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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»
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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
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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
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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: [email protected]
22Emerging PM Tools
Thanks to….
The research team
and
YOU! …Please contribute to the observatory