Project Management


This is Part III in my lightweight overview of free project management tools. Part I covered some basic topics and Part II took a closer look at Basecamp, the first of the two tools I am covering. The third “installment” will look at a tool called Zoho Projects

First to the company, Zoho. In part two I spent less time talking about the makers of Basecamp 37Signals because most blog readers have heard of them either from their tools or as the creators of Ruby On Rails. Well, Zoho is quite an impressive company and although I had not heard of them until I ran across Zoho Projects, maybe some of the readers have. If you want an overview check out their website and read their blogs. They have an amazing set of tools available. Zoho Show which is an online presentation application, Zoho Writer (word processor), Zoho Sheet (spreadsheet), Zoho Virtual Office (collaboration tool), Zoho CRM, etc. I have looked at a few, seenonline presentation from Zoho Show and they are all incredible tools with free versions usually with limited users. All I can say is go to the site and have a look. It is amazing what is available.

OK, now to Zoho Project the actual subject for this blog. (As I mentioned in Part I this is a Beta version as of now, but you would never know).

Zoho Projects provides many of the features such as Time tracking for team members that are in paid versions of Basecamp. Zoho allows a more traditional view of your project with tasks having date assignments, due dates and able to track percentage of completion.

The reports in Zoho allow a task calendar view as well as a milestone delivery date. Zoho, being very Web 2.0 provides visual feedback at the mouse cursor almost every where you go. Putting the mouse over the calendar on the right side where a mile stone will cause a small bubble window to appear with Milestone information. Also, in the Calendar view you can simply put the mouse over a particular date and three icons appear for create a task, milestone or meeting.

When you go to the website you sign up by providing a email address which is for th administrator, base name for the URL like in Basecamp and password. Your project URL will then be <basename>.zohoprojects.com. When you name your project, you are ready to start defining it. Currently one project is allowed per admin email address.

You can add users that will either be employees, managers or contractors. Below is an empty dashboard view of the project.
Empty Zoho Project
Some really cool features are the Latest Activity section in the Dashboard so you can see what exactly was done to the Project Plan you are making, including deletions.

As in Basecamp you can enter tasks but as I mentioned there is more information that can be entered. I think the biggest difference (didn’t I say I would not compare them, oh well) is Basecamp is the minimalistic view (this is actual a theme of the company 37Signals, only do what is needed and nothing more) and Zoho gives you more choice to add more information. I like this approach too, you don’t have to do it, but if you want the opportunity is there.
Here is a view of the tasks and milestone page with a couple of tasks and milestones defined.

Task and Milestone View in Zoho
Milestones are similar to tasks only have the same start and end date. When milestones are created you can also add tasks under them that need to be completed for the milestone to be completed. This is shown below:
Milestone with two associated tasks

Another nifty feature is the ability to track time working on a task. If you enter the Timesheet Calendar view you can select a date and log time for that day to specific tasks. This is also a feature in Basecamp, but again in the paid versions.

I hope this quick overview of Zoho Projects may have wet your appetite for trying out the extensive feature set. Zoho is really impressive and I am sure it will be getting a lot of press in the coming weeks/months.

I am looking forward to presenting Zoho as well as Basecamp to my students as I believe they both provide an excellent method to manage your projects.

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In part I of this series I explained the background of what I am writing about, reasoning for looking at project management planning software over MS Project and introduced the two products, Basecamp and Zoho Projects that I am going to cover. In part II we will look at Basecamp.

Many of you will have heard of Basecamp and even maybe have used it. Basecamp, according to its website has over 500,000 users and you can read loads of accolades. It is no doubt a great product and I am not going to crritique, just run through a highlight of its features.

Basecamp comes in different pricing models, I have only used the free version. You get a lot of functionality in the free version but there are limitations such as you can only manage one project at a time and advanced features such as Chat and Time Tracking are not present. Note the chat is provided by integration of one of their other products called Campfire, which you can also sign up for separately for free. The drawback is it is not integrated with your project.

Here is an overview of the different pricing models and their features (as of 16 Sept, 2006).

Basecamp Pricing

Basecamp Feature and Pricing
As you can see, you can get a version with all the features and the ability to manage 35 projects for $49/Month.

What you will notice when you work with Basecamp is its incredible user interface and broad spectrum of possibilities when working with the product. It is really amazing for a web application what they make possible.

When you sign up for a Basecamp account you need to enter some basic information, including a base url for your project. This becomes part of the URL to your project. Once this is done you can upload a logo for your company, change the coloring scheme and grant access to other team members (users). Finally, you select the link to Create your first project. After giving this a name such as “Project Management Class” you will be ready to start defining the different components of your project.

Messages are the first component we look at. These are where you provide basic project information for your project for other team members, important links to web pages and documents. You have formatting possibilities such as bold and italics easily built in with formatting characters. You can also select from a list of provided categories or create your own, attach a file to the message and finally select project members to send an email to. This is your basic communication method in Basecamp. Below is a simple example of a message:

Basecamp Example Message
To Do Lists provide organization of tasks. They work by allowing you to organize, prioritize and assign items in the to do list to team members. Note that to do lists do not have dates assigned to them. Tasks with assigned completion dates are milestones, which we will look at later. I like this idea, the general idea is we need to get these done at some point, but no exact date. Also, along the lines of the project management pronciple of more than one person can work on an item but only one is responsible you can either assign to Anyone or to a single team member.

Milestones are assigned items with a specific due date. You name the milestone and provide a date. Users of MS Project will recognize this concept with a task of 0 days length and a diamond in the Gantt Chart.

You can also assign the milestone to the team or a specific team member. Also nice is that in the Dashboard view you can see a calendar view with easy overview of when milestones are coming due. Milestones can be view milestones in Apple iCal and Mozilla Calendar. By checking a milestone you mark it as complete. Below is a view of milestones, notice the reminder of an overdue reminder.

Milestone View in Basecamp

Also available in the free version are whiteboards and chat sessions through 37Signal’s other products.

Does this seem simplistic? It does and that is the beauty in the approach. Once you spend a day setting up a project in Basecamp you will come to appreciate the simple and effective way it allows communication, tracking tasks and deadlines. You can share documents, work on versions and even chat with other members. Email reminders simple screens make sure confusion and updating is an easy task.

In summary, Basecamp insures you spend your time working on what is important and provides non-obtrusive support for your project planning needs.

When teaching Project Management, I often have the feeling I am struggling to make the class interesting and relevant.   Since my audience consists of senior undergraduate level students and it is a required course I face two hurdles:  1) Many would not choose this course if they did not have to take it; 2) Most (99%) have no experience in Project Management, even as someone who had worked under a project manager.   I do have an occasional adult student who has some experience.   So enough whining, what is my point anyway…

I do stick pretty close to the book with my lectures, the very good book from Kathy Schwalbe, I am always giving a lot of thought to what I can do as a value-add and make the course more interesting.   Most of these students have not started their careers yet, not even sure where they want to go with their careers and certainly are not looking for a PMP certification.  One thing I do is assign a group exercise where they are required to research and present an assigned topic such as eXtreme Programming, RUP, Scrum, MSF (Microsoft Solutions Framework, etc.   This gives them an insight into the software developmnent lifecycle and differing methodologies.

Since the book mainly uses MS Project as a software project planning software example, I have decided this semester to show some other examples.   I am not knocking MS Project, I also decided to go over some lightweight methods of organizing projects verse the heavier method MS Project provides.

So, I have chosen two examples.   These are:

1) Basecamp – a blurb taken from their website states: Basecamp turns project management and collaboration on its head. Instead of Gantt charts, fancy graphs, and stats-heavy spreadsheets, Basecamp offers message boards, to-do lists, simple scheduling, collaborative writing, live chat, and file sharing.

2) Zoho Projects – again from thee product website a short description of their goal.  Zoho Projects help teams organize their work & track progress. Most of the project management software takes longer time to setup & it becomes a overhead in a project. Zoho Projects is designed to make sure Planning & Management takes lesser time than the actual work.
Basecamp is from the same company that brought the world the Ruby On Rails phenomenon.  They have several other collaboration products available such as Campfire, Backpack, Writeboard and Ta-Da List.

A couple of notes/disclaimer.  First, you may ask what problems these are products trying to solve?   Microsoft Project works fine, it has all the functionality I need from a project planning software tool.  Again I repeat, I am not slamming MS Project it is a great tool for many projects.  This is only a different perspective.  You are right, that is the point.  It can have too much functionality.   These products are trying to be effective by being simple.   A software planning tool should assist the development team in delivering software, not become a project in themselves.  Often maintaining the project plan becomes a horrendous task taking up way too much time.  I have experienced this myself, all the charts, reports and task lists (Work Breakdown Structure) become tedious to maintain.  These products are providing a lightweight manner to maintain tasks, resource assignments and the communication.  These products would work great with a development methodology such as Scrum which is meant to be lightweight.
The disclaimer is that I have used the free versions of 37Signals products for my own use and am a big fan of them.  Basecamp is a very capable product that has been available for some time, Zoho Projects is in beta.  I am not going to compare the two (though will be inevitable it may happen) but attempt to explain my view of how each works.

In installment two I will start looking deeper into these two lightweight project management products.

Is anyone as confused or overwhlemed as I am with the choices facing developers today.  Now I know we all like to consider ourselves experts and masters of technologies but between Java, .NET, rich clients, thin clients, Ruby on Rails, various othert scripting languages and etc…  what is the right tool?  I have decided to do the following (this will probably, no I know it will, change).  Master Java/J2EE as much as possible, understand .NET and keep a keen eye on and play with Ruby On Rails.  I always loved Java since I started using it, it was a natural progression of C++ which I was pretty good at and didn’t have pointers.  I didn’t miss multiple inheritance and liked the platform independence.  No big news here.

When it came to desktop clients, well it is also no secret I did not understand why it was so darn hard to create a GUI in Swing.   I think I had a mental block.  Well Netbeans 5.0 came along and Matisse solved that one too.  But you still needed to add a jar file from Netbeans to your distribution.  Well, Sun does listen and they are doing the right thing.  The GroupLayout is going to be part of Mustang or Java 6.  Read this article on JavaLobby.  Proves Sun does listen to the community and know how to progress Java.  Great news!!!

This is the first posting of what may be many. I am spending time today finding my way in the blogging software… As I will discuss from time to time I teach for George Mason University (I will refer to them as GMU) and the University of Phoenix (from now known here as U of Phx). For GMU the topic is IT Project Management. As this is a required course for computer science students, not all want to be there or see the relevance (did I care about Project Management when I was 20? NO). I discussed the following article last week in class. The best way to get some student’s attention is throw out some big money figures. Another way is I discuss salaries for senior project managers in the first class to get their attention. Anyway, this is a great read. http://www.spectrum.ieee.org/sep05/1455.

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