Project Manager Perspective: An Integrated PSA

Project management is a balancing act. Project managers own planning, execution, and closing of a project. The key elements of the project management triangle are cost, scope, and time. A fourth element, resources, supports each of these components. A successful project manager has a clear understanding of each item in the triangle, as well as the current status, the forecasted status, and expectations for each. Each of these elements, including the resources, impacts the other. And just as importantly, the project manager must clearly communicate the status and trajectory for each to the stakeholders or client. One way to holistically support the project manager for all of these responsibilities is through an integrated PSA.

Resource & Schedule Management

Planning a project requires, at a minimum, one resource, more often several. Resources are those people who will execute the requirements from the plan. When working in an organization that handles multiple projects or multiple clients, having insight into who is available and when will primarily support the project’s schedule element.

Not all resources are created equal. Resources have different and specific skillsets; the ability to search for an available resource which meets the needs and timeline of the project, or a task within the project, is critical to execution and saves time by having information such as resource availability and expertise in the scheduling process. An integrated PSA eliminates multiple systems and the potential for human error. This system will save time by allowing the Project Manager to search for resources based on a date range and percentage of time and support scheduling from within the same tool. In addition to simple availability, an integrated PSA supports a skills matrix so that a Project Manager can narrow down criteria based on skills or expertise.

Communication & Reporting

Communication is the foundation of a healthy relationship between the project manager and the client. Regular data being provided, especially that which is documented, provides a reminder to the project manager on the current and future status as well as clear details to the recipients. Reporting, in addition to regular status calls, communicates the project progress or any risks to the triangle’s elements. Reporting data should support those triangle elements. An integrated PSA allows the project manager to pull data from timesheets (past, actual work) and combine it with future booked hours to provide an estimate at completion and if the project is trending on, over, or under budget. The information is automatically calculated and does not rely on hand-built formulas or manual calculations that have the potential to be erroneous.

While changes to the scope will ultimately impact the schedule and budget, the project manager must be aware of and relay and act accordingly. Internal reporting, such as if the project is on track or at risk, helps highlight areas where proactive measures can be taken and mitigate impending risks. In an integrated PSA, having this information readily available provides a comprehensive summary and reduces the likelihood that the data will be out of sight and out of mind.

Invoicing

The event of tying together the hours worked, as in the case of T&M billing, or fixed fee milestone billing and invoicing the client for the effort likely happens on at least a monthly basis. An integrated PSA, which contains the architecture and workflow to facilitate billing for hourly or fixed fee projects, allows the project manager to accurately and seamlessly compile this data and send it to the client. This single-system approach supports simple and efficient billing.

In Summary

The fewer systems in which a project manager has to review, compile, and analyze data, the fewer points in the process for mistakes. With each module of an integrated PSA being able to support and build data for the entire project, as well as comparing data across reports in a single system, the critical organization role of a project manager is supported and affords a professional, effective approach.

OpenAir PSA is a comprehensive solution that supports in one tool, all critical PS business operations functions.   Learn more about OpenAir PSA here.