Industry Speaks Review of ProjectNote:Project Information Management Software

Designed by Colorado-based architect Doug Porterfield, ProjectNote™ is a computer-based software system that digitally stores, archives and manages project design and construction information. The application allows project teams to manage design elements such as sketches, drawings or graphic files, as well as project emails, correspondence such as RFIs, submittals, closeouts and punch list documentation.

The ProjectNote interface is easy to use and appears to be a "lite" version of Newforma®. ProjectNote, however, reflects a wide variety of work flows, and does accommodate BIM and 3D clash data. The server and workstation syncing and cloud capabilities make it easy to use, although it isn't clear what ProjectNote uses as its search engine and this may affect the software performance.

There are some platform downsides to ProjectNote which consumers should note. It is not capable (at this time) of running on a Macbook® Pro since Microsoft OneNote does not have a OneNote engine for Mac®. According to the designer, there is an app for Mac®, Outline+, that will allow a Mac® user to view any OneNote application. However, it will not allow additions or edits. We've pointed this out to the designer and we believe they are working to find a solution. The OneNote app for iPhone® and iPad® may allow you to open ProjectNote and work within the application using SkyDrive or Sharepoint. The other challenge is that you can't use ProjectNote on older operating systems. It requires Windows Office 2007 or newer, a 500Mhz processor, 256 MB RAM and 2.0GB of disk space. For firms that don't regularly upgrade hardware, this might be a challenge.

All of that said, ProjectNote offers a low-cost solution for digital project management. The base price of ProjectNote A-E and GC is $495.00 for up to three users. ProjectNote FM (which comes with a copy of ProjectNote A-E included) is $695.00 for up to three users. All prices increase proportionately by $200.00 as additional users are added (example: ProjectNote A-E for up to six users costs $695.00 and for 10 users $895.00). Special reduced pricing is available if more than 20 users are needed.

To learn more, go to www.project-note.com

Reviewers:
Rena M. Klein, of RM Klein Consulting and author of Architect's Guide to Small Firm Management (Wiley 2010), rena.m.klein@gmail.com.
Paul Veloz, Director of Technology for HMC Architects, Ontario, California, paul.veloz@hmcarchitects.com.

Never Stop Learning!

There are many challenges associated with developing and managing a small firm: staffing, getting work, doing good work, getting paid. A major challenge, but a necessary goal while managing all the rest, is to keep learning.

One of my clients recently admitted he hadn’t remained current on his continuing education. Moreover, the education he had received was on design, code compliance and accessibility. As a firm owner, principal and partner, your continuing education must not only cover topics that drive your professional career (i.e., design), it must also address the ever evolving and challenging aspects of practice management.

Practice management, today, is far more complex. As a service-based industry, we sell intellectual capital: ideas and solutions for real world problems. That said, the “personnel” issues of the 1980s have become the human resources, benefits, compensation, state regulation, federal regulation, performance, and other requirements of the 2010s. The former “computer” department has morphed into complex data and information management, as well as hardware, software, intellectual property rights and phone, electronic and internet communications. These are just two examples! The increasing complexity of management systems and the speed at which they operate affect all aspects of practice management, including business development, finance, and operations.

Let’s face it, very few of us enjoy practice management. But it is the business of architecture and engineering that allows us to continue to practice every day. Well-managed firms achieve their business objectives, attract and retain employees and provide opportunities for the continued exchange of ideas. The AIA Practice Management Knowledge Community is one of many sources that provide free or low cost continuing education on these topics. If you have resources to recommend, post your comments and thoughts!

Karen Compton, CPSM. Karen Compton is principal of A3K Consulting (Glendale, CA), a business development and strategic planning firm specializing in the architecture, engineering and construction industries. Ms. Compton is also the founder of Industry Speaks™, a web-based business-to-business portal that connects AEC firms with experienced consultants, provides peer reviews of consultants, reports on key industry trends, and publishes expert reviews of professional courses and books. Contact her at kcompton@a3kconsulting.com.

Cloud Services: Clearing Away the Fog

Editor's Note: The following is an edited excerpt from Surviving the Zombie Apocalypse: Safer Computing Tips for Small Business Managers and Everyday People, slated for release later this year.

I'm more or less a fan of what the cloud can do for a small business. At the same time, I don't think it's wise to hail it as an end-all-be-all replacement for having your own software on your own platforms within your own IT infrastructure. As of this writing, there are too many minefields and unresolved issues. Here are a few:

1. Privacy -- No matter what, the cloud service provider you're paying has access to all of your data. Anyone that works in their company potentially has access to your data, too. And depending on the terms of your service agreement, there's no telling how much data they might collect based on your activities and how they might use (or sell) that information.
2. Local Availability -- if your Internet connection goes down or your cloud service provider goes offline, your business is down, leaving you without access to your information until the service provider is accessible again. And since most cloud services are subscription-based, God forbid if money gets tight and you can't pay your bill.
3. Cloud Access during a Disaster -- Not all cloud services are created equal. How fault tolerant is your cloud service provider? All it takes is a prolonged blackout, network outage, or even a simple unpaid Internet bill and any cloud-dependent part of your business might as well be buried on the dark side of moon.
4. Control over Your Data -- if you decide to cancel the cloud service, there are all kinds of issues to contend with regarding your data. How much of it can you get back? Will you be able to get your data back and, if so, can you import it into something (or somewhere) else to resume business? And since you've decided to go in another direction, how can you be sure that the service provider will not keep your data?
5. Data Security -- some types of cloud service providers have become a magnet for attacks from cyber criminals and Botnets all over the world. For example, back in 2009 there was an incident where cyber criminals had exploited Google's AppEngine and used it to house a Botnet command center that controlled legions of zombie computers. These kinds of incidences aren't isolated.
6. Marketing Hype versus proven substance.

Many industry-specific laws and regulations are rooted in 20th century business concepts. They don't take into consideration the use of third-party cloud computing services as part of a core business model. If your data gets destroyed, how are you compensated for your loss? Could you sue for damages even though there was probably an indemnity clause in your service agreement when you started using the service? And whose laws apply: the laws where you live, the laws where the company is registered, or the laws wherever your data is physically located?

Using offsite freebie cloud services as part of your business workflow is a little like building a room addition onto a house that you're renting and can never own -- you'll become dependent on it although you have little or no contractual control and the landlord ultimately holds all the cards.

Max Nomad is an IT Consultant, Graphic Designer, and author of Surviving the Zombie Apocalypse: Safer Computing Tips for Small Business Managers and Everyday People. His past design and consulting clients include the U.S. Department of Veteran’s Affairs, STIHL Inc., Atlantic Video (and ESPN), the United Way of Richmond, TGIFriday’s, the Racing & Gaming Commission of the Northern Territory (Australia), and Spirit Cruises (nationwide). He can be reached at nomad@bgpublishing.com.

Project Controls: Schedule, Budget, Software & Apps

Editor's Note: This is the fourth of six Industry Speaks™ installments reviewing sections of PSMJ's updated Ultimate Project Management Manual.

Chapter 5 of the Ultimate Project Management Manual sets the Project Schedule as the key to the successful execution of the Project Management Plan. With the scope of services well understood, tasks need to be planned, sequenced and prioritized in the most efficient order for completion by the project team. The schedule serves as a project control tool at three levels of increasing detail: milestones—to tasks/activities—to deliverables.
To read the full review, click here.