Project Management Information System: Features and Advantages

A project is completely based on information and data revolving and communicating with team members. Project management manages all the functions and the data involved in the projects. The way the Project Managers handle projects will vary depending on the project. The PMP certification is a globally perceived project management certification that tests a candidate’s ability to manage a professional project’s people, processes, and business priorities. Further, with the advances in technology, Project Management Information System is developed with the help of software programs and applications.

What is Project Management Information System?

Projects will consist of data from both the internal and external environment. The data from the project is highly valuable and helpful in managing the project effectively. Therefore, the Project Management Information System (PMIS) is a software application used to store, organize, and control project data and information. With the help of the data, project managers can easily execute the deliverables of the project without the need to deliver the real data to the team members. In addition. there are several PMIS available in the market to manage and control the project data. Though there are differences in the various PMIS, the essential features are common. The following are essential features for PMIS.

Need for Project Management Information System

With the old traditional project management systems, project managers have had trouble. It is because of various reasons like managing data and information regarding the project. In addition, project team silos are causing issues like a lack of coordination and collaboration among the teams. The communication and the knowledge between the other teams are also lagging in the traditional project management system. Project Management Information System is developed as a software tool for managing project and resolving the available issues. Moreover, project managers can use it to manage and communicate with the project. It provides various features and benefits when compared to traditional project management. 

Essential Features of Project Management Information System

A Project Management Information System requires essential features to deal with its various functions. The following are some of the important features that a PMIS must have:

Planning and Scheduling

It is one of the most important functions of project management. When you initiate a project, the plan and the schedule are the two important components. In addition to that, the PMIS will have scheduling tools with which the project could be under control. Team members will have the schedule to track their day-to-day activities. As a result, the project planning become easier with PMIS. Resource availability, and the costs are linked with the project planning.

Budget and Estimation

Budget and estimation is the feature based on plan and schedule of the project. These estimates are calculated for every project task. Moreover, it helps in calculating the total time for the project completion. In fact, it helps keep track of the current flow and spending for the project. The estimation should consider the resources in the project, time available, and budget from the customer side.

Resource and Procurement Management

Resources of the project may be of several types like human resources, material resources, machinery, etc. The resources are managed on timely basis and updated to avoid wastage of work or idle time. Procurement is also managed with the help of PMIS system. It helps keep track of the costs spent on both the resources and the procurement.

Project Performance

The performance measurement of management is another feature available in the PMIS. The project plan can be changed to obtain the success of the project. The changes has to be useful and must not affect the budget and timeline in higher manner. Hence, calculations like Estimate at Completion (EAC), Estimate to Complete (ETC), Variance at Completion (VAC), etc. will be helpful in managing the projects effectively.

Progress Reporting and Communication

The reports are generated for every task and project to understand the work. The positives and negatives from the project can be studied. Therefore, PMIS system will help generate progress reports to communicate with various team members and stakeholders. In addition, the reports will be analyzed for any requirement. The PMIS is useful for communicating with various project team members.

Integration

The silos in the main issue when dealing with project management. It is because of teams working in different aspects. To overcome the challenges, PMIS is highly helpful in maintaining the data integration in the project. Likewise, the system helps in producing productive and useful information with integration. It also helps in effective management on tasks with timely manner.

Advantages of Project Management Information System

Traditional software project management is harder and tedious to manage the tasks. However, new and advanced Project Management Information System has various advantages over the traditional systems.

Better Collaboration and Teamwork

The teams can collaborate and work together as the communication is effective with the Project Management Information Systems. As a result, team members can work together with better collaboration. Also, the documentation of the project will become easier while working together as a team.

Competitive Advantage

The project teams were migrating to the PMIS-based system to attain its benefits. New and cutting-edge technologies helps in improving the competition in the industry. In addition, customers like their project managers using PMIS system.

Keeping Track of Everything

The main advantage of using the PMIS system is the focus and the track made with it. Project managers can work toward the project’s focus with the various techniques and tools. For example, planning, estimation, management, etc., have helped focus on the project’s aim. With PMIS you can have the complete control of the project. Moreover, cost and time are the two important factors where PMIS provided benefits in projects. 

Decision-making Abilities

The decision making is one of the most important roles of the project manager. Nothing will be an issue when a project goes right, and if a project has lost control, the consequences will be serious. In addition, with the PMIS system, project managers can make the decisions on time without facing any serious challenges. For example, any changes or issues in the project will resolve immediately without taking much time.

Manage Multiple Projects at a Time

The number of projects possibly managed with the PMIS system is more. Further, it helps in handling more projects effectively. They are helpful in reducing the errors in the project development.

How to Select Project Management Information System

There are several Project Management Information System available in the market. The following factors will help select the right PMIS for the project.

Suitability

The suitability here refers to the various aspects like the size of the project, team size, cost of the PMIS suite, etc. The compatibility and the other factors are verified before selecting the PMIS for the organization.

Ease of Use

The usability will differ from one PMIS system to another. However, PMIS system should be easier to use without having any challenges in it. Therefore, the team members should not find it difficult to work with it.

Features

The next is the selection of the features that are available in it. Mostly all the PMIS systems will have the basic essential features for managing the project. Moreover, the required features should be verified and selected for best results.

Mobile Application

Mobile application availability should be verified before buying the Project Management Information System. The mobile application helps users to manage the task effectively without the need for a computer.

Communication

The platform or option for communication and sharing the files is verified while working on selecting the PMIS system. Here, it is important to communicate with the team members in the project.

Third-party Application Integration

PMIS system should have capability of integrating third-party applications in it. In addition, it will help manage the tasks with integration and collaboration with the other tasks.

Examples of Project Management Information System

There are several Project Management Information Systems available in the market. Budget and feature requirement are the two basic factors while selecting the PMIS. The following are some examples of PMIS systems available.

◉ ProofHub

◉ Basecamp

◉ Citrix Podio

◉ Jira

◉ Trello

Apart from these, there is numerous other PMIS software that is available. The software tool selection is solely based on requirements, budgets, and ease of use.

Source: invensislearning.com