Step 3. Consider using a computer-based project management system to help coordinate the data collection efforts.

There exist numerous commercially available computer-based software programs for managing projects. You can use these general project management programs for managing the evaluation. Many computer-based project management programs also contain tools for creating timelines. Each management program is designed with different options and user interfaces. If you decide to use such a system, find one that provides the features you need, is within your budget, and is straightforward enough that staff can learn how to use it quickly, without lengthy training. Be careful of a system that has too many features that you may not need, and be aware of the trade-offs between the increases in productivity that you expect to gain with it and the time it will take to get it operational and to train staff to use it.

Consider loading the system onto a computer network. This can be especially helpful if the evaluation requires large staffs, complex tasks, and many dependencies. Putting it on a computer network allows you to share schedule and task information with your staff. Data on computer networks are typically loaded onto powerful computers known as servers, from where they can be accessed through a local area network or over the Internet using a Web-based repository for sharing documents. Some networks allow a lead manager or coordinator to assign privileges to specific task or subtask leaders for creating, updating, editing, uploading, and deleting folders and files. If you assign such privileges, make sure that these people are careful not to inadvertently change or delete documents. Also, if multiple people are given the privilege of editing field notes, instrument protocols, or other documents, have a system in place that controls the flow of editing so that earlier versions are not wrongly deleted in favor of edited versions that have not yet been accepted by a central authority on the project. Some Web-based document repositories maintain automated version control systems that will do this for you.

Whether or not you load your project management system onto a network, it is also essential to have a process in place for regularly backing up the project management files onto a special server or peripheral storage device such as a DAT tape, compact disk, zip disk, or USB flash storage device. If you do not do this, and your system crashes, the results can be disastrous for the evaluation. If your organization employs computer system administrators, ask them if it is possible to implement automatic file backup procedures at regular intervals.