Content area
Online technologies are being extensively used nowadays in our personal life, as well as in our work life. In the continuously expanding industries which develop software extensively, one of the many practices impacted by the online environment for some time now is project management. While training to become a project manager, one can use traditional ways such as attending to university or academic courses, learning from hard copies or digital versions of courses and books, but also modern ways such as e-learning, using dedicated online courses, platforms, tools and software. Some of these resources are free of charge, but others are paid and some are quite expensive, especially if they are accredited and lead to professional certification. That's why not many project management students afford certifications and would rather try to get certified, if possible, after getting employed. However, some of the medium sized to large companies out there developing software, such as IT companies or banks, invest a lot in training their employees and have a generous training budget for each employee, allowing them to take the desired courses and certifications. But what are the main e-learning resources, software and online tools currently used by project managers in software developing industries? This paper is a literature survey based on recent articles and data that, together with an online questionnaire, aim to answer the previous question and to discuss the improvements brought by online courses, tools and resources in project managers ' quality of work and life, thus helping them to achieve a better work-life balance.
Abstract: Online technologies are being extensively used nowadays in our personal life, as well as in our work life. In the continuously expanding industries which develop software extensively, one of the many practices impacted by the online environment for some time now is project management. While training to become a project manager, one can use traditional ways such as attending to university or academic courses, learning from hard copies or digital versions of courses and books, but also modern ways such as e-learning, using dedicated online courses, platforms, tools and software. Some of these resources are free of charge, but others are paid and some are quite expensive, especially if they are accredited and lead to professional certification. That's why not many project management students afford certifications and would rather try to get certified, if possible, after getting employed. However, some of the medium sized to large companies out there developing software, such as IT companies or banks, invest a lot in training their employees and have a generous training budget for each employee, allowing them to take the desired courses and certifications. But what are the main e-learning resources, software and online tools currently used by project managers in software developing industries? This paper is a literature survey based on recent articles and data that, together with an online questionnaire, aim to answer the previous question and to discuss the improvements brought by online courses, tools and resources in project managers ' quality of work and life, thus helping them to achieve a better work-life balance.
Keywords: E-learning; Online tools; Project Management training; Software Project Management; Work-life balance.
INTRODUCTION
Online technologies are present these days in almost every aspect of our lives, from waking up in the morning, socializing, learning, working, getting involved in personal and professional relationships throughout the day, up until going to bed in the evening. E-learning is a constantly evolving characteristic of 21st century educational systems, thus its different understandings depend on specific approaches and interests. According to [13], by 2025, millennials will comprise three-quarters of the global workforce. As for many of the young employers (millennials) the most important job factor is a "meaningful work" [7] and the fact that the percentage of young specialists rises in the work force, it is decisive to increase the e-learning tools for learning professionals, as an important pointer towards the evolution in the e-learning branch. Although some studies showed that students preferred digital instead of the printed materials, the overall comprehension was better for print versus digital reading. So, the print keeps its place in an increasingly digital world [2] and needs to be adapted to the learning tasks.
As projects are ubiquitous in life and profession, up to the extent that the society could be called a project-based society, it is important to achieve a good mix of the general and specific Project Management (PM) skills and understand the general features and the particularities of each type of project and that the project management must be kept as simple as possible. One of the overall purposes of project management is the increasing the work-life balance, as an optimized way of carrying out tasks.
The general objective of this research is to identify electronic (e-)/digital resources and tools that facilitate online training and practice for software project managers (SW PM) and to assess the impact of these resources on their work-life balance. The specific objectives are:
O1- to identify current digital learning materials and resources that help online train and continuously educate SW PM in software developing industries;
O2- to identify software and online tools currently used by SW PM;
O3- to determine the popularity of e-learning resources and digital tools among SW PM;
O4- to assess the monetary investments made by SW PM in their training and certifications;
O5- to determine the applications and advantages of online tools in SW PM work;
O6- to assess improvements and/or downgrades of e-learning resources and digital tools on the quality of SW PM work and life.
I. E-LEARNING IN ONLINE TRAINING
E-learning has its roots back in the 1960's in Computer Assisted Instruction (CAI) systems [23], such as PLATO [4] [22], and is accessible through standard technology, mainly hardware: computer, laptop, smart phone etc., software: web browser, online platforms etc. and network infrastructure: internet connectivity, relational database management system (RDBMS) etc.. Different types of network services and software have been used for e-learning since early 1990's, for example e-mail, computer conferencing systems, hypermedia programming environments, discussion forums, chats, collaboration tools, software for simulation, testing and assessment. Drawbacks such as limited interoperability between tools and lack of user management and authentication have been left behind by the arrival of web-based content. The implementation of e-learning platforms with web user interfaces for both students and instructors brought access to learning content, tests, communication and collaboration tools, course management and assessment facilities. [24]
Software systems supporting and facilitating e-learning have been known and referenced under many names, such as: Learning Management System (LMS), Learning Content Management System (LCMS), Course Management System (CMS), Learning Support System (LSS), Learning Platform (LP) [10], Managed Learning Environment (MLE), Virtual Learning Environment (VLE) [18], Technology-Enhanced Learning Environment (TELE) [24].
Different concepts have been attributed to e-learning, such as computer-based learning, computer-based training, technology-based training, and even online learning [29]. According to Garrison and Anderson [16], "E-learning does not represent more of the same (...) [It is] about doing things differently." Many e-learning definitions exist out there in literature, but some of those definitions emphasize a technology driven education delivery system, such as:
- "E-learning is to take a course online using a modem, wireless, or cable connection to access academic course material from a computer, phone, or handheld device" [17]
- "E-learning is defined as education delivered, or learning conducted, by Web techniques" [20]
- "E-learning is the delivery of a learning, training or education program by electronic means" [19]
- "E-Learning: The use of digital technologies and media to deliver, support, and enhance teaching, learning, assessment, and evaluation." [10]
It is essential for companies to keep the knowledge management up to date and consolidate the data and the valuable information into a business model, which allows information sharing and knowledge transfer between outgoing and incoming employees. According to [32], employee training and development policies are based on a collaboration between technology and human intelligence. One of the most productive strategies for a learning and development program is to consider the collaborative approach with a cross-generational learning platform where older workers transfer their experience and skills to younger workers. In turn, youngsters expose their counterparts to modern approaches to business practices and technology. The attitudes on the exchange of information vary because of a competitive nature within the workplace, but corporate behaviors can reinforce collaborative practices significantly. Employers may choose to promote teamwork, job shadowing, and information sharing sessions to develop on-the-job training programs. E-learning platforms serve the purpose of being able to store the collected data internally, while training sessions allow management teams to put the data to use and the e-learning videos provide self-help learning opportunities, enhance employee on-boarding training, and transfer knowledge with educational and how-to videos.
The advantages of e-learning tools are essential to be brought to workforce training:
- digital materials can be made accessible to the workforce throughout the day;
- help with the use of personalized study materials and interactive formats;
- possibility to instantly reach staff and trainers all over the world, enabling international (distributed) teams to collaborate on problem solving in real-time and getting connected to experts, regardless of their location;
- the electronic format reduces paper consumption and costs for trainers, commutation, infrastructure and classroom rental;
- the learner is able to learn at his own pace, and through e-learning systems effective personalized instruction can be delivered, especially to the shift-duty staff [8].
The training material is industry specific, based on the analysis of the organization's operations and is available in different languages, translated and localized written and audio, with a high reach, in form of rapid authoring. The training module can be merged into the on-going process and adjusted, when the market conditions change, where for certain specific issues, e-learning service providers offer instructor lead learning to the clients.
The learning material is delivered to the companies through many media and one of the most popular medium is the mobile. Companies are developing more and more mobile-based training modules, according to the increasing market demand, where the learner can choose the desired training module and share it with others. Cloud learning management system is a modern, revolutionary medium, useful for small and big companies as well [32].
Mainly the "core" training related to the job function of the personnel can be covered by the elearning platforms, which is critical to success. Complementary to it, in developing more skills and knowledge, these can be completed by non-core areas of training (like best practices, accounting, IT security), which can be utilized back in the attendee's company and are justified to the management for funding. [30]
II. E-LEARNING IN SOFTWARE PROJECT MANAGEMENT TRAINING
A project is a set of inputs and outputs needed to reach a specific outcome. Managing a project typically includes: identifying requirements, addressing the various needs, concerns and expectations of the stakeholders and covering the six constraints: scope, quality, schedule, budget, resources and risk. The stakeholders have different levels of responsibility and authority when participating on a project, which can change in time and they may have totally different or even conflicting goals over the project life cycle.
The project manager has the dilemma of simultaneously satisfying the conditions, constraints and the set of simultaneous objectives, especially when a project "can be perceived as having both positive and negative results by the stakeholders". [25]
2.1 Particularities of Software Project Management
Depending on the project type, (e.g. regarding the project content: construction, IT, business, service or production) there are different elements of particularizing them. All types of projects follow a certain PM methodology, which, once chosen, leads to the reach of the specific goal:
- the traditional, sequential methodologies: Waterfall, Critical Path Method (CPM), Critical Chain Project Management (CCPM);
- Project Management Institute/Project Management Body Of Knowledge (PMI/PMBOK) "Method";
- the Agile Family: Agile, Scrum, Kanban, Extreme Programming (XP), Adaptive Project Framework (APF);
- the Change Management Methodologies: Event Chain Methodology (ECM), Extreme Project Management (XPM);
- the Process-based Methodologies: Lean, Six Sigma, Lean Six Sigma (LSS), Process-based PM;
- other Methodologies: PRINCE2, PRiSM, Benefits Realization [33].
The classification of projects in project management varies according to different factors like complexity, source of capital, content, resources and purpose. The most widely used methodologies are the traditional methodologies, the PMI/PMBOK "Method" and the Agile Family.
The PMBOK® Guide, as a book that outlined project management knowledge areas, processes and practices, became a standard for generally recognized good practices in PM and got a sort of archetype for all project managers, although it didn't impose any methodologies. The so-called PMI/PMBOK-Methodology should not be associated with the Waterfall model, which was at the beginning the prevalent methodology and provided a framework that supported the PMBOK® Guide practices [3]. Starting with the third edition of the PMBOK® Guide, it was stated that "there is no single best way to define an ideal project life cycle", meaning that each project manager decides together with the team, what processes are adequate and outlined the support of the validity of the newer agile methodologies [26]. Before the Agile Manifesto [31], all projects, including the ITprojects, were managed by the Waterfall method, which was and still is traditionally used in projects where the requirements are clear, known, unchangeable, the technology is understood and there is required expertise. The project work breakdown structure includes sequential tasks and the extensive planning means accurate timelines and budget. As soon as issues occurred in the IT-projects, regarding cost overruns, delays, and project failures, a new approach was created, to replace the old model. Also, software project management is people-intensive over long periods of time. The challenge of a software project is communicating with and motivating people (stakeholders), and coordinating tasks, avoiding or solving conflicts, avoiding or minimizing and handling the overall risks.
Agile techniques can be used to satisfy knowledge areas of the PMBOK® Guide and organizations are able to make an informed decision about which approach is best suited to any given project. Agile techniques for project management can be adapted to meet management requirements and user expectations, by comparing the two approaches in six key knowledge areas of project management: Integration Management, Time Management, Cost Management, Scope Management, Quality Management and Communications Management [3].
The Agile model is used in projects with ambiguous, changeable requirements, adapting to change, a rapid deployment, meaning the time to market and flexibility in budget and timeframe, actually, like for software development, where the stakeholders review the project at each stage, when teams make the necessary adjustments, depending on the customer needs, especially useful for ongoing product development, for delivering quality products. But because of its iterative nature, with sprints, and the burn-down of features/tasks that are required to be completed, where sprints continue until the project is completed, the agile methodology has also been applied to non-software products that seek to drive forward with innovation, such as computers, motor vehicles, medical devices, food, clothing, music and more; and it's also being used in other types of projects with a fast-paced production schedule (e.g. marketing).
2.2 E-learning to support Software Project Management
Project Management learning materials can be found online in the form of plain text, video and audio content on websites, online courses, blogs and podcasts. Online courses are available on online platforms, which offer either diverse study materials from different domains, including PM, or PM related learning content exclusively. Also, most of the PM online courses are available only for a fee: users are required to pay for a course, for a module or for a monthly/yearly subscription to the platform.
The following websites listed in [27] can be useful for PM training:
- PMI (http://www.pmi.org/),
- Project Times (http://www.projecttimes.com/),
- Business Analyst Times (http://www.batimes.com/),
- How To Manage A Camel (http://www.arraspeople.co.uk/camel-blog/),
- PM Tips (http://pmtips.net/),
- Projects At Work (http://www.projectsatwork.com/),
- Microsoft Project User Group (http://www.mpug.com/),
- The Muse (https://www.themuse.com/),
- Mr Excel (http://www.mrexcel.com/),
- Microsoft Excel Training (http://office.microsoft.com/en-001/excel-help/training-courses-for-excel2013-HA104032083.aspx),
- W3Schools (http://www.w3schools.com/),
- Copyblogger (http://www.copyblogger.com/blog/),
- 43 Folders (http://www.43folders.com/),
- Joel on Software (http://www.joelonsoftware.com/) and
- The Economist (http://www.economist.com/).
According to [11], some free of charge online PM courses are "ALISON Diploma in Project Management" (https://alison.com/course/diploma-in-project-management-revised-2017) and "Master of Project Academy" with its Project Management Professional (PMP), LSS and PRINCE2 trainings. For learners willing to pay for online PM courses and/or certifications, some of the following titles could come in handy:
- Coursera's Applied Project Management Certificate (https://www.coursera.org/professionalcertificate/applied-project-management),
- Brain Sensei's Complete PMP® Exam Prep course (https://brainsensei.com/product/complete-pmpexam-prep-course/),
- Lynda.com, also known as LinkedIn Learning: Lynda's PMP Certification Preparatory course (https://www.lynda.com/Project-Management-tutorials/Cert-Prep-Project-ManagementProfessional-PMP/659716-2.html?autocompleteMovieId=721120),
- Master of Project Academy's all courses bundle (http://masterofproject.com/?affcode= 39817 5 sm5jnn),
- Simplilearn's PMP Certification training (http://www.simplilearn.com/project-management/pmpcertification-training),
- Velociteach's Project Management training (https://www.velociteach.com/),
- Agile in the Program Management Office (https://learning.pmi.org/online-course/251/agile-in-theprogram-management-office-full-series-),
- PMI's Introduction to Project Management (https://learning.pmi.org/online-course/879/introductionto-proj ect-management).
Other paid online PM courses can be taken at:
- Cybrary (https://www.cybrary.it/catalog/),
- edX (https://www.edx.org/course/subject/business-management),
- Pluralsight (https://www.pluralsight.com/browse/business-professional),
- Skillsoft (https://www.skillsoft.com/content-solutions/business-skills-training/project-managementtraining/),
- Udemy (https://www.udemy.com/courses/business/project-management/).
Some of these online platforms are used in corporate environments (e.g. Pluralsight, Skillsoft).
As to software and digital tools used nowadays by project managers in their daily routine, a list of online applications available on [14] includes the following: Wrike, Asana, Monday, Taskworld, Basecamp, Zoho Projects, Smartsheet, Nutcache, Bitrix24, Clarizen, Trello, Podio, JIRA, Teamwork, ProWorkflow, Easy Projects, KanbanFlow, Projectplace, Mavenlink, Taiga. Other wellknown PM software and tools are Microsoft Project, Microsoft Team Foundation Server (TFS), Connect, Kanbanize, Manage, Slack, Wekan and Wise.
III. CONTEMPORARY SOFTWARE AND ONLINE TOOLS FOR PROJECT MANAGERS IN SOFTWARE DEVELOPING INDUSTRIES
In order to help achieve the research objectives, formulated in introduction, the following methodology has been applied: quantitative research method - exploratory survey - self-completed survey - web-based questionnaire.
3.1 Questionnaire
An online survey has been created in Google Forms, including both demographic and specific questions, trying to cover all the specific objectives of this research. The survey consist of 3 sections, all of which took less than 10 minutes to complete, and it has been distributed among project managers currently involved in software projects. The online survey can be accessed at: https://docs.google.com/forms/d/e/1FAIpQLSfwTrLt-cqgsGmlCWeJyBBEXYDslKmrW3e6CD0tnax99Vi5A/viewform?usp=sf_link.
There are 9 questions in the first section of the quiz, focusing on getting to know the target group participants' gender, age group, geographical area, last attained study/academic degree, industry, years of project management experience, project management job level, career and certifications. The second section aims to list the participants' PM certifications and it's displayed only to those who've stated that they have a PM certification in the previous section. The third section has 9 questions as well, focusing on the means used by project managers in software developing industries to acquire knowledge, train, keep up to date in the PM domain, on how much money participants have spent so far on PM materials, on which websites, online platforms, online courses, software and tools they've used so far, what applications and advantages of online tools and software they did encounter in their projects. The final part of the quiz is an open question to help discuss the improvements brought by these resources in project managers' quality of work and life and in assuring the highest level of effectiveness and efficiency while carrying out projects throughout the company.
3.2 Respondents
Out of the 8 men and 12 women software project managers participating to the questionnaire:
- 19 are working in Romania (17 in Bucharest alone) and 1 in Spain
- 13 have a master degree, 6 have a bachelor degree, 1 has a high school diploma
- 7 are junior, 9 are middle and 4 are senior project managers
- three quarters did not start their PM career as software project managers
- 5 have PM certifications: PMI-ACP: PMI Agile Certified Practitioner (1), CSM: Certified Scrum Master (2), PRINCE2 Foundation (1), PRINCE2 Practitioner + CSm (1).
Tables 1, 2 and 3 show additional demographic characteristics of the participants: age group, industry they're working in and years of PM experience.
3.3 Results
Out of 20 respondents, 14 have participated in professional training courses on the job in order to acquire PM knowledge and to train for practicing PM. With the same purposes in mind, 13 respondents have used online courses, 10 have participated in academic courses, while only 7 have read PM books. Websites represent the least popular choice of the group, with only 5 votes.
For keeping up to date with the latest PM news and updates, online courses and videos gain the popularity prize for 80% of the votes - 16 votes. Books and webinars have been each picked out of the list 6 times, blogs, scientific articles and literature - 5 times, podcasts - 3 times. One of the participants has added "Mentoring" as a mean of keeping up to date with PM.
With regard to the costs associated with PM education and knowledge, transposed in study materials and certifications, 60% of the participants have stated to have spent less than €100, 10% between €100 and €500, another 10% between €500 and €1000 and 20% between €1000 and €5000. During the time period associated with the availability of the quiz, €1 was worth around RON 4.7.
The most popular PM websites for their usefulness for the respondent group are PMI, W3Schools and Microsoft's Excel Training with 7 votes each. The Economist counted 5 votes; Business Analyst Times and Projects At Work counted 4 votes each, PM Tips 3 votes, Microsoft Project User Group and Project Times had 2 votes each, 43 Folders had 1 vote.
Lynda.com, also known as LinkedIn Learning, is the online platform that has been accessed by 11 participants for their PM training. Pluralsight and Udemy are next in the ranking, having been accessed by 8 respondents, Coursera by 6, edX and Master of Project Academy by 4, Simplilearn by 2, Cybrary by 1 and Skillsoft by 1 as well.
Among useful PM software and tools, Microsoft Project and JIRA have each helped 13 respondents in their work life. Trello has been useful so far to 6 respondents, Slack to 5, Asana and Wekan to 3, Smartsheet to 2, and Connect, Wise, Kanbanize, Manage, Zoho and TFS to 1 each.
As to the PM training online courses that have been accessed by the respondents, Figure 1 shows courses from the Agile family in the lead, like Agile, Scrum and Kanban, followed by courses from the Process-based family, namely Lean Six Sigma, Lean, Six Sigma, then PMI and other courses.
Task management and time tracking seem to be the most common applications of online tools and software in managing projects, as shown in Figure 2. Document management, CRM integration, collaborative editing, expense management and messaging are also relevant in PM.
17 respondents consider 24/7 accessibility as a big advantage of using online tools and software in managing projects. Next in line are easy collaboration and sharing - 15 votes, flexibility - 13 votes, ease of use - 12 votes, integration with other applications - 9 votes, fast deployment - 7 votes, support - 5 votes, small investment for high value - 4 votes. None of the participants has considered "Up to date for compatibility with other applications" as an advantage, as these days it can be considered mostly as a requirement in online tools and software.
Related to the open question on the impact of e-learning, software, tools and other online resources on the work-life balance of the quiz's participants, some relevant answers are quoted below.
- "Continuous learning is needed in this domain, so online resources are part of my daily routine."
- "A good impact because at this time we need to make projects with people who know what the final of the produce is. E-learning, software, tools and other online resources help managers better prepare for their projects and better manage (human) resources."
Respondents have put an accent on positive impacts, stating that e-learning and online resources are flexible, adequate, very important and useful in their lives, allowing them to continuously learn and to increase their efficiency. Many said that these resources simplify their life and help them save time:
- "E-learning and online resources have really simplified my life! They're excellent ways of coaching with easy access at any time."
- "Software tools make PM's life much easier."
- "They're useful resources, as you can easily minimize the time spent."
- "Useful resources, available at any time, that help save time in project management."
However, there was one respondent who finds digital resources and tools "difficult to use at first, but easy to handle after getting used to them."
3.4 Discussions
Through their participation in the online questionnaire discussed above, 20 Software Project Managers have helped identify the main e-learning resources, software and online tools used at the present time that facilitate online training and practice for software project managers and assess the impact of these resources on their work-life balance. The specific objectives of this research, formulated in introduction, have been achieved as follows:
O1- current digital learning materials and resources that help online train and continuously educate SW PM in software developing industries are listed in chapter II - subchapter 2.2.
O2- software and online tools currently used by SW PM: listed in chapter II - subchapter 2.2.
O3- the popularity of e-learning resources and digital tools among SW PM: for PM basic and continuous education, online courses are often considered (mostly Agile and Lean courses accessed on online platforms like LinkedIn Learning, Pluralsight, Udemy, Coursera), while PM related websites are less popular (PMI, W3Schools, Microsoft Excel Training). Software like Microsoft Project and JIRA are currently some of the best-known digital tools for practicing project management.
O4- the total monetary investments made by SW PM in their training and certifications have ranged from less than €100 to €5000 among the respondents of the group, but the majority did not invest more than €100.
O5- the applications and advantages of online tools in SW PM work: most common applications seem to be task management and time tracking. The biggest advantages of using e-learning, online tools and software in managing projects are 24/7 accessibility, easy collaboration and easy sharing. The ease of use has also been considered as an important advantage, but it has also been challenged in early stages.
O6- improvements and/or downgrades of e-learning resources and digital tools on the quality of SW PM work and life: they seem to help project managers simplify their life and achieve a better work-life balance through continuous learning, time saving and increasing efficiency in both professional and personal environments. However, they have also been considered as difficult to use in the early stages, but easier to handle later on.
IV. CONCLUSIONS
In the present we live in a world where for people of all ages it is a lot easier and faster to access education through the online environment, mostly because the constantly evolving online technologies facilitate lifelong learning and help improve 21st century distance education. Learning needs change rapidly so e-leaming's concept and functions are expected to keep up and continuously adapt to the needs of its different learners.
The concepts discussed in chapter I and II will be taken into account for further investigation in order to help define the state of the art within the research thesis. The results presented in chapter III have helped achieve the initially stated research's objectives, so the quiz instrument will be further exploited with the purpose to try approaching many more participants from different environments, cultures, countries, in order to get a wider overview on project management practices related to online technologies. In the next steps of the research, at least two comparisons will be made: a comparison between the existing online platforms offering PM related courses and another comparison between the different PM software and tools used nowadays, in order to facilitate decision making for present and future project managers when choosing a way to learn or to practice project management.
Acknowledgements
This article has been developed as part of an ongoing PhD research at the Politehnica University of Bucharest related to the use of online technologies in project management. The title of the thesis is "Research on the use of online technologies in project management".
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