Project Management MIS

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1 Project Management MIS Functions of the PMIS Fully Dedicated for PM purposes Traditional MIS Manual, paper, labor intensive Slow to respond and update Information Requirements of Projects Flexibility, Speed of updating Must reflect the information needs of all involved as and when is necessary Computer Tools Computers first used in PM in the 1950s Can handle large amounts of information Accurate, as long as the initial information is correct 1

2 Benefits of PMIS s Speed Once data has been entered, any manipulation is possible in small periods of time Capacity Can store large amounts of information, can prioritize and summarize this information quickly Efficiency Less personnel needed to manage the system than in a manual system Benefits of PMIS s Economy Provides a cost advantage over manual systems Accuracy Makes less errors, as long as clean data has been entered Handles Complexity Can cross reference multiple project records with ease 2

3 Perceived Drawbacks Computers viewed as threatening by many managers There is a perceived difficulty of choosing the right hardware and software Needs a good manual system to support it Project managers may have had bad experiences with low end computers and software General Purpose business Software Spreadsheets Useful for project accounting, cost analysis and financial projections Used when the project manager wants to keep close tabs on expenditure Can Produce crude Gantt charts 3

4 General Purpose business Software Data Base management Systems Permits data to be stored using a relational structure Data can be rearranged and combined and displayed to give various reports Can be linked to a spreadsheet General Purpose business Software Word Processing For the generation of miscellaneous documents; contracts, proposals, work authorizations, Project plans and documents that must be revised and rewritten Use as a stand alone system in a PM environment 4

5 General Purpose business Software Integrated Systems All of the previous systems can be integrated to provide easier handling of much more complex situations Each of the functions can be accessed from a menu independently Mathematical, Statistical and Creativity packages Some of these can be used in PM, but are not classified as PM software Can provide project modeling and analysis through mathematical, statistical and simulation methods Helps the manager ask What if Questions Used during the conceptual stage of the project Only addresses portions of the information requirements of PM 5

6 Dedicated Computer PMI Systems A computerized PMIS should be able to: Create and update files containing information for planning, control and summary documents Enable data from other computer information systems to be transferred to the project database Integrate work, cost labor and schedule information to produce planning, control and summary reports for all levels of managers Features of PMIS s Scheduling and Networking Planning Resource Management Budgeting Cost Control and Performance Analysis Reporting and Graphics Interface Flexibility, Ease of Use 6

7 Scheduling and Network Planning All Project software do project scheduling using a network based procedure Computations performed Early and late schedule times, sack times and critical path Users must asses the Computer PMIS procedures PEDRT, CPM, PDM Event or activity oriented outputs and the use of probabilities Capabilities vary as regards Maximum allowable activities and the way they are coded The quality and clarity of outputs and the type of calendar used Resource Management Most PMIS can perform Resource leveling, Leveling allocation Significant Considerations are The maximum resources permitted activity The kind of resource leveling/scheduling techniques used Resource or time limited Splitting activities Interchangeable uses of resources Using consumed resources 7

8 Budgeting Budgets are usually treated as a resource Software vary in the way they handle Fixed, variable and overhead costs Most systems don t treat with cost and expense The ability of a system to generate budgets and handle cost information is significant in when considering the usability for planning and control Cost Control and Performance Analysis To perform the control function, systems must compare planned with actual performance Features should include reports on: Cost and Schedule Variances Earned Value Analyses (BCWP) and other indices The most sophisticated PMIS allows aggregation, analysis and reporting at all levels of the WBS Allows for updating the plan through the entering of actual cost and start and ending dates 8

9 Cost Control and Performance Analysis Comprehensive PMIS s integrate network, budget, and resource information and allows What if questions to be asked under different scenarios, and allow users to access, cross reference and output various reports Reporting and Graphics PMISs vary in the number and type of reports that can be produced This affects the speed and the accuracy of the PMISs report communication Main considerations should be the number, quality and types of available reports and graphics 9

10 Interface Flexibility Some systems can be integrated into existing databases Payroll, purchasing, inventory, MRP, Cost Accounting Can import data from Spreadsheets and can pool data from multi projects Some PMISs allow users to modify and develop applications dependent upon their needs Ease of learning and user friendliness Functions of a Computer PMIS The fundamental functions of a PMIS must closely parallel those of project management These are: Planning and budgeting Work authorization and control Control of changes Communicating all of the above 10

11 Functions of a Computer PMIS Most dedicated PMIS software systems can only handle planning and budgeting to a limited extent To perform the control function the MIS must be able to: Save old versions of the data for comparison to current status and actual cost Enter actual start and finish dates and revise task durations, without overriding the planned dates Enter actual cost incurred for comparison with budgeted Record actual resource usage Functions of the Computer PMIS Existing PMIS systems Can help with planning and budgeting Lack the ability to help as a control system One must note that software manufacturers seldom advertise that the function of Control is missing from their systems 11

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