Chapter 2: Project Management Tools

Overview

"Tools of the trade" enable individuals in any profession to perform their work more effectively, efficiently, and consistently. This applies to project management, where tool utilization is similarly pursued. In today's project management environment, the project management office (PMO) can serve its constituency well by providing support and guidance regarding the selection, implementation, and use of project management tools.

The tools needed in today's project environment are predominantly automated software applications. However, there are still many paper-based tools, such as activity checklists, data collection templates, process guides, and knowledge-based desk references that also facilitate project management. The introduction and management of project management tools can be accomplished on an as-needed basis by ad hoc teams or individuals or, when aligned as a PMO function, as part of ongoing operations planning within the project environment.

The "project management tools" function enables the PMO to:

• Determine the types of tools that are needed and that fit within the project management environment

• Plan and manage project management tool selection, implementation, and maintenance

• Monitor and manage the consistent use of project management tools

• Provide training in the use of project management tools for users at various levels of expertise

• Ensure that requirements for tool integration with existing systems and processes are achieved

Professional project managers will inherently seek ways to enhance their performance, make project work proceed smoothly, evaluate project information, and manage project team activities. Whereas each project manager will choose tools appropriate for the task at hand, project managers with more experience will likely have developed a selection of preferred tools. Thus the PMO challenge will be in (a) evaluating the tools that individuals are already using and (b) achieving consensus among project managers for the selection and use of common project management tools that will provide a consistent approach within the project environment. It is essential, therefore, that this PMO function consider the project managers' insights and recommendations for project management tools. However, it is also incumbent on the PMO to do its own homework so that it can identify the needs for organizational tools and adequately research the marketplace availability or in-house development of tools to satisfy those needs. In addition, the PMO should prepare for its responsibility in overseeing tool utilization and maintenance once the tools are acquired or developed and implemented.