PMIS

Project Management Information Systems

3 Types of Data

Basic Data

Performance Data

Documented Data

Basic Data

Initial activity database and project baseline plans

Performance Data

Represents actual outcome of the planned activity on a given date

processed by project monitoring centre to analyze its variances from basic and documented data to retrieve information required for decision making

Documented Data

Standard data that are referred to for business transaction purposes

Information management

implies management of data and documents, and communication of processed information to appropriate persons for making decisions

Information

What the human mind has perceived to be of use for making decisions after analyzing data

Schematic Diagram of a Control Process

Project Management Information System (PMIS)

attempts to economically collect the right data and documents in the correct form through appropriate means, at the right time and place.

Management of PMIS involves following processes

Database Structure Development Process

Performance Data Reporting Process

Information Retrieval Process

Information Communication Process

Document Management Process

Tools and Outcome of Database Structure Development Process

Data structuring and codification methodology

Work package, activity, resources and cost code dictionaries, baselines

Tools and Outcome of Performance Data Reporting Process

Data change reports

Changes from baseline, updated data

Tools and Outcome of Information Retrieval Process

PM software support

Monitored information, what-if analysis, remedial options

Tools and Outcome of Information Communication Process

PMIS reporting, feedback and information communication tools

Decisions to control changes, information communication

Tools and Outcome of Document Management Process

Document procurement, storage and updating methodology

Updating documents with changes from planned path

INFORMATION CHARACTERISTICS

1. The information quality shows the degree of accuracy with which the reality is represented.

2. The information must be reliable, comprehensive, error free, precise, clear, consistent and understandable by those who need it

3. is useful if it is available on time and it should be comprehensive one highlighting the critical factors.

4. The information should be economical enough to support the situation that warrants a decision.

5. The information should be adequate, excess information costs money and causes overload, while insufficient information can frustrate the decision makers efforts.

6. The information furnished to a manager should be relevant to his area of responsibility and what he needs to know.

2 Types of Information Needs

Stakeholder Information Needs

Functional Managers and Executives Information Needs

Stakeholder Information Needs

clients, corporate, architects, suppliers and consultants

Functional Managers and Executives Information Needs

• planning/information manager, technical manager, cost and finance manager

• contract manager, materials manager, plant and equipment manager

• personnel manager and executives

2 Classifications for Sources of Information

Internal Sources

External Sources

Internal Sources

formal and informal reports by project team and study of standard documents

External Sources

diverse

Project Phases

Marketing

Estimating

Contracting

Design

Functional Managers and Executives

External Environments

Sources of In formation for Marketing

Govt policy, research publications, commercial journals, industry magazines, academic journals

Sources of In formation for Estimating

Construction cost indices, websites

Sources of In formation for Contracting

Contractors, govt and public sector agencies, contracting and construction related publications

Sources of In formation for Design

Architect and engineering associates, consultants

Sources of In formation for Functional Managers and Executives

Project reports, output performance, internal benchmarks, professional bodies

Sources of In formation for External Environments

Builders and consultant associations, web enabled electronic libraries, NBC and construction specifications

IT SUPPORT IN PROJECT MANAGEMENT SYSTEM

started from 1970

Widely used for processing data electronically and communicating information in all forms including text data, graphics, voice, chat, documentation storage and combination of these.

Main benefits of IT

speedy manipulation of data and real-time information distribution to distant geographical locations. Removal of redundant information

Typical Software Applications for Low

Word processing,

spreadsheets,

accounting,

finance,

database

Typical Software Applications for Medium

Estimating,

scheduling,

simple designs,

specifications,

quantity take-off

Typical Software Applications for High

CADD,

automated information retrieval using project management software,

communication and documentation management

Typical Software Applications for Advanced

Expert systems, decision support system, artificial intelligence, 3D modelling computer-integrated building design, robots

SYSTEM COMPUTERISATION PROBLEMS

1. Acquiring a computerized system is a time-consuming process

2. It is necessary that the functional requirements of the computerized system be crystalline at the feasibility stage.

3. The supplier should be chosen after a thorough scrutiny

4. Scrutinize the system carefully before purchasing.

5. The last 10% of installation and commissioning is usually tricky and time consuming.

6. If the system does not function properly in the beginning, it does not account for failure.

7. Job training on the installed system will instill confidence. A detailed study of manuals may reveal extra facilities which the trainee may not have though of earlier.

The PMBOK Guide– 5th Edition defines a Project Management Information System (PMIS) as:

-An information system consisting of the tools and techniques used to gather, integrate, and disseminate the outputs of project management processes.

-It is used to support all aspects of the project from initiating through closing and can include both manual and automated systems

PMIS

• A standardized software system and process utilized to efficiently manage construction project-related workflows.

• typically a computer-driven system to aid a project manager in the development of the project.

• can calculate schedules, costs, expectations, and likely results

• to automate, organize, and provide control of the project management processes

• are system tools and techniques used in project management to deliver information

• used by upper and lower management to communicate with each other

Configuration management

an approach for tracking all approved changes, versions of project plans, blueprints, software numbering, and sequencing.

Tracks: 

• Functional and physical characteristics of the project deliverables

• Control, track, and manage any changes to the project deliverables

• Track any changes within the project

• Allow the project management team to audit the project deliverables to confirm conformance to defined criteria for acceptance

budget framework such as estimating costs.

During the planning process, project managers use PMIS for

the project management team collects information into one database

At the execution of the project management goals

to review the goals to check if the tasks were accomplished. Then, it is used to create a final report of the project.

During the close of the project, the Project Management Information System is used

MICROSOFT PROJECT (MS PROJECT)

-dominates PM software systems

-carries its own database and is compatible with SQL Server or Oracle databases

PROJECT SCHEDULER

-works with an SQL database and is MS Office compatible.

-information from multiple projects or sub-projects can be merged or consolidated to reveal company wide resource utilization

WELCOM

has three software products: Open Plan, Cobra, and Spider

TRAKKER

offers a variety of interesting products including tools for risk management activity-based costing, earned value management as well as the usual planning, budgeting, and tracking tools

PRIMAVERA

offers four software products

SureTrak Project Manager

This software enables modeling and scheduling of simultaneous projects of up to 10,000 activities per project

Activities can be inserted or rearranged on Gantt charts and PERT charts with a mouse click.

Primavera Project Planner

This program provides for unlimited projects, up to 100,000 activities per project, concurrent, multiuser accessibility, and scheduling options similar to SureTrak

It can create fragments of networks to store for later use as templates or building blocks for creating other project plans.

Primavera Expedition Contract Control Software

This software assists in change management and tracking of contracts and purchase orders.

It enables users to view the latest submittals and schedule changes from P3 or SureTrak in real time.

Webster for Primavera

This software provides access to the project database, timecard activities, and project information from SureTrak and P3.

Team members can see assignments and can report accomplishments and time needed to complete assignments

Components of PMIS

Hardware

Software

Operators

Procedures

Hardware

Electronics and electro-mechanical equipment used in computerised data processing system.

Software

-Operating procedures and instructions in a computerised system

-undergoes constant improvements at a fast pace

Operators

Computer operators, system analysts, programmers, data preparation, personnel, information system management, data administrators, etc

Procedures

Exist in physical form– manual or instruction booklet and construction method statement

Codification

Codes transform the data into some set of predetermined string of characters by using alphabets, numeral, symbols or a combination of these.

Code for Sub-Project Robotics Automated Production System

AS

Code for Sub-Project New Conveyor System

CS

Code for Sub-Project Office Building Addition

BA

Activity identification code (ID)

is a unique code that identifies the activity.

Base Preparation Work Package

RBFD

Residential Building FOundation

013

Building Module Location Number

B

represents the Base Preparation Work Package

11 to 17

are the serial number of activities

Resources Code Dictionary

The physical resources needed for the work to be performed in a project include manpower, material and machinery

cost accountant

is responsible for the cost management information system of the project and the accounts for all the costs.

Open Plan

has advanced scheduling and modeling tools for resource management

Cobra

a cost-management tool designed to manage and analyze budgets, earned value, and forecasts

Spider

a multiuser, multi project web-based tool for viewing and updating project data from Open Plan user Web browsers

WEB-BASED PMIS

-especially helpful in situations where project team members are located at different sites

-immediate availability of project information, efficiency and accessibility for communicating with workers, ease of learning and usage, and reliability and currency of information because it is entered and communicated in real time

Work Breakdown Structure (WBS) Codes

a most valuable tool as it enables the project manager to manage the project successfully.