Reports and Presentations - Construction Project Scheduling and Control - page 252

on archived projects. Fortunately, we can store, on a single compact disc (CD)
or similar media, more than an entire file cabinet can hold. Not only is this
possible, but also the ease of searching and retrieving the information is incom-
parable. Retrieving information for live (current) projects can be performed
easily by using computer search commands. Retrieval also includes resurrecting
informationonclosed-out projects thatwere archived,whichmaybe important
in some legal cases. One common practice these days is to store information on
a computer accessed remotely via an Internet Web site (or in the “cloud”) so
that it can be retrieved from anywhere. This can be done either by “renting” a
memory space or storing the information on one's own Web site. Ownership
of data is an important issue that must be addressed by users.
Transferring information from one program to another may not be as
smooth as we would like. Information may get distorted or “chopped” when
we go from one program to another or even from an old version to a new
version of the same program. Although software vendors make claims about
the compatibility of their products with Microsoft (MS) Project, Primav-
era, and other products, glitches and discrepancies should be expected. The
problem may not be in the compatibility per se but in the different functions
of, and terminology used in, the programs. For example, Primavera prod-
ucts allow combination relationships (start to start plus finish to finish). MS
Project limits logic relationship between two activities to only one. So, if you
transfer a project from Primavera P3/P6 format to MS Project format, some
relationships may be dropped. In addition, products are frequently updated,
so their compatibility may not remain intact. You must be careful with any
transformation.
The ability to convert and open electronic files and to read the infor-
mation is extremely important. For this reason, the author advises against
using unknown software packages unless you are certain that such products
communicate with more common products without problems.
12. Secure : An organization's information must be secure against loss, damage,
or theft. This requires that the information be handled by professionals, since
risks have increased due to the failure of technology to prevent hacking and
vandalism.
THE DIFFERENCE BETWEEN REPORTS AND PRESENTATIONS
Although reports and presentations both are types of communication that aim at
conveying information, one major difference exists between them. The printed mate-
rials of a report are the only vehicle for conveying information between the person
preparing the report and the person receiving it. For this reason, the report should be
clear and complete. In contrast, a presentation focuses on a speaker's persuasive skills,
although a printed report (partial or complete, detailed or summarized) is sometimes
provided to the audience. The speaker focuses on certain points, using oral, visual,