ProjectWork with Google Drive

Online Project Planning software

To successfully implement a project, various project management methodologies are available, such as PMBOK and PRINCE2. Based on experience, they describe the aspects involved in planning and executing projects.

Planning and executing a project is often a complex matter where a lot of information comes together, like scope, work, time, resources, costs, documentation and communication. Project planning software is a must for a good functioning project team and satisfied customers.


ProjectWork app

ProjectWork planning software is:

  • Powerful
    • online and real-time collaboration from different locations
    • critical path calculation and resource leveling
    • breakdown of costs based on assigned resources
    • timeline overview in Gantt chart and Capacity chart
  • User-friendly
    • tasks and resources are combined in one overview
    • tasks are linked with mouse clicks
    • resources are assigned with mouse clicks
    • results of a task/resource edit are indicated by color
  • Affordable
    • schedule files are stored in your own Google Drive
    • integrated with own Calendar, Sheets, Maps and Chat apps
    • project documents in Google Drive are linked to tasks
    • free 14-days trial and licenses for specific periods
  • Helpful
    • quicktour showing graphical layout elements
    • tutorial videos and in-app linked manual sections
    • in-app assistance and free helpdesk support
    • import of Microsoft Project file

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❝ As a PMP, MS Project Server Certified, I must say that I am impressed by the use and simplicity this platform offers. The navigational and presentation structure of the data is such that you get the focus of both projects and resource load holistically. ❞

Try ProjectWork for free for 14 days without obligations.

Features

Planning

Integration

Graphical layout

Slide show

Online ease of use

ProjectWork project software can be used online at every location with an internet connection using every computer (Windows, Mac, Chromebook, Linux) with a modern web browser (Chrome, Firefox, Safari, Edge). Installation and maintenance are not required for a web application, this is done centrally in the cloud.

You need a Google account to sign-in. ProjectWork software is integrated with Google Drive, Sheets, Calendar, Maps and Chat. Planning files are in Drive so you can always share the latest version with whoever you want. You can even work on the same file at the same time. A Google account can be a:

  • Gmail account (@gmail.com),
  • Google Workspace domain account or
  • Google account without Gmail.

A Workspace domain account is part of a company domain which has Google Workspace for its productivity software (gmail, calendar, text editor, slides, spreadsheets, video conferencing, etc.). A Google account without Gmail means that you can have a Google account on any email-address, like from a company without Workspace, but also from email providers like Yahoo and Hotmail. Here you can create such a Google account: https://accounts.google.com/SignUpWithoutGmail.

After installing ProjectWork from the Google Workspace Marketplace, sign-in to ProjectWork, allow access to your Google Drive and register after a choice from

  • start a free 14-day ProjectWork trial without obligations,
  • buy in-app a ProjectWork license for a specific period.

Read the Terms of Use and the Privacy policy.

App integration

Microsoft Project

Microsoft Project is a well-known software product to create project schedules. ProjectWork can import XML files saved by MS Project. It can also export a created schedule to an XML file. The maximum file size to import is 25 Mbyte.

Google Drive™

ProjectWork is fully integrated with Google Drive to create and open ProjectWork files from your own Google Drive. All changes are stored in Drive automatically.

Because project schedules are in Google Drive, it is possible to share schedules with others. Simultaneous working in a shared planning is also possible, where a change is immediately visible to the others.

Spreadsheet in Google Drive

If you want to make a report or analysis from your schedule, you can publish it to a Google spreadsheet for further processing. You can publish to a new spreadsheet or to an earlier published one which is than updated, keeping your added calculations, charts, notes, etc.

Milestones in Google Calendar

Milestones and deadlines are important events in a project schedule. In the schedule they are tasks with duration 0. ProjectWork can enter these events in its ProjectWork Google Calendar to keep track. The milestone events also appear in the calendars of the assigned resources.

Milestones of all your projects appear in the same ProjectWork Calendar. You can share this calendar with others.

Site locations in Google Maps

Resources that have a site location specified will be plotted into Google Maps to show the geographic progress.

Messages in Google Chat

Google Chat can be used for project communication. Schedules created with ProjectWork can be posted into a Chat space with a message using a webhook URL. The schedule's view can be preserved when opened from the post. Project information like its description can also be included in the post.

Messages in Slack

Slack can be used for project communication. Schedules created with ProjectWork can be posted into a Slack channel with a message using a webhook URL. The schedule's view can be preserved when opened from the post. Project information like its description can also be included in the post.

HTML in Google Drive

A published schedule can be viewed without a ProjectWork license. Depending on the required confidentiality the HTML schedule can be shown on a site or sent individually as a file.

In-app purchase

ProjectWork can be used during a license period, without subscription, so no direct debits. You buy a number of months, the minimum period is 6 months. A month before the end of the period you will be informed about extension in the app itself and by email. An extension is purchased before a trial or license expires but only starts at the expiration date. Without an extension you can only view your own schedules and others do not have access anymore.

Purchasing is done in the app itself, ensuring you order for the correct account or domain. The license options, periods and prices will show in ProjectWork after you register in the app. The options are a license

  • for a single Google account,
  • for a Group with multiple Google accounts that activate themselves once with a license code,
  • for all accounts in a Domain with Google Workspace, without account administration and activation.

After selecting the desired license, you pay with a PayPal account in your own currency. You can also copy the PayPal link in the app and send it to the person who performs the payment. After payment, your new expiration date will show immediately in ProjectWork after page refresh.

The buyer of a Group license will receive an email with the license code and instructions on how to activate the Google accounts. A Google account activates itself permanently for a Group, there is no option to deactivate in favor of another account.

The (sub-)domain in a Domain license is the part after the @ in the Google accounts that can use the license.

Support included

In the support section of the site you find the manual.

You can contact the Forscale helpdesk directly in ProjectWork.

Create a schedule

Task breakdown

A Work Breakdown Structure (WBS) gives an overview of the total project divided in summary tasks and tasks. ProjectWork helps you to easily create and edit a WBS by indenting and renumbering tasks.

Task dependencies and conditions

A static project schedule has tasks entered with start date and end date or better start date and task duration. Changing a complex schedule consisting of concurrent and dependent tasks costs a lot of time and effort.

A dynamic project schedule has tasks entered with duration and links to predecessors to include dependencies. Based on this information the shortest schedule is calculated by ProjectWork using the critical path method. Changing a task duration or start date results in a re-calculated schedule. Summary tasks resulting from the WBS can also be linked.

Default tasks are scheduled to be completed as soon as possible (ASAP) to get maximum slack and the shortest project schedule. A task can get a condition to be scheduled as late as possible (ALAP) without slack or to start or finish on a specific date. The entire project can also be set to start or end on a specific date.

Gantt chart

In the Gantt chart, ProjectWork makes tasks visible in time, including their dependencies and the critical path.

Progress tracking

Progress can be entered per task with a percentage. ProjectWork calculates the resulting progress per summary task and resource.

A color code indicates delay with respect to the current date.

Resource assignment and leveling

Resources are needed to accomplish a task. A resource can be a person, but also a piece of equipment or an amount of material. After assigning resources to tasks, ProjectWork keeps a Capacity chart on the load of each resource.

A resource can have a site location. A site type resource will show the site location in Google Maps.

If a resource is assigned to multiple overlapping tasks, it can happen that a resource is assigned more than 100%. ProjectWork can shift tasks forward to resolve this over-allocation.

Work estimate

The advantage of dynamic scheduling becomes even more apparent when you base a task duration on work estimate and assigned resources. Changing the assigned resources will result in a re-calculated schedule and budget.

Sprint planning

Agile development projects successfully use iterative Sprints according to the Scrum framework. A sprint is a time-box of one month or less resulting in a useful incremental product. The Product Backlog items with their detail tasks are kept in the Tasks table. During the Sprint Planning event, at the start of a Sprint, Product Backlog items are selected for the Sprint by assigning them a sprint type resource from the Resources table.

A sprint resource can be filtered to only show the tasks belonging to this Sprint Backlog. Work, progress, and costs of all Sprint tasks are summarized per sprint resource.

Budget calculation

ProjectWork supports both fixed and variable costs per task. The variable costs stem from the assigned resources. The resource costs can be per hour, per used amount or fixed.

ProjectWork accumulates costs per task, summary task, multiple tasks and resource.

Set working hours

The standard working hours of 8 hours per day and 40 hours per week can be adjusted to reflect actual working times and working days. The schedule will take the available working hours into account.

Days which are non-working by exception, like holidays, can be entered. The schedule will skip these days.

Plan with saved tasks

Reusing groups of common tasks ensures uniformity and speed in planning. In ProjectWork the on the clipboard copied tasks can be saved for this and pasted in the schedule later. The paste options determine the information to be pasted from the clipboard and the applied factors for repetition and task duration. The saved tasks can also be copied to a new schedule where they can be used again.

Reporting

In ProjectWork you can copy the schedule into a Google spreadsheet. You can use the data in the spreadsheet for reporting. Multiple projects can be combined into a dashboard spreadsheet. Afterwards you can update the spreadsheets from the schedule to update the reports.

Compare with baselines

Reference points are useful to monitor the progress of a project, for example per milestone. These so-called baselines are a copy of the schedule at that time. These baselines and the variance with the current schedule are visible per task and resource.