgement is 1 to 3

stars for each question answered«yes»

Question Domain

Which is the limit in space? Collaboration

Is there a classification of documents? (Design, plan, reports….) Collaboration

How simple is the mechanism of authorize / unauthorize permission

of other cloud services? Collaboration

It is possible to prifile on the basis of groups? Collaboration

It is possible to profile users with LDAP / active direcoty services? Collaboration

How complete is the management of WBS / RBS? Collaboration

How complete is the reporting suite? It is possible to report resources,

too? Collaboration

is the chat linkable to WBS element or documents? Collaboration

how complete is the video set? Are recorded video messages possile?Collaboration

Can skills be managed to profile interest groups? Are there a tag

management to better find IG? Collaboration

Score

14Emerging PM Tools

Needs/features

Against

Quality

Needs

Qu

alit

y

Score Matrix

ReportPMI-NIC

15Emerging PM Tools

16Emerging PM Tools

Trello / Collabtivetask management Suited for non PM

PROS, too

Redmine the most flexible

Score Matrix - overall

0,00

0,10

0,20

0,30

0,40

0,50

0,60

0,00 0,20 0,40 0,60 0,80

Qu

alit

y

Needs

Tools scoreCollabtive

Egroupware

project.net

Projectmanager.com

ProjeQtOr

Redmine

Trello

ProjectPlace

17Emerging PM Tools

ProjeQtOrhighly specialized

Score Matrix - waterfall

0,00

0,10

0,20

0,30

0,40

0,50

0,60

0,70

0,80

0,00 0,20 0,40 0,60 0,80 1,00

Qu

alit

y

Needs

Tools score waterfallCollabtive

Egroupware

project.net

Projectmanager.com

ProjeQtOr

Redmine

Trello

ProjectPlace

18Emerging PM Tools

ProjeQtOr

and

Projectmanager.com

Have no agile support

Score Matrix - agile

0,00

0,10

0,20

0,30

0,40

0,50

0,60

0,70

0,80

0,00 0,20 0,40 0,60 0,80 1,00

Qu

alit

y

Needs

Tools score agile

Collabtive

Egroupware

project.net

Projectmanager.com

ProjeQtOr

Redmine

Trello

ProjectPlace

19Emerging PM Tools

Collaborationfeatures are

evolving overtime in all tools

Score Matrix - collaboration

0,00

0,05

0,10

0,15

0,20

0,25

0,30

0,35

0,40

0,45

0,00 0,20 0,40 0,60 0,80

Qu

alit

y

Needs

Tools score collaboration

Collabtive

Egroupware

project.net

Projectmanager.com

ProjeQtOr

Redmine

Trello

ProjectPlace

What’s next?

20Emerging PM Tools

21Emerging PM Tools

• Q&A: answers will be addressed in a post published on linkedin and on a specific website

• Launch of a new VRMS call in order to accept new team members

• Launch of a permanent «PM tools observatory»

• Test case studies and test form will be availble by July 2018 to thecommunity

• «Value for money» will be the next researched KPIs

Contacts: l.paradiso@spazioidea.net

22Emerging PM Tools

Thanks to….

The research team

and

YOU! …Please contribute to the observatory