Why you should never use a spreadsheet in place of project management software

When you work in IT, especially as a systems engineer or manager you end up at some time in your life needing to run a project. If you have and/or if you ever went to college for business or IT management or to get some kind of project management certificate you probably ended up using MS Project. It is a good program, a really complex program. There are both single user and enterprise versions for teams. Unfortunately it is also expensive, Project Standard lists for $599 per license. Not exactly affordable for an NGO organization.

After searching around I noticed there are a bunch of online, web-based project management software as service systems out there. This might be a very good option for a team where you have reliable Internet capabilities but what about the requirement I have, the ability to work on the software no matter if I am working from my US office, here in Africa, or a 30,000 feet somewhere above the Atlantic Ocean?

I spent a lot of time examining the limited offerings that are out there and came up with one, Project Libre (http://www.projectlibre.org/). This product is not associated with the Libre Office group but an independent company that has as its focus an opensource desktop project and a paid web-service product.

projectlibre

So how good is the tool for project management. Well, it is not an exact knock-off of MS Project although it can import MS Project files according to documentation, I have not tried it. To test it I took our Bika.Health Laboratory Information System (LIS) implementation for the Ministry of Health in Liberia and built the project out. I needed to product a gantt chart and figured “well, I might as well build it right.” The interface is similar to Project, there are resources, there are tasks, it is easy to indent the tasks to make subset and milestones. Overall I’d say if you are comfortable with Project, within an hour you will be comfortable with Project Libre. Like MS Project, allocating resources is more art than science and Project Libre seems to follow the strategy of MS Project in much the same way. Interpreting the resource terminology took me a while (hours vs. days, availability, percent utilization) and I am still sure I over allocated half my resources (just like I used to in Project). I miss a simple zoom feature on the Gantt, there is one on the task bar but it is not granular enough. I still haven’t quite got printing a gannt across multiple pages right either but I think that’s more about me than the tool.

If I had to pay for Project Libre I’d give it a B+ as a replacement. If you factor that it costs nothing, then it is of course an ‘A.’ It is light years ahead of using a spreadsheet template simply because of the way it has integrated resources, a critical fail point for way too projects I have seen that mistakenly try to force Excel to be a project management tool.