Grain Transparency with Project Management Software

American Academy of Pediatrics

"Project Insight centralizes and manages all project information. We have a good view of all projects. We are able to manage day to day projects and know who was working on what and what phase the projects are in."
- IT Project Manager

Main Challenges

The American Academy of Pediatrics (AAP) was using AtTask – now known as Workfront. A year into the usage of the software, AAP began facing greater problems. The project management tool proved not to be a good fit for all team members. Constant changes and new features in the software made it difficult for the team to keep up and caused several bugs in the application.

  • The Gantt chart was buggy
  • Data was lost in the project management software
  • Unsatisfied with the help system
  • Weak reporting features
  • Difficulty importing and exporting data to MS Project
  • The licenses became more expensive

"AAP is MS Project based. It was a nightmare to get the data out of there [AtTask]," claimed the IT Project Manager at AAP. The integration with MS Project was less than satisfactory when it came to importing and exporting their data. A lot of training was based on 'trial and error' which only added extra work for the already overloaded project managers. "It was very difficult and frustrating to play the guessing game when it came to our projects."

Why Project Insight

AAP replaced AtTask with Project Insight, Project and Portfolio Software. Coming from a mature team of PMs and PPM team members, AAP had big expectations for their next big project – implementing a new project management solution. Their requirements list included much more specific 'must have' features rather than flashy 'nice to have' features.

  • User-friendly and cost effective
  • Resource allocation
  • Powerful time tracking and reporting features
  • Ability to integrate their help desk with Project Insight

After considering Microsoft Online PM Suite and EPM Live, the key driver to selecting Project Insight was that it was cost effective and fit for business needs.

Strong reporting was another important must have. Before Project Insight, project managers were spending an average of six hours per week reporting and still not able to gather the right information for accurate project forecasting or updates.

"Overall, it served a purpose to centralize and manage all project information. Project Insight centralizes and manages all project information. We have a good view of all projects. We are able to manage day to day projects and know who was working on what and what phase the projects are in." "Project Insight is easy."

The Results

  • Centralized, web based project management
  • Effective resource allocation
  • Simple way to track time and project status
  • Delivered useful metrics and reports

New to the resource allocation feature, AAP was glad to find that it was not complicated and they were able to leverage the tool immediately.

The project managers were able to get real metrics and hard data to prove resource overloads. They wanted to be able to view available resources and know who was working on what. Their main concern was the guessing game. With Project Insight, they no longer had to guess who was available or how much work each resource was responsible for. They were able to manage their resources and workloads in one place.

This was a real eye opener when it came to perception vs reality. With hard data, project managers were able to give IT Directors and other executives visual, easy to read graphs with information that is relevant to them.