Project Management Information System

Topics to study
Project Management Information System (PMIS) Planning of PMIS

- Identify the information needed - Capture data - Process data into information - Communicate information to stakeholders Design of PMIS

 Project Management Information System (PMIS) aims to provide relevant

information on time, resulting in improved performance.

The features of present PMIS include:

Speed: Processes speed up the creation of information within a blink of an eye Capacity: Ability to process and store large data Efficient: Fewer people are needed to manage the system Economic: Provides cost advantage over manual system Accuracy: Provides better accuracy over manual system

 PMIS is the system tools and techniques used in project management to deliver

information. Project managers use the techniques and tools to collect, combine, and distribute information through electronic and manual means. It is a Management Information System (MIS) related to a project. A PMIS consists of people, equipment, and procedure to collect, process, store, combine, and communicate the information to users (stakeholders) for carrying out project management functions. Data Data are values of qualitative or quantitative variables belonging to a set of parameters. They represent something in the real world, expressed as a number or a statement or a picture and act as an input to MIS. Information It is defined as, (i) data within a context, (ii) data in a relationship, or (iii) processed data. It does not convey much. For ex. an age of a student of a class, Log of daily production figures in a year . But when we calculate their average, standard deviation, range, and trend, we get much more meaning out of them. System A system consists of a set of sub-systems/components that work together to achieve a common goal. It comprises of interacting or interdependent components forming an integrated whole.

Characteristics of systems : Systems have structure, defined by components/elements and their composition Systems have behaviour, which involves inputs, processing and outputs of material, energy, information, or data Systems have interconnectivity, the various parts of a system have functional as well as structural relationships to each other Systems may have some functions or groups of functions Data processing system has four stages. Input: In input data are collected and entered into computer Data processing: Data is transformed into information using mathematical, statistical or other tools. Output: Information which is displayed or presented. Storage: Data and information are maintained for later use

Planning of PMIS

The planning of PMIS includes the following steps: 1. Identify the information needed 2. Capture data 3. Process data into information and store it 4. Communicate information to stakeholders

1. Identify the information needed

 Projects require information on some or all of the following: scope, time, cost, quality, resource utilisation, procurements, and risk. Selection phase It includes : Organisational guidance and support information: Project manual, project methodologies, policies, procedures, etc. Information from other projects: Performance and best practices, budget, schedule, and technical performance measures. Statutory approvals and clearances: Several approvals and certifications such as environmental, labour, site approvals, safety standards, use of explosives, and for high pressures/critical process operations are required.

Planning phase It includes : Project scope Project cost Details of activities which include descriptions, time, cost, resource needs, and precedence relationships Project schedule and budget Drawing and documents: Specifications, civil and structural drawings, and layouts and schematics. Communication: Correspondences, minutes of the meetings, reports, and communication scheduled.

Execution and control phase Project Organization: Project organisation structure includes the various functions and responsible agencies for the project and the coordination between the same. o List of stakeholders o Disciplines, departments, and specialties involved in the project o Procedure for project execution, critical execution steps, deliverables and checks. o Safety and environment, training and inspection, cost, disaster management o Issue logs Various issues arise during a project. Issue logs report their status. o Change logs Changes in scope, cost, and time schedule are to be logged and reported.

Project reporting: It comprises of three phases. project scope, resource requirement and the closure phase.
o Project scope: The scope of the project includes the following: Project schedule and cost: - Two methods (variance analysis and earned value methods) are used to provide information on cost and schedule. - Performance Information generated by two methods includes cost variance, schedule variance, cost performance index, schedule performance index, months behind schedule and cost overrun.

Quality Records: - Quality system system in the project ensure that inventory (materials, parts, and equipment), construction work construction work, erection of equipments, etc., conforms to design specification. - It generates a list of parameters which are below par for taking appropriate actions by the Project Manager.

Project Risk assessment: - It should be carried out at the start of the project as well as during the execution of the project; covering anything noticed or identified that may affect the future project schedule/cost. - These plans are to be implemented along with the project plan and monitored to identity any deviations for taking corrective actions.

Resource requirement
Manpower: Report on manpower requirement can be presented in a tabular/graphical form or a combination of both. Manpower requirements : It may be prepared for different skill separately. Actual manpower may be shown by superimposing it on the requirement histogram Materials, parts and equipment: A project needs a large number of materials, parts and equipment. Based on network, requirements of such materials at different points of time can be determined. With this input, material requirement planning is carried out for making these materials available on time. Many a time, proper linkage of requirements and availability are not ensured, resulting into time and cost over-run. At times, it affects the quality of work, as procurement of materials is hurried or substitute materials not up to par are procured. Follow-up of procurement process provides list of materials which need to be expedited (when materials are likely to arrive late) or de-expedite (When usage of materials is delayed due to some reasons). Contracts: It include, Sources of inputs materials/services: This may prove a major source of advantage for the execution of the project and is kept at many organisations with secrecy. Many of the successful project managers can be seen to have such information.

Suppliers/Vendors performancesstrengths and weaknesses: It includes the performance of the various suppliers and vendors as was visible during the execution of the project. Closure Phase: The closure phase consists of the following: Review of achievement of goals Feedbacks on the performance, supports during post handover and the defect liability period Lessons learnt: These include key challenges, bottlenecks faced and their mitigations and miscalculations in terms of cost, scope, lead time or project execution environment. The lessons learnt may be used as inputs for the future projects. (iii) When information is needed? Time of need of each stakeholder may be different. Some may need it on daily, weekly, or monthly basis.

Capture data
Process of preparing and collecting data The function of data collection is to attain information to maintain record, to

make decisions for vital issues, and to pass information on to others.

Data collected from direct observation is known as primary data. Data collected from records is known as secondary data.

An organisation, to achieve its aims, needs to process the data collected into

meaningful information. Data is transformed into information using mathematical, statistical, or other tools including computer software. Information can be stored in electronic form or hard copies represented in the most useful form.

Communicate information to stakeholders

Communication is the process by which information is

exchanged between individuals through a common system of symbols, signs, or behaviour

Verbal use of symbol, spoken or portrayed

Non verbal handshake, pointing with hand, smile,

eye movement etc.

Communication model

Some common means of communicating information

Written reports
Face-To-Face meeting