Web-based Project Management Tools: The Impact on Project

Communication

Doug KapernickUniversity of St. Thomas

May 21, 2003

Statistics of concern Projects are failing at an alarming

rate 16.2% complete as planned 52.7% complete—impaired >31% fail completely

The Standish Group, 2000

Disturbing project headlines

“Denver Int’l Airport Project delays opening due to baggage handling problems.”

“Boston’s Big Dig exceeds budget and schedule…by millions.”

“Red Rock School delays opening sending kids back to overcrowded districts.”

What the literature Says The world has changed

More complex More competition Decentralized environments More international project teams

Poor Communication cited as the reason for

many project failures

Software providers suggest:We have increased collaboration needs now. New tools will make communicating easier.

What the literature says Communication isn’t always at fault

Training Lack of sponsorship Lack of fundamental project

management best practices and process

Elaborate web-based project management tools won’t insure project success

Why do this research? Want my projects to succeed Link between communication and

project performance Does the Internet hold the secret

for increased project success?

Do web-based project management tools

improve communication among stakeholders?

Methodology Project Management Institute (PMI)

Minnesota Chapter breakfast and dinner meetings

169 project managers were surveyed

Survey consisted of 20 questions

Response profile 106 surveys were returned for a

response rate of 63% 59% had over 5 years project

management experience Validity across manufacturing,

consulting, financial, and healthcare The majority work on Information

Technology projects

Using web-based project management tools

40%

60%

Yes

No

Tools Used

Communication is improved among stakeholders on projects

with web-based project management tools.

0

5

10

15

20

25

30

35

40

45

50

Percentage

VeryAccurate

Accurate Neutral SomewhatAccurate

Inaccurate

Responses

How effective do you consider your organization’s project

management communication?

0

5

10

15

20

25

30

35

40

Percentage

VeryEffective

Effective Neutral SomewhatIneffective

Ineffective

Responses

W/ Tools

W/O Tools

What was the justification for not using a web-based project management tool?

0 10 20 30 40 50 60

Percentage

Other

Cost

Organizational

Size

Lack of Product Fit

Training Requirements

Factor

I believe the benefit of web-based project management

tools outweighs the cost.

71% believed this statement to be accurate or very accurate

I recommend that organizations use web-based

project management tools.

71% believe this statement to be accurate or very accurate

Research indicates… Microsoft Project is the most

widely used tool Hybrid ‘home grown’ tools are

widely used Web doesn’t require high tech

Research does not indicate…

Organizations must have a tool in order for project teams to communicate effectively and for the project to succeed

Project management tools must be elaborate and expensive

Do web-based project management tools

improve communication among stakeholders?

YES!…however

Recommendations Don’t lead effort to improve project

communication with a tool purchase

Assess organization’s needs and project maturity—fix what’s broken

Implement the tool(s) that meet the need with clear communication on the expectations for usage

Questions?