Software PM Tool Recommendations

[jvoelcker]

Hi,

After 15 years doing web software development, I have chucked it all in and now run a business preparing 4x4s for off road expeditions (see

http://www.overland-cruisers.co.uk)

Anyway, I am trying see if there is a good PM tool out there for managing our workshops and the projects we undertake. At the moment we deal with the jobs in the order they come in however I really want to be able to get a better handle on things.

I have looked at the traditional garage scheduling/management packages, but none are geared up to deal with the complex project we do.

I suspect MS Project can be used to handle it, however imagine it may be a little overkill.

I have also started to look at some of the Outlook add on PM packages, but am yet to find one suitable.

As a bit of background:-
The average project on a vehicle can take anything from a couple of hours to 100 plus hours.

Some projects are booked to be done on set days (when the owners come down and work with us for a couple of days) so are tricky to re-schedule otherwise the rest can get shuffled around without too many problems although we need to keep owners appraised of completion dates.

Each project can usually be broken down into a number of standard jobs like fitting a bigger fuel tank, upgrading suspension, etc. In most cases we know the average time each job takes which we can use as a guide when planning however we can often hit problems (like rusty bolts breaking) that can turn a two minute job into half an hour or we have to wait a day or two for parts which can make a mess of our schedules.

We currently have a workshop with space for two vehicles

There are up to three of us working in the workshop at any one time.

With some jobs we have some initial work to do, but then have to wait several days before finishing it off - for example removing a gearbox to get it rebuilt and then re-fitting it when it is returned. Usually in these instances we will remove the vehicle from the workshop to free the space.

So, do any of you have any recommendations for a package to help me keep on top of all this.

Thanks in advance.

Cheers,

Julian

 

[MrDataGuy]

Julian,

Are you trying to plan when the project (Vehicle modifications) will be completed or capture the work that was done to correctly bill the client? I wonder with all of the changes with a relatively small staff if a software solution might be overkill (Thou I would love working on writing a solution <Wink, Wink>)

I am wondering if maybe a low tech solution might work better? How about a big magnetic white/wipe board with columns for each vehicle, rows for sub projects, and small colored magnetic ‘shapes’ that indicate types of jobs, or something like that.


Lion Crest Software Services
Anthony L. Testi
President

http://www.LionCrestSoftwareServices.com

 

[jvoelcker]

Hi Anthony,

I had considered a low tech solution, but can see several advantages from a high tech solution.

1. As one project slips it will be a lot easier to shunt all the other projects along the timeline and keep on top of the knock on implications.

2. If each job can be held as a 'module' in the pm package it will make it easier building up the original project plan, organise resources as well as get a handle on the costs when quoting - at the moment I do a chunk of this in Excel with a sort of pick and mix spreadsheet, but it doesn't cover the scheduling side of things, which is one of the key requirements.

Does that make sense?

Cheers,

Julian

 

[jvoelcker]

Just to add to things, here is a snapshot of what I am trying to keep a handle on:
I have one truck in the workshop being finished due for collection on wednesday.

I have another in bits awaiting a decision from the customer and then we will need to get parts and will have 1 or three days work to do based on the descision.

I had a truck dropped off yesterday for an initial 2hr check over and then 3-5 days work based on customer descisions - the work will require specialist parts which may take weeks to get in.

I have a truck booked in for work on thurs and friday with the customer and then it will be left for another 3-4 days work over the next couple if weeks.

I have another truck here that is the same as above that is going to have two stages of work, an initial 5 days and then upto another 10-12 days when descisions have been made and parts ordered and delivered.

I have another truck that has been sitting here for a couple of months and now the customer wants us to get some parts Asap which will result in a couple of days work.

I have another truck waiting for customer decision with potential for up to 5 days work.

I have a truck due in Feb/March for around 10 days work that has to be completed by end of March.

Then I have another 3-5 vehicles to be booked in which will require 20-30 days work.

Obviously this is just a snapshot - the hope is that as we get more organised the amount of work will increase, but we are struggling to keep on top of things.

Cheers,

Julian

 

[MrDataGuy]

Bottom line for me,
I am not aware of an off the shelf solution. Might very well be 100 possible solution but I just do not know ( and my knowledge of such is extreemly limited) So maybe when the work weeks starts you will get several better answers. Otherwise you may need to consider going the custom route.

Lion Crest Software Services
Anthony L. Testi
President

http://www.LionCrestSoftwareServices.com

 

[jvoelcker]

Many thanks Anthony, I hope there are others that can help

 

[tessaalfred]

Hi jvoelcker,

From your post it seems that you are in the need of best project management tool which should be alternative for ms project.

No need to worry about that, I would like to show you the best free project planning software called PlanningForce Express Planner (

http://www.planningforce-express.com/free-planning-software.php

)

Please have a look at that and let me know your feedback

 

[PDQBach]

I'd go low low low low tech: Magnetic whiteboards with 3x5 filing cards and some magnets. Here's what I'm talking about. There's more about the company here.

One set of boards is for each "station".

You could do multiple "cards" per vehicle and use them to physically occupy (and "book") a "time slot" at a work station.

Or you could do one card per vehicle and use an erasable marker to "book" the "time slots" while moving the card each time to show which station the vehicle is in. (This is my preference.)

This makes it easy for you to juggle stuff around while, at the same time, being easy for others to use/see/forecast.

And, for record, I'm not affiliated in any way with this company and this suggestion is not an endorsement of the company or its products.

 

[shaned]

If you still are not looking at a low tech solution, you might want to try dotProject (

http://www.dotproject.net/).

We (

http://www.debortoli.com.au/)

use it for capital works projects, product lifecycle, software development and maintenance, production line changes and several other things which probably should not be in there.

Looks like it is not progressing but it is. We are still in contact with the developers and they have provided us with some updates which we have asked for just recently.

 

[Johnpatterson]

Hi jvoelcker, I am working for an IT company and in my organization I have tried couple of project management software. However, from past couple of months I have started using MS Project and finding it very easy and simple to use. It helps me manage multiple projects at the same time and enhance the performance. If asked personally, it is a perfect project managing software, I will recommend you to opt for the same.

 

[Timeliner]

Hi jvoeicker,

I’m ex-automotive electrical design engineer who has slipped into software development. The company I’m now working for are developing a visual project planning / logging software app which might interest you.
The software app isn’t a management tool but a planning tool, i.e. it doesn’t do any manpower or budget planning but it does create a very rich Gantt chart / timeline display. This display can be multi-coloured and split into a number of layers if required.

Having spent years working within the automotive manufacturing world, and within prototype development workshops I agree with the other posts – a visual manual system would probably work best in the workshop but you will also need a system to capture the ‘results of the day’.

Just touching on the software again, as it’s a project log it will log all results and data generated by the project tasks. We are currently working with a number of niche market auto manufactures to log their prototype test fleet.
You may find it useful if you have regular customers, who want to keep a record vehicle update and development log.

I'll add some info if anybody is interested.

 

[jvoelcker]

Hi All,

Many thanks for the pointers.

I have been round in circles with this and have chatted to friends that have been doing PM for years and also to Bonnie Biafore who has written an excellent book on PM (MS Project 2010 - the missing manual) and am settling on using MS Project to handle everything.

It appears to provide everything that we need without being too over complicated and taking up too much time to use.

I just need to be able to spend a bit more time learning more about it and fine tuning it.

Thanks again for the help.

 

[PDQBach]

I have taught people to use MSProject. I always start out and ask the new people if they think Word is a complex program. Invariably, most of the class agree with that statement. I then tell them that, compared to MSProject, MSWord is a simple text entry program with a few formatting options.

Good luck with MSProject ... I really enjoy using the program but you will find that it has a very gentle learning curve (unlike Word which has a delightfully steep one that lets you get productive with it after only a very short while).

 

[johnherman]

Well, jvoelcker, congratulations on your decision. I would now like to point out the Microsoftroject forum at Tek-Tips with at special nod to PDQBach, who is far and away the MVP of that forum.

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The trouble with doing something right the first time is that nobody appreciates how difficult it was - Steven Wright