The IPM Blog

SOX Compliance – Is Your Project Costing system up to it?

Wed, 08 May 2013 02:45:00 GMT

OK, so I’d like to clear something up. Some time ago we wrote a White Paper discussing what makes accounting in the construction / engineering sector different to other industries. The conclusion was that there is nothing terribly different about accounting in the AEC sector but it can appear to be different and more difficult due to the complex nature of project costing. And to make it potentially more confusing, add project management into the mix. And this is where usability and a centralised and integrated system become very relevant.

What do I mean by that exactly?

One of the things we have observed over time is that Project Managers are busy people. They are managing an enormous number of things at any one time –evaluating pricing, working out who are the least risky and most professional sub-contractors to work with, sending out RFI’s, keeping track of the cost of a project vs where it is right now from a forecasting perspective and managing change-orders. In addition to that there is lots of subjective information as regards to all the various registers that need to be maintained from a legislative perspective, correspondence tracking, site meetings, the list goes on….

According to Margaret Rouse from www.whatis.com - “Project management is a methodical approach to planning and guiding project processes from start to finish. According to the Project Management Institute, the processes are guided through five stages: initiation, planning, executing, controlling, and closing. Project management can be applied to almost any type of project …..”

How well does an accounting system do all of this and is it logical to expect it to? Accounting systems do what they do very well, which is account for historical numbers, in a very rigid way, so that if an auditor decides he wants to check the books, it is easily achieved. But take that a step further in regards to Sarbannes Oxley (SOX) which states:

Sec. 802(a)(2) "The Securities and Exchange Commission shall promulgate, within 180 days, such rules and regulations, as are reasonably necessary, relating to the retention of relevant records such as work-papers, documents that form the basis of an audit or review, memoranda, correspondence, communications, other documents, and records (including electronic records) which are created, sent, or received in connection with an audit or review and contain conclusions, opinions, analyses, or financial data relating to such an audit or review."

Where does all of this this leave us?

Well clearly, in order to be SOX compliant you need to be able to present the project team with a system THEY WILL USE. It’s one thing to have a system in place, but if it is too unwieldy, people being people, will resort to their old well-worn methods, usually spreadsheets, that puts the organisation back in the risk game.

So really, when you look at what project centric business do, it’s way more than counting up the dollars won (or lost) during the course of the project. It’s about audit-ability across the board and making sure that the method of data collection is something that your Team can achieve without it being a hindrance to their day to day work.

Which is why when IPM was designed, it was with usability and compliance in mind.

Project Management Process - Are QSE (Quality Safety and Environment) Registers Integral?

Thu, 28 Feb 2013 14:00:00 GMT

If you’re looking to simplify complex management systems and make them more manageable, then the answer is yes. You do have to consider integrating quality, safety and environment (QSE) into your company’s main Project Management (PM) process.

Managers make use of a QSE system to help them identify crucial issues and manage risks within the areas of health and safety, quality and environment. Historically, these risk areas are viewed differently from a company’s core Project Management (PM) process. That’s why a traditional QSE system is often kept apart from the mainstream project management (PM) system, as if it emanates from a totally disparate corporate structure, and therein lies the problem. Fortunately in the 1950s, Deming and Juran in Japan showed the importance of viewing those areas as a fundamental part of doing business. Since then, QSE managers and PM’s began to reap the benefits of working with a unified system.

Here’s what to expect when merging several management systems including QSE into one.

A More Accurate Project Management (PM) Process for Determining Objectives and Clarifying Goals

The failure of most companies stem from having fragmented management systems each of which has its own quality plan, environmental plan and safety plan. Rather than having departments work on project-based goals, these companies are better off with a simplified management system that enables employees to seamlessly work together.

Once clear goals are established, managers can start integrating functions and justifying roles and responsibilities. Take this as an opportunity to reduce costs and increase profitability by avoiding work duplication and enhancing productivity.

A Project Management (PM) Process-Oriented System with More Focus on Auditing

Keeping QSE attuned to your company’s mainstream PM system cuts back time spent on documentation so you’re able to concentrate on auditing and ensuring that all requirements are being met. This solves the common problem of having too many data sources yet too little analysis suffered by an outmoded or indeed, multiple systems.

An integrated PM system allows for more effective risk assessment and control. Using it, you can compare and analyze risks coming from health and safety hazards, environmental dangers and process failures. You can also better prioritize issues and wisely allocate resources when implementing control measures.

Effective Communication is Crucial to Successfully Managing Key Areas

Making sure that your QSM works in unison with the overall PM system demands effective communication, whether it’s top-down, bottom-up or horizontal. Two elements are essential to effective communication: people and platform. While there’s a reduced chance of system failure in an integrated management system, it needs the support of people who can work together and a robust PM platform.

Hire people who are good at what they do and choose the cutting edge of PM tools and software. These can help your company transition from a disparate system into a centralized system.

Project management tools deserve special mention since they can either facilitate or prevent you from implementing a holistic management approach. Be sure to choose one that lets you do the following:

•   real-time communication, site diaries and daily reports
•   automatic filing of emails and project documents
•   support for geographically-dispersed teams
•   online cloud integration and offline support
•   ability to use mobile devices to easily record information captured in the field

More importantly, work with flexible software that allows you to customize features and applications. You’ll need this when working with different teams on various projects. IPM is a good candidate especially in terms of extensibility in areas such as OHS procedures and governance. Companies using IPM are able to build a single solution that fits all of their needs since it incorporates the flexibility of Microsoft Dynamics CRM with customizable workflows, dashboards and field labels. So there is no need to buy separate programs to manage key areas.

For more information see www.ipmglobal.net or click below on “Learn how to get started”.

How to get started with IPM Global Project Management Software

Project Manager Tools - will project management software help me manage my projects?

Mon, 18 Feb 2013 14:00:00 GMT

The short answer is yes. Between a stack of paper and powerful software, project managers are definitely better off with Project manager tools. Not all project management tools, however, are created equal. Some are ideal for long-term collaborative projects, while many others lack crucial features that help teams seamlessly work together.

The right project management software can help you manage your projects; the inferior one can delay rather than speed up project completion. Also, no matter how good Project manager tools are, they are only as good as the people using them. So the question you should really be asking is: how would I know which project management software suits my team?

What Makes Project Manager Tools Effective?

There are factors that make a project management software effective. Before we go through each of them, it’s important that you have already started with your needs analysis. Survey your team and evaluate goals, both individual and collective. Don’t get started with project management technology until you’ve established clear goals. When you’re ready, here are some factors you should pay attention to when choosing software for your team.

Project Manager Tools and Collaboration

Project manager tools are designed for collaboration. How easy is it to collaborate with your team using a particular piece of software? You can easily spot tools with robust collaboration features by looking at two areas: communication and organization. Ideal Project management tools enhance communication by allowing seamless information sharing and detailed reports and status updates.

Project Manager Tools and Cloud Technology

Almost everyone, from tech-savvy entrepreneurs to mobile knowledge workers, swear by cloud technology. It’s the same technology that runs your favourite web-based apps such as Google Drive, Dropbox, and a slew of social CRM tools. Cloud or web-based Project manager tools are accessible from any device with an Internet connection. This is an invaluable feature for managing geographically-dispersed teams.

User Interface for Project Manager Tools

A familiar and user-friendly interface is crucial since it easily allows users to navigate through the system, with less need for training. Project manager tools that work from inside Microsoft Outlook, for instance, have the added advantage of familiarity and ease of use.

Scheduling with Project Manager Tools

Can you keep track of your project’s progress using the software? An ideal project management platform alerts your team to upcoming deadlines and actionable items. Both of these are crucial for staying on schedule and completing tasks on or before the deadline.

A highly efficient project management tool also lets managers see what specific tasks has been completed and by whom, and tasks that still need to be done.

However there’s only so much software can do. While it can undoubtedly juggle several tasks at once, it’s no substitute for effective project managers and team members.

If you are looking for a Project Management tool that ticks all the boxes, then please click on "Learn how to get started".

How to get started with IPM Global Project Management Software

PM software - flexibility is the key

Tue, 12 Feb 2013 14:00:00 GMT

How many projects have you managed with PM software where the schedule or the budget were completely accurate from the start? When you talk to any experienced project manager they will tell you that no project schedule, budget, or flow is set in stone. Flexibility is a natural part of today's project management world with tight budgets and even tighter time-lines.

How many projects are you managing right now? If you are like most project managers, managing multiple projects are the norm. Some are big and some are small. Flexibility is a necessity where projects vary greatly in size. Do you use the same PM software for all your projects? Some project managers use spreadsheets for small projects, saving the complex PM software for the big ones. But, having all of your projects in a central platform gives your projects consistency and visibility.

Modern project management requires flexibility in the software you use. When looking at PM software you need one that handle projects of all sorts and all sizes without any problems. Here are four other characteristics you need in PM software to give you the necessary flexibility:

Project Manager Focused - Is your PM software friendly for the project manager? PM software should always have the project manager in mind. Instead of using an accounting system as the back-end and adding project management features to it, the software's design needs to focus on what a project manager does and needs to know. It needs an easy to use interface that gives the project manager critical information at a glance.
Customization - Can you customize your PM software out of the box? Ideally, you can customize your PM software to your business needs, as soon as you set it up. Even better, you should have the ability to access it through other software packages like Microsoft Outlook. The project manager or administrator needs the ability create custom menus, screens, and work flows to meet your company's particular needs and desires.
Ease of Access - Does your project team have access to the project from multiple places, inside and outside the office? Your project teams should have no excuses for not completing project work. A common complaint may be they have no remote access to the project documentation. You need PM software that allows access from anywhere on any device. In today's mobile world, your project teams need to see the project from smart phones, tablets, laptops, and desktops located around the world.
Multiple Industry Flexibility - Just how flexible is your project management software? Even if you only work in a single industry as a project manager, you need software that is flexible enough to work across many industries. This will offer the most versatile architecture and allow you to manage your many projects the right way.

These features give project managers the versatility and flexibility they need to manage projects in today's world of tight deadlines and budgets.

We believe our PM software has this flexibility built into its core. If you want to know more please feel free to contact us.

How to get started with IPM Global Project Management Software

The year that was for IPM Project Management

Wed, 19 Dec 2012 14:00:00 GMT

Well, it’s that time of year again and I can’t believe how quickly it’s come around! As I reflect on the year that was, I’m starting to realise just what a busy year it has been for IPM Global. We’ve had some particularly exciting developments with our project management software that have meant it's moving forward at a rapid pace and adapting and changing as we see more potential opportunities opening up.

As such, I’d like to share with you some of our achievements from this year, which include:

partnering with CWR Mobility to provide IPM as a mobile project management app
being named one of Constructech Magazine’s Top Products of 2012
partnering with Aspire Technologies to add the new IPM Document Store product to the IPM suite to manage important project documents
the addition of a new project document routing function within IPM that helps users see who is currently responsible for action on a particular document and the history of that document
the creation of a new YouTube channel and brand new project management training videos for IPM version 5
the addition of the new IPM Mail Manager tool to track information around RFIs and RFQ

A big thank you to all of our hardworking staff and partners who have made all these achievements possible. We wish you all a happy and safe festive season, and should we all survive the impending apocalypse, we look forward to more exciting developments in 2013!

Versatile project management needs versatile project management software

Tue, 04 Dec 2012 14:00:00 GMT

2012 is the 40th anniversary of the establishment of the Association of Project Management, and to mark the occasion, APM released this video at the beginning of November showing the history of project management. Interestingly, over the past 40 years project management has had a hand in some of the most interesting and varied inventions and developments we’ve come to consider integral to our day to day lives. Although project management was born out of construction projects, the profession has expanded considerably and is responsible for assisting developments such as space exploration, the iPhone, hybrid cars, film production, ebooks and air travel.

With these diverse and varied projects, obviously the software used to help manage them needs to be diverse and varied too. The problem is that many project management applications are either built on accounting software, or heavily geared towards construction, neither of which help project managers with projects that are different or unusual.

However, IPM is one of the most flexible project management platforms around. Our software has of course been used to help manage ‘traditional’ construction projects, but we also have a varied list of clients who need it to perform other functions as part of their project management needs. From service management and billing for an auto electrics company right through to event management and billboard advertising sales for V8 Supercars Australia, IPM has the flexibility to match the unique requirements of this ever evolving industry. What’s more, this kind of flexibility does not involve expensive and time consuming customisations; it is inherent in the software.

If you’d like to talk to us about your unique project management needs and how IPM might be able to meet them, please feel free to contact us below for a free demo.

How to get started with IPM Global Project Management Software

Will technology make project management jobs obsolete in a century?

Thu, 29 Nov 2012 14:00:00 GMT

I came across an interesting article last week that was looking at the different jobs that existed 100 years ago that don’t exist now. Most I’d never heard of such as Hokey-pokey men (Ice cream vendors) and devils (apprentice printers) but there are other jobs many of us can remember that are obsolete now. Toll booth operators, cinema ushers and milkmen have slowly died out over the last decade or so as new jobs begin to replace them. So this raises the question, which jobs will still exist in a century, and will project management be among them?

Many of the jobs that have become obsolete have gone that way because of technology. Developments in technology are moving very rapidly and have resulted in some amazing additions to the field of project management. We also know that the technology our software is based around is one of the most flexible and evolving applications on the market. But will technology ever be advanced enough to replace project managers?

Rest assured, I don’t think so. Although many of the projects around today could never have been completed without technology, it takes a human mind to carefully manage schedules, people and budgets, identify potential issues, solve problems and ultimately, create something amazing. Technology like our construction project management software simply assists that process and ensures everything runs smoothly for the project manager. But you never know, in 2112 there may be robotic project managers running jobs all over the world!

What do you think? Are there any jobs in the project related industries that won’t exist in 100 years time?

What is a project management platform?

Thu, 22 Nov 2012 14:00:00 GMT

You will no doubt see numerous references throughout our website to IPM being a project management platform. But what exactly does that mean?

Along with the foundation of Microsoft Dynamics, IPM provides a technical platform that can be continually built upon and changed, instead of being a fixed software product. Together, the two solutions are fluid bases, that enable people to customise and build in any extra add ons needed to meet the unique needs of each organisation. There are a number of external add ons available, and this framework also means that, in house, IPM is able to add new features and applications seamlessly. Throughout the development of IPM we have added a Mail Manager and Document Store function, as well as cloud and mobile versions. As this is a platform, anything that gets built on top of it is fully and seamlessly integrated, allowing for ease of use, efficiency and reduced errors from double entry.

For organisations in the project related industries, it means that they no longer have to settle for fixed solutions that incorporate some of their needs, but not all of them. With a platform that can easily be built upon and hundreds of suitable add ons, companies are able to build a single solution that fits all of their needs. This also opens the doors for exciting new opportunities to add features and applications as more and more companies come to us with unique requirements for their project management solution. With IPM, we have options for extensibility in areas such as OHS procedures and governance and the included checklists function can be adapted to suit a variety of project needs. This means that companies do not have to buy separate programs to manage these areas, as we have seen in the past.

What’s more, IPM is also available out of the box for those companies with straightforward project management needs. They don’t miss though, as the out of the box product also incorporates the flexibility of Microsoft Dynamics CRM, with customisable workflows, dashboards and field labels to tweak software to suit any organisations processes.

If you would like to know more about the IPM project management platform, please feel free to contact us for a demo.

Deeper integration between CRM and Yammer is good news for project managers

Wed, 31 Oct 2012 14:00:00 GMT

In June this year I blogged about how Microsoft CRM and Yammer can contribute to project management.

When Microsoft acquired the business social networking tool about six months ago, we were very excited by what this could mean for Microsoft Dynamics CRM and, by extension, IPM. Initially a plug in was released to enable Yammer and CRM to work together, meaning organisations using CRM could set up their own employee-only in house social network tool with all of the functionality of Yammer.

This was particularly exciting for us at IPM because it meant that CRM now had a well oiled collaboration tool for people on the project team to use in order to effectively manage project communication in a familiar, yet secure way.

Now, the tool has progressed even further, with Microsoft announcing earlier this week that there is now native integration between CRM and Yammer. This may not seem that important, given the plugin was enabling CRM users to get access to Yammer before. How, now there is added, more seamless functionality for the two applications. Now CRM users can embed Yammer feeds and communication into specific CRM records. Pages will also be created in Yammer when action is taken on a record, meaning employees can discuss and collaborate on that record in real time. In the project management offices of today, this sort of collaboration is vital.

If you would like to know more about how Yammer works with Microsoft Dynamics CRM and IPM, please feel free to contact us for a demo.

Hurricane Sandy leaves devastation behind

Wed, 31 Oct 2012 14:00:00 GMT

Hurricane Sandy slammed North-East coast of USA on Monday, 29th October causing devastation from West Virginia to North Carolina and Connecticut. www.AngelVisionCares.com is making a difference. Can you help those in need?

A 360° look at our construction project management software

Wed, 17 Oct 2012 14:00:00 GMT

When choosing construction project management software for your business, it’s often difficult to know exactly what you are getting and how your staff will interact with the software once it’s implemented. Some companies offer trial periods for their software products, but for others the logistics of this can make it impossible to do.

When we were confronted with this problem, we wanted to show people how our construction project management software worked before they had to commit to buying it. So we developed a video that gives you a widespread look at many of the features that are available in IPM. Take a look below:

We also have many other videos on our project management YouTube channel that go into more detail on each of the individual features of IPM, so you can choose to look at the specific areas you’re interested in.

Alternatively, if you’d like a tailor made demonstration just for your company, let us know and we can design a live demo around the specific parts of IPM that interest you.

How to get started with IPM Global Project Management Software

IPM launches new project management mobile app

Tue, 09 Oct 2012 14:00:00 GMT

Here at IPM we’ve been busy for the last year or so working on a method to mobilise IPM, in order for people to use our construction project management software on mobile devices like the iPad, iPhone, Android and Blackberry.

That’s why it’s very exciting to announce that it’s finally here! We have teamed up with CWR Mobility to offer a new app called IPM Mobility, which means that users can now access all the IPM functions when they are out in the field or on site. We know that many construction companies are starting to manage their projects on site by using iPads and other mobile devices, so this app is particularly exciting for us.

The main use we’re currently seeing for the app is with site diaries and daily reports, where users can update site information, delivery details, job progress, change requests and orders, incidents and weather all from on site and this information gets fed back into the main IPM database. The beauty of it too is that it doesn’t just work for site diaries – all IPM documents and entities are available on the mobile app including things like RFIs, RFQs, contracts and issues.

So gone are the days when what happened on site and in the field, and the information surrounding this, was delayed in getting to the project management office. Huge increases in mobility technology in recent years have meant that we can now bring one of the most configurable project management solutions available even further.

If you’d like any more information on the IPM Mobility app, please feel free to contact us for a demo. How to get started with IPM Global Project Management Software

What is the first application you open to start your work day?

Mon, 01 Oct 2012 14:00:00 GMT

A couple of weeks ago we conducted a survey of over 150 people on our LinkedIn page to find out the first application people, and in particular project managers, opened at the start of their working day.

With a number of options, including company portals, spreadsheets and external portals (and no, we didn’t include Facebook!), an amazing 93% said the first thing they logged into was their email. Many even said they logged into email to check a few things then went straight off to meetings.

This trend towards email as one of the most important tools in our working lives is exactly why we developed IPM the way we did. We know that so many people spend predominately all of their working day logged into their email, and as the poll shows, it’s the first thing they log into in the morning. For this reason, IPM is a project management tool housed within Microsoft Outlook, so when you log into your email, you are automatically logging into your project management software as well. It sits nicely at the side of your Outlook application, with all your jobs, RFIs, RFQs, contracts and other project information in folders as if they are other components of your email application.

This means that as you log into your email first thing in the morning, you will also see any project updates and new documents that have been added or changes to existing ones, without having to open a new application. And as so many of us do log into email first, there is a higher user adoption of the project management software as it fits seamlessly into the way we currently work.

If you’d like more information on how IPM fits within Microsoft Outlook, please feel free to contact us.

How to get started with IPM Global Project Management Software

5 benefits for users of construction project management software

Wed, 19 Sep 2012 14:00:00 GMT

In our 20 years experience as software providers, we have found the end users are one of the most important factors to consider when it comes to finding the right project management solution for your company. After all, they will be the ones using it day in, day out.

If the software is too complicated, inflexible or doesn’t do exactly what they need it to do, end users will switch off and the money invested in the software will have been wasted. Alternatively, if the software is well suited, flexible and functional, it can enhance users’ procedures and they can become more efficient and productive. That’s why it’s so important to consider the benefits software will bring to users as well as your business.

1. IPM is built for project managers

When we began developing IPM, it was specifically with project managers in mind. Unlike other project management systems, it is not based on an accounting system with some project management aspects built into it. The developers of IPM also have over 20 years experience in the construction industry, so really understand what project managers need by way of software.

2. IPM is user friendly

IPM can be used from within Microsoft Outlook, which makes it one of the most user friendly project management solutions around. Most project managers are already familiar with the Outlook environment and use it on a daily basis, so by accessing all the project related information from here, IPM helps increase user adoption and saves time transferring communication and documents from one application to another.

3. You can access your information from anywhere

IPM's central database can be accessed from anywhere with an internet connection. So if you're out on site or working from home, you still have access to the most up to date project information. Even if you don't have an internet connection, IPM can still be used offline and all data will synchronize with the main database the next time a connection is restored.

4. You can customize IPM

Because IPM is built on a Microsoft Dynamics framework, all workflows, forms, reports, dashboards and fields can be customized according to your individual needs.

5. You can automatically file documents and emails

With IPM you have an improved communications history around project documents due to the automatic filing process, both of project documents and emails. Unlike other applications, IPM's automatic email filing functionality tracks and files emails according to the individual transaction, not the job.

If you’d like to know more about the benefits IPM could bring to your business, please feel free to contact us for a free demo.

One big reason why IPM is different from other construction project management software

Mon, 10 Sep 2012 14:00:00 GMT

When we get enquiries from people about our project management software, or whenever we meet people at trade shows, people often ask us – what is so different about IPM?

On the surface, IPM seems like many other project management applications. You can manage RFIs, drawings, meeting minutes, RFQs, subcontracts, change orders, timesheets and more. But the difference with IPM is below the surface. It’s the Microsoft platform that IPM is built on that is so different from any other project management software products out there.

The Microsoft CRM platform is not a project management product. It is a Customer Relationship Management (CRM) system, and was last year placed in the Leaders quadrant of the Gartner Inc. 2011 Magic Quadrant for CRM Customer Service Contact Centers. You may be thinking, what could a CRM system possibly offer to help manage projects? Well, when you scratch the surface and get to the roots of project management, managing a project is essentially dynamic relationship management.

Having a Microsoft CRM platform brings so much more to IPM project management than other project management solutions can, and you’d be surprised just how many of the customer relationship management features cross over with project management.

One such feature is Outlook integration, which was one of the major reasons we decided to build project management software on top of CRM. The integration with Outlook means project managers can use IPM from within their Outlook inbox, which is a familiar environment for many project managers.

The Outlook integration also gives IPM access to Microsoft CRM’s email filing system, which enables all incoming and outgoing emails to be automatically filed. Unlike other email tracking facilities available, the emails can be filed under each individual transaction, rather than the whole job.

Finally, Microsoft CRM is one of the most flexible platforms around. Users can customise their own dashboards and workflows to suit how they manage their project information, and organisation forms and field labels can be easily adapted to suit the organisation’s processes. This simplicity also means changes to the software are more cost effective and easily implemented than a full scale customised solution.

If you’d like to see IPM in action, and just how this platform is revolutionising project management software, click on the icon below to request a demo.

How to get started with IPM Global Project Management Software