Good morning Mr. Rolando,
As per our previous discussions
of introducing new software into the workplace, I have researched and
experimented with Microsoft Project 2013. From a realistic viewpoint, I
considered our five Project Managers (one from each business unit) as the
starting point for possibly implementing Project and for the basis of my
calculations.
Right off the bat, I know that
training will be needed as none of the five project managers are familiar with
this software. I will go into costs a little bit later as I would like to
discuss the practicality of why Project would be beneficial for our Project
Managers. Currently, the Project Managers are operating on limited technical know how when it comes to computer programs. They are using Microsoft Word and
Excel to document the various assignments (both closed and ongoing). When it
comes time for meetings, the information is presented in a conference room with
some attending via web/phone. At the end of the meeting, the Project Manager
will collect his notes, write them up, and distribute them to all involved via
e-mail (primarily by updating his spreadsheet/word document.
With
Project, the workflow, responsibilities, resources, and costs are all accounted
for in an organized format. According to Microsoft’s website, Project allows
you to “aggregate everyday work, project tasks, important details, and
timelines in a visually rich and contextual interface” (link #1). The general description also makes mention of
the ability to connect via Microsoft’s SharePoint and Office 365, both sold
separately, and to use Project to anticipate changes and plan accordingly.
However, as our company is not set-up with SharePoint and Office 365, I would
start small and just look at the costs associated with obtaining the Project
program. The cost, according to www.amazon.com
, is currently $504.26 (link #2). This would mean that a one-time spending of
$2,521.30 would be necessary to provide each Project Manager with the software.
I was
able to download a trial version and play around a bit within the program. I
will say that a drawback was the lack of a true tutorial to help guide a new
user. Yet, by doing a quick search online, I found a very user-friendly “how-to”
video (link #3) that showed the early steps needed to create a project, assign
resources, and output the data in various formats (charts, summaries, graphs,
etc.). By the end of the quick video, I was familiar with the basics, but did
not feel confident that I could utilize this in my daily tasks. For that
reason, I would then have to recommend that training be given to the five
Project Managers. By doing a quick search online, I do see external classes
offered that would provide them with the necessary skill level to begin making
use of Project and to build the experience. The cost of the 2-day training (in
the one company I found) per person is $995.00. So another cost that would have
to be considered equates to $4,975.00.
At this
point, you are probably pondering what the benefits are that would justify
spending $7,496.30 on software and training that might not even be necessary in
our organization? My answer to you is to look at the efficiency in the
long-run. With the proper training, our Project Managers can keep track of the
status of their assignments through Project, which also aids in determining
constraints, making suggestions of getting back on track when delays occur, and
providing a clear picture of costs and roles. This in turn can be disseminated
to all those involved in an easy to access report. We know from past experience
that on long-term projects, not every individual meets their deadlines for
various reasons. This may include forgetting, getting tied up in another
project, or just not clearly understanding the impact of timeliness.
We have seen that a one day
delay can cause a meeting to get rescheduled, which means that everyone has to
now stop what they had planned to attend. If this is unannounced, then imagine
the employees’ lost-time costs. As in the past, we have individuals who enter
samples for prospective and existing customers. A sample can ultimately lead to
sales ranging from $100-$100,000 dollars (depending on the end use). If that
individual now has to go into an emergency meeting due to a previous delay,
then just picture the potential of missing a sample and an opportunity to
spread our product to market.
My biggest concern would be the
learning curve associated with implementing a new piece of software to those
not previously familiar to older versions. However, with the proper training
and resources available to new users, I can see the benefits over the first few
months to the first few years: meeting deadlines, being organized, easily
pulling up various reports for costs and progress trackers, etc. By being on
target to reach goals and mitigating delays, our Project Managers can take on
more tasks simultaneously, which can lead to new business. By even allowing one
more trade show (with conjunction from the Marketing Department), this can
display our brand to more companies and can help generate revenue and customers
at a faster pace.
If we were to proceed forward, I
would ask that we re-evaluate how well the Project Managers are faring in 6
months-1 year as I would then suggest looking into SharePoint and Office 365 to
allow for easier sharing of information from those not directly in the same
facility. Thank you as always for your time and I look forward to speaking with
you soon.
