Project management requires precise control of activities and resources to ensure that set plans and client expectations are attained within set parameters regarding time and funds. Support systems including the Microsoft project software have been developed to assist in enhancing and simplifying tasks associated with planning, designation of resources, monitoring progress, projecting budgets and evaluating workloads in a project. The availability of other project management tools including Microsoft Excel and Word allows individuals to assess alternatives in ensuring optimal tracking and management of schedules. This paper will analyze the user interface, challenges and the importance of Microsoft project software in project management.
Microsoft Project User-Interface
A precise project management tool ought to ensure a comprehensive user interface in allowing seamless operation, making right choices, predicting outcomes, visualizing current start and collaboration with relevant stakeholders (Project Management Institute, 2018). Microsoft project is easy to use based on its design. Microsoft Project is flexible in that it has a considerable functionality scope that allows users to apply the same tool to different projects in varying scenarios. The continuous upgrading of the software has allowed its developers to continue integrating features that cater for emerging trends in project management to ensure ultimate diversity in its application. Microsoft project enables the users to combine it with other project management tools including Microsoft Excel. Seamless integration with alternative tools increases the functionality of Microsoft Project as part of the provisions of Office 365 productivity tools. Also, Microsoft project is easy to use as it allows for greater collaboration between the teams undertaking a project. Groups conducting a project using Microsoft project can connect through Teams, Skype, Yammer or Outlook to enhance sharing of information and attainment of set objectives.
On the other hand, Microsoft Project contains aspects of difficulties to the users. Advanced features in Microsoft Project require further training of the managers and team members. Optimal utilization of the software can only be attained when the users are thoroughly knowledgeable about the tool. A steep learning curve can be involved in the training to use the device thus making it difficult software to the users. Microsoft Project is also challenging to use as the customization process to suit specific complex projects is complicated and time-consuming.
Challenges of Microsoft Project
Microsoft lacks an embedded approval process in the modification of the project plans and schedules. Precise project management requires a comprehensive stakeholder involvement and commitment which ought to be recorded in the project schedules during change or at pre-determined time intervals. The operational features of the Microsoft Project allow the person in possession of the file to make alterations without necessarily involving the other team members. There is need to ensure that Microsoft Project is not a one-user tool for assuring collectivity in the project management process. Using Microsoft Project in this course will face challenges associated with the approval of changes as it is always paramount to ensure all stakeholders in the implementation of a project to ensure its success.
Microsoft Project lacks a customized reporting interface. The complexity and autonomy associated with the operations of different teams undertaking a similar project will require an inbuilt ability of the Microsoft project to update the relevant stakeholders on project progress automatically. Auto notifications, reports and reminders on the Microsoft Project interface will ensure efficiency and productive involvement in project management. The use of Microsoft Project in this course ought to address the intensity of activities carried out by the team members thus requiring that updates are automated to ensure seamless implementation of the project at hand.
Importance of Using Microsoft Project Relative to Other Tools
Microsoft project allows for efficient planning which includes limited manual input and saves time. In Microsoft Project software, a user will only need to feed the project starting date, task tames duration and predecessor of each activity, and the system automatically calculates the required schedule. Microsoft Excel or Word requires manual input of project tasks, predecessors, and durations while counter-checking the accuracy of the figures to ensure error-free plans. The updating of Microsoft Project is instant and auto-corrective without requiring manual changes on affected dates. Also, Microsoft Project, unlike Excel or Word, considers special provisions such as weekends and holidays in creating schedules.
Microsoft project is comprehensive unlike in the case of Microsoft Excel or Word. In the formulation of project plans and updating of schedules, Microsoft Project allows automatic updates, eradicates manual corrections, highlights affected dates, derives a Gant Chat and the critical path from a project schedule. The efficiency of Microsoft project enhances decision making, reduces errors, saves time and resources required in maintaining a project management tool.
Conclusion
Microsoft Project is a powerful project management tool. The utilization of the apparatus however requires an utmost appreciation of its abilities to meet stakeholder needs its limitation in ensuring seamless implementation of projects. Modification of the tool to increase the user-interface friendliness and stakeholder involvement in project planning, change and reporting are imminent.
References
Project Management Institute. (2018). A guide to the project management body of knowledge: (PMBOK® guide). Newtown Square, Pennsylvania, USA: Project Management Institute. 2018
