INTRODUCTION

Project management software

Project management software is a tool that helps individuals and teams plan, organize, and manage
tasks and resources to achieve specific project goals. It provides features such as task scheduling,
resource allocation, budgeting, communication tools, and reporting capabilities.

Desktop Project Management System

A desktop project management system is a software application designed to help individuals and
teams organize, plan, execute, and manage projects from their desktop computers. These systems
offer a wide range of features to facilitate project planning, scheduling, resource allocation, task
management, collaboration, and reporting.

Key Features of Desktop Project Management Systems

 Task Management: Desktop project management systems provide tools for creating and
assigning tasks, setting deadlines, tracking progress, and managing dependencies between
tasks.

 Resource Allocation: These systems allow users to allocate resources such as personnel,
equipment, and materials to specific tasks or projects, helping to optimize resource utilization.

 Scheduling: Users can create project schedules, set milestones, and visualize project timelines
to effectively plan and manage project activities.

 Collaboration: Many desktop project management systems offer collaboration features such
as file sharing, communication tools, and team messaging to facilitate teamwork and
information sharing.

 Reporting and Analytics: These systems often include reporting capabilities that enable users
to generate various types of reports, analyze project performance, and track key metrics.

The following are the five personal project software systems and their qualities and why we
have selected these and left others in description;

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 1. MICROSOFT PROJECT (A free software).

Microsoft Project is a project management software developed by Microsoft. It is designed to

assist project managers in planning, tracking, and managing projects of various sizes and
complexities. Microsoft Project provides a range of tools and features that help users create project
plans, assign resources, track progress, manage budgets, and generate reports. Du, S., et all (2004).

Here as follow below are some qualities and examples of Microsoft Project software:

i. Comprehensive Project Planning: Microsoft Project offers a wide range of tools and features
that allow project managers to create detailed project plans. It includes features like task
scheduling, resource allocation, and dependency management. Project managers can break
down projects into tasks, assign resources, set durations, and establish dependencies between
tasks to create a comprehensive project plan.

Example: A project manager can use Microsoft Project to create a project plan for developing a
new software application. They can define tasks such as requirements gathering, design, coding,
testing, and deployment, assign resources to each task, set durations, and establish dependencies
between tasks.

ii. Resource Management: Microsoft Project provides robust resource management capabilities.
Project managers can allocate resources to tasks, track resource utilization, and manage
resource availability. It allows managers to identify resource overloads, balance workloads,
and make adjustments to optimize resource utilization. Example: In a construction project, a
project manager can use Microsoft Project to allocate construction workers to specific tasks,
such as excavation, framing, plumbing, and electrical work. They can track the availability and
utilization of each worker and make adjustments to ensure an optimal allocation of resources.

iii. Timeline Visualization: Microsoft Project offers various visual tools to represent project
timelines. Gantt charts, for example, provide a graphical representation of project tasks,
durations, and dependencies. Project managers can easily view the overall project timeline,
identify critical path tasks, and track progress against the planned schedule. Example: A
marketing manager can use Microsoft Project to create a Gantt chart to visualize the timeline
for a marketing campaign. They can represent tasks such as market research, campaign
planning, content creation, and advertising activities on the chart, along with their respective
durations and dependencies.

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There are several reasons why project managers choose to Microsoft Project for project
planning and management:

i. Advanced Customization; The desktop version of Microsoft Project provides advanced

customization options that allow project managers to tailor the software to their specific
project requirements. They can create custom fields, define custom formulas, and set up
project templates to streamline their project management processes and adapt the software to
their unique needs.

ii. Offline Accessibility; One of the major advantages of the desktop version is that it allows
project managers to work offline. They can create, edit, and update project plans without
requiring an internet connection.

iii. Performance and Speed; The desktop version of Microsoft Project often offers faster
performance compared to web-based or cloud-based project management tools. It can handle
large and complex project plans more efficiently, enabling project managers to work with a
large number of tasks, resources, and dependencies

why someone would choose to use software for project management instead of other
methods? There are several reasons why people and organizations prefer to use software for
project management:

i. Efficiency: Project management software provides tools and features that help streamline and
automate many aspects of project management. It allows for efficient task tracking, resource
allocation, scheduling, and collaboration, which can save a significant amount of time and
effort compared to manual methods.

ii. Scalability: Software tools are designed to handle projects of all sizes and complexities. They
can accommodate multiple projects simultaneously, handle large volumes of data, and support
a growing number of team members. As your project grows, you can easily scale up your
project management software to meet your evolving needs.

2. JIRA (A purchased software)

is primarily used for software development teams to plan, track, and manage projects and issues
throughout the development lifecycle. It offers a wide range of features and functionalities that
support agile project management methodologies such as Scrum and Kanban. (PMBOK®Guide;
5th ed.). (2013).

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Here are the qualities and examples of JIRA software tool in project planning and
management:

i. Issue Tracking; JIRA excels in issue tracking, allowing users to create, assign, and track
issues throughout the development lifecycle. It provides a centralized system to manage bugs,
tasks, user stories, and other project-related issues. Example: A software development team
can use JIRA to create and track bugs reported by testers, assign tasks to team members, and
ensure timely resolution of issues.

ii. Agile Project Management; JIRA is widely recognized for its support of agile
methodologies, such as Scrum and Kanban. It offers features like boards, backlogs, and sprints
to help teams plan, prioritize, and execute their work in an iterative and incremental manner.
Example: A Scrum team can use JIRA boards to visualize their sprint backlog, track progress
during daily stand-ups, and manage tasks using agile principles.

iii. Customizable Workflows: JIRA allows users to create custom workflows tailored to their
specific project requirements. Workflows define the status transitions and approvals that issues
go through, ensuring a consistent and streamlined process. Example: An organization can
design a workflow in JIRA for managing change requests, including review, approval,
development, and testing stages.

The reasons why project managers might choose to use JIRA for project planning and
management:

i. Comprehensive Project Management; JIRA offers a wide range of project management

features, including issue tracking, task management, agile planning boards, and customizable
workflows.

ii. Customizability: JIRA offers a high degree of customization, allowing project managers to
adapt the tool to their specific project requirements and workflows. Customizable fields,
workflows, and boards ensure that JIRA can align with the unique needs of different projects
and teams.

iii. Reporting and Analytics; JIRA offers built-in reporting and analytics features that provide
insights into project progress, team performance, and issue statistics. Project managers can
generate reports and visualizations to monitor key metrics, identify bottlenecks, and make
data-driven decisions.

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Why choosing JIRA and left other in project planning and management?

Here are some reasons why people choose to use JIRA for project planning in a desktop
management system:

i. Agile Methodology Support: JIRA is well-suited for teams following agile methodologies
such as Scrum or Kanban. It provides features like user story management, sprint planning,
backlog prioritization, and agile boards for visualizing and managing project progress. If your
development team follows an agile approach, JIRA can provide the necessary tools and
workflows to support your planning and execution.

ii. Issue Tracking and Workflow Management: JIRA excels at issue tracking, allowing you to
create and manage tasks, bugs, and other work items. It provides customizable workflows that
can be tailored to match your team's specific processes and requirements. With JIRA, you can
easily track the status of tasks, assign them to team members, set priorities, and monitor
progress.

3. SMARTSHEET (A free and some purchased features)

Smartsheet is a versatile project management software that provides tools for project planning,
task tracking, resource management, and collaboration. It offers customizable templates and
supports automation. Also Smartsheet is a cloud-based project management and collaboration
tool that is accessible via desktop and other devices. It provides a range of features to help
teams plan, track, and manage projects effectively. While it is primarily cloud-based, it also
offers desktop applications for Windows and macOS that allow users to work offline and
synchronize their data once they're back online. Khan, A, et all. (2012).

Here are some qualities and examples of worksheets desktop project management system in
project planning and management:

i. Task Tracking: Worksheets can be used to create a task list, assign tasks to team members,
set deadlines, and monitor task progress. Each row in the worksheet represents a task, and
columns can include task name, assigned team member, start and end dates, status, priority,
and any relevant notes or attachments.

ii. Resource Allocation; Worksheets can help manage and allocate project resources efficiently.
You can create columns to track resource availability, assign resources to specific tasks, and
monitor resource utilization.

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iii. Budget and Expense Tracking; Worksheets can be used to track project budgets and
expenses. You can create columns to record estimated costs, actual expenses, and variances.
Formulas can be used to calculate totals, percentages, and remaining budget.

Examples of desktop project management software that utilize worksheets include Microsoft
Excel, Google Sheets, and other spreadsheet applications. These tools provide the necessary
functionalities to create, update, and analyze project-related worksheets, allowing project managers
and teams to effectively plan, track, and manage projects.

Here are several reasons why project managers choose to use worksheets for project
planning and management:

i. Offline Access: Desktop worksheets allow project managers to work on their projects even
when they don't have an internet connection. This is particularly useful in situations where
internet access may be limited or unreliable. Project managers can continue planning,
updating, and analyzing project data without interruption.

ii. Advanced Functionality: Desktop worksheets often offer more advanced functionality
compared to online or cloud-based tools. They provide a wide range of features, formulas, and
data manipulation capabilities that allow project managers to perform complex calculations,
create custom formulas, and generate customized reports.

iii. Data Security: Some project managers prefer using desktop worksheets to maintain greater
control over their project data and ensure its security. By keeping project data stored locally on
their computers or within their organization's network, project managers can have more control
over data access and minimize the risks associated with data breaches or unauthorized access.

Why Using Smartsheet for project planning and management, can offer several benefits.
Here are some reasons why people choose to use Smartsheet and left others

i. Spreadsheet-like Interface: Smartsheet provides a familiar spreadsheet-like interface that

makes it easy to create and organize project plans. This interface allows for flexible data entry,
formatting, and calculations, making it simple to track tasks, timelines, and dependencies.

ii. Collaboration and Sharing: Smartsheet offers robust collaboration features, allowing team
members to work together on project plans in real-time. Multiple users can simultaneously edit
and update project data, ensuring everyone has access to the latest information. Smartsheet

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 also supports file attachments, discussions, and notifications, facilitating efficient
communication and collaboration.

4. ASANA (A free software)

Is a cloud-based project management tool that offers a comprehensive set of features for team
collaboration and task management. It is available as a web application and can also be accessed
through desktop and mobile apps.It offers features such as task assignments, due dates, file
attachments, and project timelines. Asana also provides a visual project timeline view, which helps
users track the progress of their projects. Caniëls, M. (2012).

Here are the qualities and examples of ASANA software tool in project planning and
management:

i. Its provide Collaboration and Communication: Effective collaboration and

communication are crucial for successful project planning and management. Asana provides
features that facilitate seamless communication among team members, including the ability
to comment on tasks, share files, and provide updates on project progress. In the context of
desktop software projects, this quality enables developers, testers, and other stakeholders to
collaborate efficiently and stay aligned throughout the project lifecycle.

ii. Task Management: One of the core qualities of Asana is its robust task management
capabilities. In the context of desktop software project planning, Asana allows users to create
tasks, assign them to team members, set due dates, and track the progress of each task. This
feature is essential for breaking down complex software development projects into
manageable tasks and ensuring that team members are clear about their responsibilities.

iii. Reporting Tools: In project management, data-driven insights are crucial for making
informed decisions and evaluating progress. Asana provides reporting tools that enable users
to generate custom reports, track key metrics, visualize project data, and gain valuable
insights into team performance and project outcomes.

The several reasons why Asana stands out as a top choice for desktop software project
planning management and left others;

i. Asana stands out as a comprehensive desktop software; due to its user-friendly interface,
robust task management capabilities, seamless collaboration features, advanced reporting
tools, adaptability to different methodologies, extensive integrations with other business
applications, emphasis on user experience, accessibility, and commitment to continuous
improvement.

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ii. Workflow Automation: Asana offers automation features that streamline repetitive tasks and
processes. Users can create custom rules to automate actions, such as task assignment,
notifications, and updates based on specific triggers or events.

iii. Flexibility and Scalability: Asana is designed to be flexible and scalable, catering to the
needs of small teams as well as large enterprises. Its customizable features and adaptable
structure make it suitable for diverse project management requirements.

Why choosing Asana and left other in project planning and management and left others;

i. Integration with Other Tools: Asana integrates with a wide range of third-party tools, such
as Google Drive, Slack, and Trello. This allows users to connect their existing tools and
workflows with Asana, ensuring a smooth transition and minimizing disruptions to their
current processes.

ii. Mobile Apps: Asana offers mobile apps for iOS and Android devices, enabling users to
manage their projects on-the-go. This flexibility allows team members to stay connected and
updated even when they are away from their desks.

5. TRELLO (free software)

is another popular project management tool that uses a visual approach to organize tasks and
projects. It is available and accessed through desktop and mobile apps. The platform is designed to
help teams and individuals manage their projects efficiently, track progress, and enhance
collaboration. Larson, E. et all (2014).

The following are the qualities of Trello including;

i. It is visual organization system. The platform uses boards, lists, and cards to represent tasks
and projects. Users can create different boards for various projects, lists for different stages of
a project, and cards for individual tasks. This visual approach makes it easy for team members
to see the status of tasks at a glance and understand the overall progress of a project.

ii. Accessibility; As a desktop software, Trello provides offline access to boards and cards,
allowing users to continue working on their projects even without an internet connection. This
accessibility is valuable for users who need to work in environments with limited or no
internet access.

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iii. Cost-Effective: Trello offers a free version with basic features, making it accessible to small
teams and individuals. The paid version, Trello Business Class, provides additional features
and security options at a reasonable cost.

The following are reasons why Trello stands out as a preferred choice for project planning
management over other options;

i. It is affordable. The platform offers a free version with essential features that cater to the
needs of small teams or individual users. It is available not only as desktop software but also
as a web application and mobile app for iOS and Android devices. This ensures that users can
access their projects and collaborate with their teams from anywhere, at any time.

ii. User-Friendly Interface. One of the key reasons for choosing Trello is its user-friendly
interface. The platform’s intuitive design allows users to easily create and manage tasks,
assign them to team members, and track progress. The drag-and-drop functionality makes it
simple to organize and prioritize tasks, which enhances overall productivity and efficiency.

Why choosing Trello and left other in project planning and management and left others;

i. Integration Capabilities. Another advantage of Trello is its extensive integration capabilities

with other tools and platforms. It seamlessly integrates with popular applications such as
Google Drive, Slack, Jira, GitHub, and many more. This integration allows users to centralize
their project-related activities and data, streamlining workflows and enhancing overall
efficiency.
ii. Ease of Use: Trello is known for its user-friendly interface, making it easy for team members
to quickly adapt to the platform. The drag-and-drop functionality allows for effortless
organization and prioritization of tasks, while the simple card system makes it easy to track
progress and updates.

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 Reference

A guide to the project management body of knowledge (PMBOK®Guide; 5th ed.). (2013).
Newtown Square, PA: Project Management Institute, Inc.

Caniëls, M. C., & Bakens, R. J. (2012). The effects of Project Management Information Systems on
decision making in a multi project environment. International Journal of Project
Management 30(2)

Du, S. M., Johnson, R. D., & Keil, M. (2004). Project management courses in IS graduate
programs: What is being taught? Journal of Information Systems Education.

Khan, A., Bindra, G. S., Arora, R., Raj, N., Jain, D., & Shrivastava, D. (2012). Cloud service for
comprehensive project management software. 6th International Conference on
Application of Information and Communication Technologies (AICT), Tbilisi, pp. 1.

Landry, J., & McDaniel, R. (2016). Agile preparation within a traditional project management
course. Information Systems Education Journal 14(6), 27-33. Retrieved fro

Larson, E. W., & Gray, C. F. (2014). Project Management: The Managerial Process with MS
Project. Retrieve

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