We now move on to a very interesting category, namely the mid-sized category. Click below to access the previous posts in this project management software series:
Project Management Software Categories: Introduction
Project Management Software Category #1: Simple / Stand Alone Tools
Project Management Software Category #2: Collaborative Tools
This category has recently been adopted in the last 5 to 10 years with the advent of the Internet and the availability of web-based tools. In fact, a number of tools in this category are web-based. The term web-based refers to the fact that a web browser is used to access the system, which runs on a standard web server. This allows for a similar type of capability previously only seen in high-end systems, but with a simpler implementation mechanism and a familiar interface (the web browser).
Some characteristics of this category include the fact that information is located in a central database. That is usually a true, relational database such as Microsoft SQL Server. As already stated, another characteristic is that these systems are often web-based. Both of these factors mean that multiple people can access the system at the same time, and usually they can access the same project at the same time.
Finally, the setup and rollout of these systems are typically much easier than high-end systems. This is due to the fact that the setup means installing the software on a web server, and requires no installation of any kind on each user's computer (they already have a web browser). Many of these systems make it even easier by hosting the software for their customers, typically referred to as an ASP (application service provider) or Software as a Service model. This requires no installation at all. One simply signs up and logs in over the Internet. The downside of that approach is that the data is physically located at the vendor's site, which may be a problem for certain types of organizations.
The benefits of this project management software category are plentiful. Information is centralized. You can go to one place to find all the information about your projects. The systems tend to be easier to use than high-end systems, resulting in more usage. That is not always the case because as with any system, you have to have the right processes and direction for an organization to use it properly. But you get the idea.
Another benefit is that these tools tend to be more sophisticated than stand-alone tools. They offer more features, such as resource management, cross-project reporting, and others. And finally, they also include useful communication tools such as email notifications.
As with the other categories, there are drawbacks. We get to the point with this category, where some thought needs to be put in regarding the initial setup. While these tools do not require the level of effort of the higher-end tools, we do reach a certain sophistication that requires some upfront planning to use them effectively. Another drawback is that you may sacrifice some features when you compare these tools to high-end tools. Many organizations will be fine with this. Some larger or more complex organizations may find missing high-end features in these tools.
Finally, some training is usually required. This should not be extensive training, but it's not quite as simple as turning it on and starting to use it. Many times it's close, but not quite. There is enough here to warrant a little time for training.
Overall, this is a good balance between sophistication of the high-end tools and the simplicity of the lower-end tools.
You should consider this category if the tools you are currently using are simply not sophisticated enough for what you need. And...you are not ready, not big enough, or not complex enough to warrant the investment in time and money for a high-end system. Organizations with 10 to several hundred users tend to fit nicely in this category.
EnterPlicity is an example of a software tool in this category.
Next...we'll tackle the fourth project management software category.