Project Management Information Systems - Essay Example

Project Management Information Systems Thesis and Introduction A project creates a unique product or service under a certain period of time. Since it is temporary, it has a beginning and an end. The end justifies achievements of objectives of the project. Being temporary does not imply that a project takes a short duration. Most are created with a lasting outcome. The objectives of a project cannot be met without effective management. Project management becomes an important tool for successful completion of a project. Project Management This implies to application of knowledge, skills, tools and techniques so that the required product or service is produced. This is achieved through five processes; initiating, planning, executing, monitoring and controlling, closing of the project. Project management therefore includes; identifying project requirements, addressing project needs like stakeholders’ expectations, and focusing on project constraints. Project constraints need to be balanced for a successful project. The constraints include; scope, quality, schedule, budget, resources and risks of the project. In a broader context, project management is integrated with program management and portfolio management. A collection of programs and other related work or projects facilitate management of the project. These are referred to as project portfolio. Project portfolio constitutes project management information systems (Project Management Institute 2008). The Benefits of Project Management The benefits of project management are only achievable through effective project management. This is only obtained through a project manager with the following characteristics: performance, knowledge and personal ego. Through these qualities of an effective project manager, project management will deliver counter fold benefits. The manager, client, production team will derive satisfaction from the project. The benefits are but not limited to; Enhanced delivery of services: Similar strategies used to complete a project are used for other projects. Through a number of computer applications, the organization has the opportunity to look at situations. Positive Team development: The team that successfully manages a project command respect and motivation. Teamwork developed assists in the process of goal setting and as result lead to increased production and customer satisfaction. Smaller goals developed become stepping stones towards fulfillment of the larger goal. This results to the growth of organizational structure. Be competitive: A successful project management team gets equal opportunities for other projects. Flexibility: Project management creates room for mapping out a strategy. Through this option, a manager is in a position to implement a viable strategy for the project. It also offers many ways of solving problems, a process instrumental in mitigating risks. Availability of many formulas and mathematical methods assist teams in deriving at solutions. As a result, the organization team saves time, resources and energy. Risk assessment: Project management ensures that resources are well mobilized as the strategy outlines potential risks and the possible ways of mitigation. Forecasting is simplified so that problems are considered before they develop. The problem solving process identifies the problems, weighs viable options, and seeks for viable solutions. Assurance of quality: Through efficiency, quality is increased. Organizational leaders are in a position to display simple to understand and analyze information easily (Kerzner 2013). Example of Projects that would utilize benefit from a project manager and a project information system Organizations have strategic plans that initiate projects. As a result, projects are initiated by either of the following strategic goals: Market demand for a particular product like a car company initiating a project of building fuel efficient vehicles due to shortages in gasoline. Customer request resulting from the needs of a society like an electricity utility that initiates construction of a new power substation Technological advances like an electronic company initiating a project of developing faster and smaller laptops or a learning software for academic institutions and Legal requirements: A company producing chemicals may authorize initiation of a project that can establish guidelines for risk mitigation. Project Management Information Systems (PMIS) Project management information systems are the building blocks that ensure effective and efficient project management. Project management software are extensively adapted, configured and integrated in project management. The term PMIS draws the wider understanding of project management that incorporates the program of the project and project portfolio management. The systems not only addresses project managers but includes stakeholders of the project like the team members, line managers, resources manager and or the project management office (PMO). The impacts of PMIS are felt on three levels: at the individual level, workgroup level and the entire organization. As a result, the project lifecycle and management levels benefit from PMIS. Project management information system is therefore defined as an information system that supports one or various areas of project management. Effectiveness of PMIS depends on its functions and ability to comply with the requirements of the project. It must meet the requirements of the organization as well as offer continuous variable project requirements in relation to governance, organization, complexity and strategic importance. Benefits of Utilizing Project Management Information Systems PMIS contributes to better planning, scheduling, monitoring and controlling of a project. As a result, effective and efficient decision making of each phase of the project. Technical solutions offered through work breakdown structure (WBS), critical path method (CPM), and evaluation technique through review technique (PERT) and Gantt chart assist program managers in effective planning. The framework of PMIS enables collection, organization, storage and processing of project information (Raymond & Bergeron 2007). The status of a project is easily assessed in respect to time, cost and performance goals and objectives. PMIS offers a kind of business intelligence on the contributions of the project towards the success and strategies of the organization. Through the PMIS software, communication between the engineers and project managers and functional departments is simplified. The upper management receives adequate information on project updates (Frobes & etal. 2000). Overview of Three Project Management Information Systems (PMIS) Software Base Camp This is a web-based project management tool launched in 2004, developed by 37 signals. Unlike the other two software packages that are sold, Basecamp is accessed and managed online. Through this option, multiple projects can be managed with several options of to-do lists, file sharing, chatting, calendars and time tracking. The company has a trimmed-down 60 days free version and monthly plans for subscribers. The price plan is as follows with the option of switching or cancelling packages at any time: Switch Package Unit Cost per Day Unlimited Projects with 100GB file storage $5 Maximum of 80 projects with 30 GB file storage $3 Maximum 15 projects with 4GB file storage $1 From http://basecamp.com/pricing. Microsoft Project 2013 Microsoft Project Professional project management software was launched alongside Microsoft Office 2013. This is a product developed and sold by Microsoft. The new software offers project managers and their team to centralize project information, collaborate cohesively and present quality information to managers. The new features include Improved tools for reporting: Through this feature, the office-like experience is maintained, enabling users of all levels to access and public project information. New project templates Presentation tools are better equipped Through the new task path, managers can handle large complicated schedules since the path for a specific task like Predecessors, Driving Predecessors, successors and Drive Successors are easily identified. Office 365 integration: The other Microsoft Office operations lacked integration with other applications like SharePoint and Office 365. Project data can now be retrieved or uploaded to the cloud through Office 365 and SharePoint. This feature assists remote workers since it enables them share project data with the project team on site. It offers synchronization between Microsoft Project and Office 365. The product goes at £949.99 form the Microsoft store (microsoftstore.com no date). Primavera P6 Primavera was launched in 1983 by Primavera Systems Inc., today published as Oracle Corporation. One of its products is the Primavera P6 software that contains three categories; Primavera P6 Enterprise Project Portfolio Management, Primavera P6 Professional Project Management and Primavera P6 Analytics. The main product is Primavera P6 EPPM with a current release of Primavera P6 Release 8.2. This version is available in two formats, designed to satisfy the needs of different organizations; Primavera P6 Enterprise Project Portfolio Management (P6 EPPM) and Primavera P6 Professional Project Management (P6 PPM). The products go for US $ 2750 and US $2500 respectively from the Oracle stores (oracle.com no. date). Conclusion PMIS has made great advancements in project management that require competent employees that are well skilled. Effective and efficient project delivery, ease of monitoring projects, increased accountability, mitigation of risks are just but a few advantages of PMIS. References basecamp.com/pricing. Web. Accessed on 21/04/2013. Frobes, D. E. & etal. (2000). Project management information systems. Volume 282 of Synthesis of highway practice. Transport Research Board; U.S.A. https://shop.oracle.com/pls/ostore/product?p1=Primavera&p2=&p3=&p4=. Web. Accessed on 21/04/2013. http://www.microsoftstore.com/store/msuk/en_GB/pdp/ThemeID.30273200/productID.260259 00. Web. Accessed on 21/04/2013. Kaiser, M. G. & Ahlemann, F. (2010). Measuring Project Management Information Systems Success- Towards a Conceptual Model and Survey Instrument. 18th European Conference on Information Systems. Scholar one Manuscript Central, London. Kerzner, H.R. (2013). Project Management: A Systems Approach to Planning, Scheduling and Controlling, 11th Edtn. John Wiley & sons; U.S.A. Project Management Institute (2008). A Guide to the Project Management Body of Knowledge (PMBOK) 5th Ed. Project Management Institute, Inc. U.S.A. Raymond, L. & Bergeron, F. (2007). Project management information systems: An empirical study of their impact on project managers and project success. International Journal of Project Management 26(2008) 213-220. Elsevier Ltd. and IPMA; U.S.A. Read More