Project Monitoring & Control (PMC

PMC is performed to provide understanding and insight into the project’s progress so
that appropriate corrective actions can be taken when the project’s performance
deviates significantly from the plan. Aspects of a project’s progress include interfaces
to other organizations, deliverables, schedules, cost, effort, risk, reviews, verification,
validation, and amount of supporting services. Planned management of these aspects
is captured in one or more software and/or system plans.

The important modules of the project are:

1. Monitor project activities and resources

a) Monitor progress against the schedule by periodically measuring actual completion

of activities and milestones.

• Compare this progress against the planned documented schedule.

• Identify significant deviations and trends.

b) Monitor the project’s cost and effort by periodically measuring actual cost and
effort expended by project staff.

• Compare the cost and effort to the planned documented estimates.

• Identify significant deviations and trends.

c) Monitor resources provided and used by the project.

• Compare the resources to the planned documented estimates.

• Identify significant deviations and trends.

d) Monitor documented risks in the context of the project’s current status and
circumstances.

2. Monitor work products and project data

a) Monitor the project’s work products and tasks by periodically measuring the actual
characteristics of the work products and tasks,

3. Monitor software acquisition

a) Reviewing the needs of the project for new acquisitions of software.

b) Initiate Requests-for-Proposal (RFPs) to satisfy identified needs.

 c) Prepare or update contracts to acquire software.

d) Monitor suppliers for compliance with contract provisions, on-time software

delivery, and
quality of software to be delivered.

e) Monitor acceptance of software that is delivered to assure full compliance with

acceptance processes and quality requirements.

4. Monitor commitments

a) Monitor internal and external commitments against the plan.

b) Monitor the status of stakeholder involvement against the plan.

c) Identify those commitments that have not been satisfied or those that are at
significant risk of not being satisfied.

5.Generate reports and review progress

This project can be developed in ASP.NET

The project entitled ‘Document Management System’ is concerned with the

development of a system that is simple and easy to use yet a powerful web application for
sharing, managing and controlling enterprise documents on intranet/internet in a secure
manner. Manage your documents over the Web. It enables to create a central repository
of organizational documents indexed by key words and organized by category. Internet
based Document Management System provides a document library with secure access
control, advanced search features and document-centric collaboration for document
sharing and supporting project teams

The main facilities of this project are:

• The user has the facility to:

o Create and delete of accounts
o Updating of personal data
o Retrieval of password and other information
o Restricted list of download documents and other data
o Introduces advanced search techniques for quick and easy retrieval of data
 • The user can search a particular file by just specifying its subject, keyword,
description etc .In addition the user also has the facility of sorting the data i.e.
viewing documents uploaded by a particular person or persons falling in a
particular group.
• More users friendly and centralized.
• The transaction process is simplified.

Proposed System

The proposed system is more advanced and efficient than the existing system as it is built
with the latest Microsoft Technologies. The main objective is to enhance security and
provide a smooth, easy and automatic transaction and search facilities to the users. The
service provided is more centralized and hence the administrator has more control over
the system.
The entire project has been divided into three modules namely

• User module
• Document module
• Security module

User Module
User management includes adding/removing users, setting/modifying the access rights of
users, setting the properties of the document management system etc. The system may
also provide a guest user account. The administrator may define Groups of users, which
may have a common set of privileges. The Administrator must be able to add/remove,
setting/modifying the access rights of such groups. He should also be able to remove
users from the system.

Document Module

Document management includes adding new document categories, removing existing

document categories, modifying access and other settings of existing document
categories, download and upload of documents for read/update operations etc. The
system must be able to categorize the documents in an organized manner. All the
documents should be stored in a centralised database and must be accessible from

various locations. The system must ensure that when an authorized user is modifying a
particular file, it should not be accessible to any others until it is completely updated and
saved. The system should provide for searching of documents based on keyword,
documents names, category etc. The system should provide a tree view listing of
document categories. Each user can view only those document categories that are
accessible to him. The system should maintain logs that keep track of the history of the
files.

Security Module
Security Module deals with the secrecy and protection of the desired documents. It
consists of sub modules namely User module and Category module.

User module operates in two modes: Administrator mode and User mode. The
administrator may define Groups of users, which may have a common set of privileges.
The Administrator must be able to add/remove, setting/modifying the access rights of
such groups. The administrator must set read-only or read-write permissions for each
document category for every individual user. User mode enables the user to create a new
account on specifying the personal details. The forget password entry enables the user to
retrieve his/her password by answering to a secret question correctly.

One of the common problems faced by project-oriented organizations is having too many
projects compared to their limited capacity.

Identifying the total number of active projects and their status within the company
portfolio is difficult or cumbersome. Most of the time, resource allocation is either
performed ad hoc or in an inefficient and imprecise manner.

Companies sometimes do not even attempt to capture and accurately allocate project
costs, especially internal labor, due to difficulties in user adoption. For many
organizations, project, program and portfolio reporting is manually intensive, delayed and
subject to error.

Collaboration among project team members is often ad hoc and usually involves
unstructured management of issues, risks, action items and document review processes.
Project management practices are often not used consistently across an organization, and
program tracking often involves labor-intensive, manual roll-up efforts.

Organizations often identify numerous project ideas, but fail to capture project
information in a central location and complete the necessary business cases for each
project. At some organizations, projects are selected without a clearly defined analysis
process or selection criteria.

Organizations are also looking for solutions to optimize their project portfolio
management processes. However, a lack of project information integration can hinder
their ability to properly analyze the entire project portfolio. This also presents a problem
for IT departments, which are often tasked with the time-consuming effort of gathering
and rolling up data for reporting purposes.

Managing the above challenges requires project management capabilities that simply
cannot be supported by pen and paper or first-generation software tools. Innovative
project management solutions must be able to encompass all project team members and
automate multiple critical management tasks. They also must provide analytical and alert
capabilities to identify problems before they impact margins and customer satisfaction.

Click on the image to enlarge them

Project Portfolio Management (PPM) is a key management function whose success

requires disciplined effort. To be effective, project managers must be able to continuously
monitor projects, portfolios and programs to ensure that several key actions are taken.
They need a tool that allows them to ensure that strategic investments are aligned with
corporate priorities, delivered on time and on budget, and meet requirements and
specifications.

Return on Investment in Project and

Portfolio Management
Traditionally when enterprise professionals discussed the ROI of an investment, they
were mostly thinking of the “financial” benefits. Today, organizations must also consider
the “non-financial” benefits of an investment.

Financial Benefits include impacts on the organization's budget and finances, e.g.,
reduced costs or increased revenues.

Non-Financial Benefits are the so-called “intangible”, “soft,” or “unquantifiable” benefits

of an investment. Unlike financial returns, there may be no widely-accepted metrics for
organizations to apply. However, the SoftExpert solutions present undeniable potential
for producing positive impacts on business performance and mission results. These
include improved customer satisfaction, more precise information and a shorter cycle
time.
The SoftExpert Project and Portfolio Management (PPM) solution offers the
following benefits:

Financial ROI:

Annual Savings

• Increase productivity: Optimized business processes; project templates;

structured project management planning, execution, and control will make your
staff achieve better results, in less time.
• Reduce operational costs: following the benefits outlined above, by automating
some applications, it will allow your business to reduce the effort to implement
and control each project, which allows room for reducing overall personnel costs.
• Get the right people on the right projects at the right time: SE PPM delivers
robust resource management to bring balance between requests for projects and
the supply of talented people. It gives you one place to manage your resource pool
including a skills inventory.
• Reduce resources applied in non-value-added projects: SE PPM allows a well
planned and resourced project, with clearly defined and realistic expectations,
clearly defined products and resulting outcomes, and an effective scope, time, cost
and quality management, which will undoubtedly increase the chances of benefits
be clearly linked to project outcomes.
• Increase visibility across your organization: Powerful dashboard reporting
gives executives and project management leaders quick insight into what projects
are taking place across the organization and their status, saving several hours per
month in project follow-up.
• Easily manage, evaluate and execute on your demand: Capture, classify and
prioritize demand at a glance; where you can quickly identify available resources;
and where you can conduct "what if" analysis to determine the appropriate mix in
your project portfolio, delivering only those that add most value to the
organization.
• Deliver on time and under budget: SE PPM allows you to establish financial
and work goals at the onset of a project. Project plan views make it easy and
quick to create schedules with key tasks, milestones, and owners, saving
considerably time in planning and controlling, reducing administrative effort.

Investment

• The investment in SoftExpert PPM will depend on the business unit size and
implementation approach.

Return on Investment (%)

 • (((Total Annual Savings x n years) – Initial Investment) / Initial Investment) x
100.

Payback Period (years)

• Initial Investment / Total Annual Savings.

Non-Financial ROI:

• Easier to achieve strategic objectives due to improved project management

maturity and corporate culture.
• Improved customer satisfaction due to more effective customer need management
and quality control tools that achieve the established goals, guaranteeing an
effective project outcome.
• Improved customer satisfaction generates a better customer retention rate,
reputation, market share and revenue.
• Improved regulatory compliance. SoftExpert allows the organization to integrate
compliance management skills with current business processes.
• Less paper work and less paper needed to print out reports, due to the scheduled
reports, customized views and user-friendly dashboard.
• Guarantee of effective team work and cooperation. Resources are coordinated,
giving them a straightforward way to get together and resolve the task at hand,
including the procedures to be used, the delegation of tasks among the team
members and timeline. The project team will conduct its activities with a greater
sense of professionalism and self-confidence, ensuring staff retention.
• Reduced project start-up time and shorter learning curve for project team
members, since the processes, procedures and templates are created and reused.

Project Central - Project Management Made Easy.

Project Central software is the quickest and easiest way to keep track of all your files and
documents related to any project. Built by people who have worked on multiple projects
requiring the management of hundreds of files, Project Central was created with you, the
project manager, in mind. Save time by accessing all documents, emails, client info and
Web sites from one simple interface.

Eliminate the need for multiple windows; Project Central is the only window you need
open to access your project files. Never again forget where a file is located. Reduce the
strain on your computer from having too many windows open.

Project Management Methodology with software tools, templates and processes for
Project Managers. MPMM helps you to deliver your projects more successfully. It is
perfect for project management, consulting and training. Whether you want to manage a
project, deliver a consulting initiative, teach or learn project management, MPMM will
help you to adopt a best practice approach. It has all of the tools and templates you need
to succeed.

Doing Project Management

Feasibility Studies -- Is the Project Worth Doing?

Project Planning -- How Do We Determine Project's Outcomes, Goals and Objectives?
Resource Allocation -- What Do We Need to Implement the Plan (People, Money and
Scheduling)?
Risk Management Analysis -- What Could Go Wrong?
Ethical Analysis of Project -- Are We In Conformance, Morally and Legally?
Implementation of Project Plan -- How Do We Ensure Implementation While Managing
Change?
Earned Value Management -- How Do We Measure Progress and Results?
Communicating Your Plans and Status -- What Do We Communicate to Whom and
When?
Evaluating Projects and Results -- How Do We Evaluate Implementation and Project
Results?
When Projects Are in Trouble -- How Do We Avoid Pitfalls and What Do We Do If
They Occur?

Below are a couple of future enhancements which might be considered for future
releases: 1. User defined fields on Projects and on Tasks. These could be a mixture of
numeric & string fields with the ability for organisations to assign their own labels. 2.
Ability to assign a level to skills, eg. Expert. Intermediate. Beginner. 3. When creating an
issue ability to select a project or task and auto-create a task or sub-task from the
information already entered against the task to eliminate double entry.

Future growth
Future improvements in project management may be
made through better tools and practices, but the one
area ripe for change is the project team. Work is only
accomplished through people and well-led people
perform at their best following a high performance
project leader

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Password:

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PROTRACK: Online Project Tracking System

PROTRACK is a complete online project management system for software
teams. Protrack helps you make better software by tracking, prioritizing, and
coordinating the thousands of small tasks a development team has to do. ProTrack is
web based, so everyone on the team always sees the whole picture. Feature
requests, customer email, bugs, even high level design discussions are instantly
searchable and trackable.

• Help easily manage 50+ projects in one workspace.

• Solve the email inbox chaos problem.
• Boost team collaboration.
• Save managers up to 25 hours a month.
• Double team productivity.

Feature Description

All paid Hosted packages have a private SQL Server database, which can be accessed
remotely. SQL Server queries are great for creating custom reports using, as an example,
Microsoft Crystal Reports. Furthermore, this option enables you to make AceProject
interact with third-party systems such as intranets, accounting, payroll or any other
software solution you are working with on a day-to-day basis.

Additionally, an FTP access is included with all Hosted packages, including free Hosted
Basic accounts. This option lets you download your database backups for the last 3 days
as well as your project and task documents. Hence, should a disaster occur, you would
not lose anything forever.

Feature Description

Using AceProject is hassle-free with regards to compatibility with web browsers. We

perform as many tests as required to ensure AceProject is fully compatible with Internet
Explorer, Firefox, Safari and Google Chrome.

Should a form, a menu, an image or a report does not show up properly in a browser, we
will either fix the issue or find another solution. Being a web-based application, we feel
AceProject must work fine
Feature Description

AceProject will soon be fully compatible with smartphones such as the iPhone and the
Blackberry and Android-powered devices. The web application we will develop will be
optimized for these devices. We also want it to be compatible with the popular mobile
browsers on the market.

At this time, we do not plan to launch an installable mobile application (e.g. an iPhone
app available on the "Apple Store"). We want AceProject to remain a web-based software
solution, for PC, Mac and smartphones.

Feature Description

All employees within an organization have different roles. That requires access rights that
are peculiar to each one. Normal users can be granted different access rights from one
project to another, while administrators have full control over all data in the system.

AceProject lets you grant the appropriate access rights to all users in your
organization:

• Account access rights: Administrator and Normal.

o An administrator has full control within the account. He/she can:
 Modify the account information
  Create, view, and modify any project
 Create, modify and delete users
 View, modify and delete tasks from all projects.
 *To ensure optimal security, there should have a limited number of
administrators per organization.
o A normal user's access rights may vary from one project to another. An
administrator or the project manager grants access rights to each user,
individually.
 The Portfolio access right provides normal users with
administrative tools such as Gantt charts, time reports or task
reports, for all their assigned projects.
• Project access rights:
o Project Manager
o Time Approval
o Can or Can't Open the Project
o Edit Task Level (Actions the user can perform on his/her assigned tasks
within the project)

Feature Description

The file locking feature enables users to simulate a "check in/check out" system for
project and task documents. Locking a file makes it "read-only". As a result, locked
documents are protected against editing and deletion. This is useful to prevent anyone
from deleting, for instance, document templates or master copies.

Users can download a copy of a locked file, but cannot overwrite it. Should a user need to
re-upload a locked file, they have to create a new version, which will consequently create
another file and preserve the original (the locked one).

Tools for Project Tracking

To ensure your project stays on track, you need to use Project Tracking Software. This
software tells you if you are on track by showing you when you're ahead of schedule and
when you're behind. And it tells you whether your actual progress is sufficient. It makes
Project Tracking easy, because it shows you the:

• The percent complete of each task

• Amount of effort consumed
• Actual progress against schedule
This way, you can identify project tracking issues early and fix them before they impact
on your project. If you're serious about achieving project success, then you need Project
Tracking Software to help you stay on track.

Keep Projects on Track!

Every project has its twists and turns. There are changes, risks and issues that come up
that impact on your ability to deliver it on time and under budget. With all this change
and uncertainty, it's important that you use Project Tracking Software to keep abreast of
it all.

That's where ProjectPlan.com comes in. You can plan your projects and then use the
"Task Information" area to enter your actual progress each day. And as you do this, the
Project Schedule automatically updates, so that you can perform Project Tracking, real-
time.

You can re-plan your project whenever you wish, to make sure that you always have a
solid planned view of your project delivery. And using the Project Tracking features, you
can compare your planned vs. actual progress, to see if you're on track.

Project Tracking Software

Most successful Project Managers uses some kind of Project Tracking tool or software to
keep an eye on the progress of their project each day. The reason they use Project
Tracking Software is that it automates the process of comparing actual vs. planned
progress. Otherwise, they have to rely on post-it notes or spreadsheets to try and track
progress manually, and that can be time consuming and error prone.

By using this Project Tracking Software, you can easily enter the actual progress of your
project to date, and then click a single button to see the current vs. planned progress. You
can then see, using this Project Tracking Software, whether you are ahead or behind
schedule. And with this information, you can take action to fix progress issues when you
need to. This keeps your project on track and improves your chances of success.

You don't need (or even want) lengthy, verbose documents to report on project status.
You need the right information presented in a clean, concise and consistent format. The
Project Status Snapshot is designed to do just that! With one cost effective download,
you get the secrets, solutions, and tools you need to produce and present timely status
reports for all your projects, designed to inform and impress.

Lengthy documents won't get your projects approved.... you need clean, polished and
professional presentation tools to provide the information decision makers need and want
to see, and to make the best case for your projects. The Fast Track Business Case is
designed for that purpose, providing a unique system for proposing projects - designed
for the electronic preparation, submission and approval of project business case
proposals. You get the tools you need and secrets you can use to prepare winning
business case proposals for any type of project.

Combining a clean, fast interface for capturing and organising issues with customisable
workflows, OpenSocial dashboards and a pluggable integration framework, JIRA is the
perfect fit at the centre of your development team.

An issue tracking system (also trouble ticket system, support ticket or incident ticket
system) is a computer software package that manages and maintains lists of issues, as
needed by an organization. Issue tracking systems are commonly used in an
organization's customer support call center to create, update, and resolve reported
customer issues, or even issues reported by that organization's other employees. An issue
tracking system often also contains a knowledge base containing information on each
customer, resolutions to common problems, and other such data. An issue tracking
system is similar to a "bugtracker", and often, a software company will sell both, and
some bugtrackers are capable of being used as an issue tracking system, and vice versa.
Consistent use of an issue or bug tracking system is considered one of the "hallmarks of a
good software team".[1]

A ticket is an element contained within an issue tracking system which contains

information about support interventions made by technical support staff or third parties
on behalf of an end-user who has reported an incident that is preventing them from
working with their computer as they would expect to be able to. Tickets are commonly
created in a help desk or call center environment. Typically the ticket will have a unique
reference number, also known as a case, issue or call log number which is used to allow
the user or support staff to quickly locate, add to or communicate the status of the user's
issue or request.
These tickets are so called because of their origin as small cards within a typical wall
mounted work planning system when this kind of support started. Operators or staff
receiving a call or query from a user would fill out a small card with the user's details and
a brief summary of the request and place it into a position (usually the last) in a column
of pending slots for an appropriate engineer, so determining the staff member who would
deal with the query and the priority of the request.

Contents
[hide]

• 1 Architecture
• 2 Issues
• 3 Workflow
• 4 See also
• 5 References

• 6 External links

[edit] Architecture

Issues can have several aspects to them. Each issue in the system may have an urgency
value assigned to it, based on the overall importance of that issue. Critical issues are the
most severe that should be resolved in the most expedient way possible, taking
precedence over all other issues. Low or zero urgency issues are minor, and should be
resolved as time permits. Other details of issues include the customer experiencing the
issue (whether external or internal), date of submission, detailed descriptions of the
problem being experienced, attempted solutions or work-arounds, and other relevant
information. As previously noted, each issue maintains a history of each change.

[edit] Issues

Issues can have several aspects to them. Each issue in the system may have an urgency
value assigned to it, based on the overall importance of that issue. Critical issues are the
most severe that should be resolved in the most expedient way possible, taking
precedence over all other issues. Low or zero urgency issues are minor, and should be
resolved as time permits. Other details of issues include the customer experiencing the
issue (whether external or internal), date of submission, detailed descriptions of the
problem being experienced, attempted solutions or work-arounds, and other relevant
information. As previously noted, each issue maintains a history of each change.

[edit] Workflow

An example scenario is presented to demonstrate how a common issue tracking system

would work:
 1. A customer service technician receives a telephone call, email, or other
communication from a customer about a problem. Some applications provide
automatic error reporting from exception handling blocks.
2. The technician verifies that the problem is real, and not just perceived. The
technician will also ensure that enough information about the problem is obtained
from the customer. This information generally includes the environment of the
customer, when and how the issue occurs, and all other relevant circumstances.
3. The technician creates the issue in the system, entering all relevant data, as
provided by the customer.
4. As work is done on that issue, the system is updated with new data by the
technician. Any attempt at fixing the problem should be noted in the issue system.
5. After the issue has been fully addressed, it is marked as resolved in the issue
tracking system.

The problem may not have been fully corrected, yet it will still be marked as resolved.
The problem may be by-design, a known issue, or have a suitable work-around. A Run
Book Automation process that implement best practices of these workflow and increase
IT personnel effectiveness is becoming very common.

As work is done on that issue, the system is updated with new data by the technician.
Any attempt at fixing the problem should be noted in the issue system.

[edit] See also

• Bug tracking system

• Comparison of issue tracking systems
• Issue management

[edit] References

1. ^ Joel Spolsky (November 08 2000). "Painless Bug Tracking".

http://www.joelonsoftware.com/articles/fog0000000029.html. Retrieved 29
October 2010.

[edit] External links

• Bug Tracking Software at the Open Directory Project : This category has a
misleading name as it lists both bug and issue tracking systems.
• Java Issue Tracking Development Tools at the Open Directory Project : This
category lists issue tracking systems developed in Java.