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What is a Project Management Information System?

project on management information system

Any time spent searching for information you need to complete a project is time wasted.

Scrolling through long email threads or sifting through tools or documents to find data is tedious and slows the entire project down.

There’s an endless amount of communication that needs to happen as a project progresses. If you can’t make sense of it, you’re not going to get anywhere fast.

It’s estimated that 41%  of companies that don’t rely on a PM operational or organizational system don’t complete their projects on time.

Using a project management information system is one way to make sure you’re hitting your deadlines and not wasting company cheddar. In this article, we’ll talk about what they are, how they work, and how to get started with one today.

What is a project management information system?

A project management  information system (PMIS solution) is a way to organize how a project manager gives and receives project information and data over the course of a project.

According to the Project Management Book of Knowledge  (PMBOK):

“A PMIS is an information system consisting of the tools and techniques used to gather, integrate, and disseminate the outputs of project management processes.”

Basically, it’s a centralized storage hub for all your essential project info.

PMBOK also states that a PMIS collects information from several places, including external tools your team is already using.

In fact, the ability to integrate with multiple tools is one of the biggest advantages of an online solution.

Modern, cloud-based PMIS software can store and process documents, links, notifications, emails, designs, written content, team messages, lines of code, and other project-based information and distribute it automatically and without mistakes.

For instance, here’s a snapshot of monday.com’s  notification search function — enabling PMs and their teams to quickly search and find relevant information sent to them:

This is, of course, just one tiny element of monday.com’s project management information system, but we’ll dive into that in a minute.

What are the essential features of project management information systems?

A good project management information system keeps track of everything from a project’s scope; project plan ; project schedule; costs; time, quality, and risk management; procurement; and relevant stakeholders.

To do so, it needs to collect a lot of data and information from several different places, process it all, and communicate it.

It must be easily retrieved, searched, and categorized. System users must also be able to easily share and analyze both how they see fit.

For that, you’ll need  these core features in a project management information system :

  • Schedule and planning : timelines, assignments to team members, workflow creation and reminders should all be incredibly easy to see and access.
  • Automation : update team members without ever sending an email, and receive only the updates that are relevant to you.
  • Resource management : whether it’s your team’s time or your budget, it should be incredibly easy to analyze how resources should be allocated or moved around as necessary.
  • Control and performance : analyze how money and hours shift as a project progresses, and upgrade existing plans based on reality.
  • Reporting and communication : you should be able to clearly see whatever data you want to see as well as the status of a project at all times — based on any variable — and communicate that status to stakeholders.
  • Integrations : no matter what tools your team is using to complete tasks, they should be able to talk to your project management information system so you can view all information in one place.
  • Mobile access : don’t ever be without access to project updates, especially if you’re working remotely or from the road.
  • Different project views : however your brain best processes information — in spreadsheets, calendars, Kanban boards, Gantt charts, timelines, or another view, you should be able to toggle your project into that view easily.

For example, that last one should look something like this in your PMIS:

board views monday.com

With all of these features in place, you’ll be able to rely on your project management information system for support throughout the entire project life cycle, and accurately plan future projects with greater detail.

By the way, you probably won’t be surprised to hear that monday.com has all of these features and more.

Don’t miss more quality content!

How do project management information systems work throughout the project life cycle.

A good project management tool becomes part of the life blood of a team — they’re with you from initiation to close, and are the backbone of planning new projects as they come down the line.

A PMIS is no different — here’s how they work for you in each stage of the project management life cycle .

  • Initiation : use your project management information system to budget, calculate costs, allocate resources, define the scope of work and identify the right team members based on past data.
  • Planning : fully develop and plan timelines, deadlines, create tasks and subtasks, and complete critical path analysis directly in your project management information system.
  • Execution : as team members accomplish tasks, your project management information system will store documents, facilitate communication and automatically update relevant stakeholders as plans progress.
  • Monitoring : a project management information system will collect, organize and store data for project managers to analyze and communicate to a relevant stakeholder.
  • Closure : once complete, a project management information system allows a project manager to ensure that a project has met all its goals and objectives. You can accomplish performance reviews, productivity analysis, and final reports easily, while also archiving historical data for future projects.

Basically, you can use your project management information system for almost all aspects of project management, keeping you organized and reducing team frustration due to miscommunication and duplicate work.

Try monday.com as your project management information system

There are a lot of different types of PMIS software out there.

Some just simply collect files. Most of them support scheduling, approvals, and the collection and distribution of data. Automated data and reporting sweetens the deal for the right PMIS for your team.

In our not so humble opinion, monday.com is the best project management information system out there. We offer all of the above, while also allowing your team to reach project success.

Adding data to a dashboard from a new tool is easy too. Select from a list of interactions directly from the dashboard where you’re working.

monday.com integrations dashboard PMIS project management information system

Once connected, monday.com auto populates the data from that new tool directly into your dashboard as a new column.

monday.com auto populates the data

This leads into one of the features we think makes monday.com stand out from the rest.

That data and information can be displayed in multiple views— a table, a Kanban board, a Gantt chart , a timeline, and so much more.

Here’s an example of how the dashboard changes as you toggle to different views:

And you never have to start from scratch. We have hundreds of pre-made, customizable workflow templates, and you can easily duplicate templates from past projects.

Here’s an example:

Minimize project lags due to small things like human error by automating notifications and workflows as much as possible.

With all of these basic features to lay the groundwork for your team, you’re bound to see smoother sailing the next time you and your team embark on your next challenge.

Final thoughts

Monday.com offers so much more than just a project management information system.

We help your project team achieve success through the organization and management of any task, project documents, procedures, and more through a streamlined and automated system.

If you’re looking for a solution to your project management needs that transcends the project management information system, organizes your time, and is incredibly easy to use, consider monday.com .

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Table of Contents

Introduction to project management information system, what is a pmis used for, essential features of a pmis, how does pmis in project management work, advantages of project management information system, how to select project management information system, challenges of implementing a project management information system, what are the features of project management information systems, examples of pmis, choose the right program, what is a project management information system.

What Is a Project Management Information System?

As a project manager, it is essential for you to efficiently manage all the documents, information, and data that come with a project. Since all the knowledge is too much for a project manager to handle alone, it becomes helpful to use a PMIS or a Project Management Institute System - a software that can help manage, control, and plan the flow of information and data. 

A project management information system gathers, organizes, and uses project data via one or more software applications. These programs assist project managers in planning, executing, and closing their projects and organizing the information stream.

There are various PMIS software types, most with similar features like information collection, work authorization, tools for scheduling and delivery, etc. Some additional features - gathering and reporting of automated key performance indicators (KPI). 

A Project Management Information System is designed to assist all elements of project management, including information that must be monitored or collected. PMIS can be used for project scope management, integration management , project time management, project cost management, project quality management , project risk management , communications management, and more.

When a tsunami of information needs to be organized and tracked for the smooth progress of a project, a Project Management Information System becomes a necessary tool to help with efficient project management. The information also proves helpful in reducing costs, improving efficiency, and lower risk for all future projects. 

The software has numerous tools to assist in storing data, making it easily searchable, analyzable, retrievable, and thoroughly organized. 

Schedule and Planning

It is one of the primary functions of project management. PMIS computes the critical path, slack times, and early and late schedules. 

Resource Management

Resources in a project include everything, from material to human. Project Management Information System makes this management of resources easy by including resource input, allocation, resource leveling, and more. In addition, it helps keep track of the task's expenses spent on procurement and allocation. 

Earn 60 PDUs: Pick from 6 Courses

Earn 60 PDUs: Pick from 6 Courses

PMIS keeps track of all costs associated with individual tasks since the entire project's budget depends on the estimates of each task. Thus, for more accurate budget estimation - the customer's budget, resources allotted, and time available is taken into consideration, and then the budget is generated. 

Control and Performance

PMIS provides performance management by analyzing and controlling cost and performance, updating existing plans as new information becomes available or existing data changes, and providing what-if scenarios for the project manager. 

Reporting and Communication

The Project Management Information System generates reports for every task, creates charts and graphs of all the collected information and analyzes data that can be shared with the team and stakeholders . It facilities effective communication among team members.

Integration and Ease of Use

PMIS might even access data from several projects for multi-project analysis and integrate it with other systems such as inventory, payroll, and so on. The easier it is to operate a PMIS, the less cost and time it takes to train. 

Depending on the project phase, PMIS may perform differently. It corresponds to the project manager's requirements and aids in the completion of project-specific phase needs. Depending on the stage of the project, a PMIS performs different functions. A basic PMIS should allow you to track your project's time, scope, and cost. A good PMIS should have a wide range of project management software functions that you may employ throughout the project life cycle.

Project Initiation Phase

During the initiation phase, a PMIS can aid in the following areas: 

  • Estimating a preliminary budget for the project that includes cost and resource estimations
  • Outlining the scope of the project and preparing bids
  • Scheduling project activities and allocating them to the appropriate team members
  • Organizing project data and preparing required reports for presentation to key project stakeholders

Project Planning Phase

During the planning phase, a PMIS helps with the following:

  • Extensive project scheduling, including analysis of critical paths and associated tasks
  • Cost and budget management assistance, including the implementation of budget analysis, cost controls, and other KPI metrics
  • Conducting resource planning for the overall project, identifying existing resources, and developing a backup plan for those that may be required later
  • Creating baseline metrics for the project's time, cost, and scope

Project Execution Stage

A PMIS is essential for the smooth execution of projects. Moreover, communicating with all the stakeholders and team members and tracking conversations and responses is made easier with its help.

  • The team discussions, documents, and files are all stored in a unified hub that all stakeholders can access safely and easily.
  • It allows for an easy comparison of current project data with the project's baseline estimations.
  • Project managers can evaluate cost, budget, and schedule projections halfway through the project and make changes based on current project requirements.
  • It helps in efficiently completing several project modules, including project reporting, cost management, material management, and project performance measurement.

Project Review and Closure Stage

PMIS helps assess whether the project goals and objectives were met during the project review and closure stage. 

  • Allows for a thorough evaluation to confirm that the project's goals were fulfilled or exceeded.
  • All project information is organized and stored in a centralized hub for future access and evaluation.
  • All project information is archived for future projects.
  • Aids in producing productivity analysis metrics and final project reports for stakeholder decision-making.

6% Growth in PM Jobs By 2024 - Upskill Now

6% Growth in PM Jobs By 2024 - Upskill Now

There are manual PMIS, and there are online or cloud-based PMIS. The benefits of using the latter surpasses all advantages of a manual PMIS. An online PMIS will provide you with the speed, efficiency, capacity, accuracy, and economy of handling complex projects, with speed being the most beneficial feature. 

Keeps the Project on Track

Tracking schedules, costs, and budgets can help you avoid expensive project shortfalls. The project stays on track due to instant notifications and project monitoring. Through SMS or emails, the PMIS will immediately inform you of discrepancies and if the project progress might go off track. The team can immediately make any necessary adjustments, reassign resources, and adopt new processes with quick updates from the PMIS.

Once the corrective steps are in place, teams can monitor their performance. The PMIS fast-tracking system provides businesses with a competitive advantage by assisting them in managing projects within budget and on schedule.

Fosters Better Collaboration and Teamwork

In situations where team members might be using different document versions, it is easy for the project to get delayed or off-tracked. PMIS avoids this issue by circulating the latest document with the team. Project managers can share, control, and update documents, and the team will be notified about the latest version.

Gives a Competitive Advantage

A project management information system is built around data. Data-driven enterprises are 23 times more likely to win new clients, resulting in a 19-fold increase in the likelihood of generating above-average profitability over companies that do not make data-driven decisions. A PMIS is a crucial contributor to project management success, enhancing organizations' capabilities in comparison to their competitors.

A PMIS provides the team access to all the data they might need to get things started. As a result, key decision-makers can access anything they might need, from detailed project processes to product testing results to the team hours worked.

Having a comprehensive perspective of the project and its granular data helps project managers make better decisions for the team. Apart from providing the project with a significant competitive advantage, it can also boost organizational performance and aid in achieving project objectives.

Manage Diverse Projects at the Same Time

PMIS helps with the management of multiple projects simultaneously. Project managers have a clear view of the progress made in each project, the schedule, and resource management. Whether the project has been completed, is in progress, or is in the planning stage, stakeholders can track everything.

Different information systems have similar features, but some features might differ. Thus, while choosing a good PMIS for your project, here are important factors to keep in mind: 

Suitability

The term "suitability" here relates to various factors such as project size, team size, cost of the PMIS suite, and so on. Before choosing the PMIS for the organization, other factors, including compatibility, are verified.

Ease of Use

The PMIS should not be difficult for team members to work with. Usability usually differs among different PMIS systems. Thus, ease of use is an important factor to consider.

All PMISs have the basic features necessary for project management, but the organization should select a PMIS with extra features required for the project needs.

Mobile Application

A mobile application makes it easy for team members to manage the progress when a computer is unavailable.

Communication

The PMIS should provide sufficient sharing and communication features since constant communication between project members is important. 

Third-Party Application Integration

The PMIS system should allow the integration of third-party applications to make the software more effective. It also makes collaboration and management of tasks easier.  

Teams might be resistant to the change that will come with using PMIS software. Some of the challenges that a project manager might face are: 

Lack of Coordination

When adopting a PMIS, proper team communication and coordination are critical to its success. However, with teams spread globally and many working on multiple projects simultaneously, vital information can sometimes slide through the cracks, and priorities might fluctuate from team to team.

Wasted Resources

Poor coordination frequently results in wasted resources because team schedules are incompatible, and the implementation date is affected. Regular check-ins must be conducted by the project managers with their counterparts on the other team. In addition, they must set up effective backup plans for challenges that may develop during implementation.

Lack of Interest From Teams

Implementing a PMIS may be difficult since poor communication and delegation, as well as a lack of training and other resources, can all result in low motivation on the team. 

No Required Skillsets

Introducing a PMIS needs the involvement of several qualified individuals to ensure its proper implementation. However, if the team is unfamiliar with change management or if the project involves more technical information and resources, this can be problematic for the PMIS. Therefore, before beginning the PMIS induction process, ensure the right personnel are involved with the correct skills.

For successful project management, PMIS software is essential. It collects, organizes, manages, and tracks information to help with the following:

  • Project scope
  • Project cost management
  • Team communications
  • Project risk management
  • Integrations and applications
  • Project quality management
  • Project supplier and vendor management
  • Stakeholder engagement

Using a PMIS reduces risks, lowers costs, and boosts efficiency.

Some examples of PMIS include:

  • A document filing system that collects and organizes data using Microsoft Excel.
  • A complete project management information system with multiple project management tools and customized processes and workflows.

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A typical PMIS covers several important functions, a method to gather and organize data and software that makes completing projects smooth and efficient by facilitating communication, collaboration, and efficient management. Therefore, an organization should implement a project management information system to successfully complete project goals and boost productivity. 

Kickstart your project management career by learning new project management skills, tools and techniques. Sign-up for our PMP® Certification Training Course course and give your career the right push. You can also check out our more in-depth Post Graduate Program In Project Management to help you get started on your project management journey. 

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What is a Project Management Information System (PMIS)? A Comprehensive Guide

PMIS

In today’s fast-paced business landscape, managing projects efficiently is paramount for success. To streamline and optimize project processes, organizations turn to Project Management Information Systems (PMIS). In this comprehensive guide, we delve into what a PMIS is, its core components, benefits, and its role in modern project management. We’ll also explore the future of project management with Project Business Automation (PBA) and why it surpasses traditional PMIS.

What is a Project Management Information System (PMIS)?

A Project Management Information System (PMIS) is a centralized software solution designed to facilitate project planning, execution, monitoring, and control. It serves as a digital command center for project managers, enabling them to efficiently coordinate resources, track progress, and make data-driven decisions.

Core Components of a PMIS

A robust PMIS comprises several core components, each playing a vital role in managing projects effectively:

Project Planning

PMIS assists in project planning by creating detailed project schedules, defining tasks, setting milestones, and allocating resources.

Document Management

It allows for organized document storage, retrieval, and version control, ensuring stakeholders have access to the latest project information.

Collaboration Tools

PMIS promotes collaboration among team members by providing communication channels, document sharing, and real-time updates.

Reporting and Analytics

Users can generate customized reports and utilize data analytics to gain insights into project performance .

Risk Management

PMIS helps identify, assess, and mitigate project risks by tracking potential issues and proposing solutions.

  • Resource Management

It enables efficient allocation and tracking of resources , ensuring they are used optimally.

Benefits of Using a PMIS

Implementing a PMIS offers several key advantages for organizations:

  • Efficiency: Automation of routine tasks reduces manual efforts, allowing teams to focus on critical project activities.
  • Accuracy: PMIS ensures data accuracy, minimizing errors in project tracking and reporting.
  • Collaboration: Seamless collaboration among team members fosters better communication and knowledge sharing.
  • Decision Support: Access to project data empowers stakeholders to make informed decisions promptly.
  • Cost Control: PMIS helps manage project budgets, reducing the risk of cost overruns.
  • Scalability: It can scale to accommodate project growth and complexity.

PMIS vs. Project Management Software

It’s essential to distinguish between PMIS and standard project management software. While project management software focuses on individual tasks, scheduling, and resource allocation, PMIS is more comprehensive. PMIS integrates multiple aspects of project management, including planning, collaboration, document management, and analytics, providing a more holistic view of the project.

The Role of PMIS in Modern Project Management

In today’s dynamic business environment, PMIS has become widely used tool. It helps streamline project workflows, enhances communication, and ensures that projects are executed on time and within budget. Moreover, it serves as a centralized repository of project information, fostering transparency and accountability.

Project Business Automation (PBA): the Future of Project Management Information Systems (PMIS)

As businesses continue to evolve, the future of project management lies in Project Business Automation (PBA). PBA takes project and business management to the next level by seamlessly integrating all aspects of project and business operations and financials into a unified system.

Why PBA Surpasses Traditional PMIS

PBA is the first vertically integrated business system for projects. PBA goes beyond information. It manages your entire project business.  

Key aspects of PBA

  • Holistic Approach: PBA doesn’t just manage projects; it governs project processes end-to-end throughout the project lifecycle. It provides a single, comprehensive platform that standardizes, integrates, and automates core project processes.
  • Efficiency and Automation: PBA enhances efficiency through automation, reducing manual efforts and errors. It streamlines project operations, allowing teams to focus on value-adding tasks.
  • Real-time Insights: PBA offers real-time insights from a single source of truth. Managers and executives can trust the data because it all originates from the same system, enabling better decision-making.
  • Integrated Business and Project Management: Unlike traditional PMIS, PBA integrates business and project aspects seamlessly. It’s designed to meet the specific needs of project-centric organizations.

In conclusion, while PMIS has been a game-changer in project management, the future undoubtedly belongs to Project Business Automation (PBA). PBA’s holistic approach, efficiency, real-time insights, and seamless integration make it the superior choice for organizations seeking to excel in project management and drive overall business success. Explore the possibilities, adopt PBA, and stay ahead in the evolving landscape of project business management.

Project Business Automation (PBA) is a comprehensive solution for project businesses. Learn more: Download the PBA Quick Guide now .

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A Complete Guide to PMIS

ProjectManager

An abundance of information is created, transferred and stored over the project management life cycle. Without a way to organize the documentation that’s produced, your project may be doomed to fail. That’s when PMIS comes in, an acronym for project management information systems. A PMIS enables an organized and controlled flow of information so nothing is siphoned off or misplaced.

Project management software that’s collaborative and offers unlimited file storage, such as ProjectManager , is a given. Our tool can organize your documents and make them accessible to the project team on any of our multiple project views. For example, the list view allows teams to share files and comment on tasks in real time to foster better communication. Get started with ProjectManager today for free.

ProjectManager's list view with task card

What Is PMIS?

A project management information system (PMIS) is how a project’s information is organized. It collects and uses project information through one or more software applications. These programs help project managers plan , execute and close their projects and allow them to organize the flood of information so they aren’t drowning in data.

There are different types of PMIS software but most share feature sets that include tools for scheduling, work authorization, information collection and distribution, etc. Some also have automated gathering and reporting on key performance indicators (KPIs) while others are simply a collection of files.

What Is a PMIS Used For?

A PMIS is made to support all aspects of project management including the information that’s necessary to monitor or collect. This includes integration management, project scope management , project cost management, project time management, project quality management, project communications management, project risk management, project procurement management and project stakeholder management.

Essential Features of a PMIS

That’s a lot of information to keep track of, and when managing a project, it’s crucial to be able to immediately pluck the required information from all that data. A PMIS is an important tool that gives you instant access to the signal in the noise. The information is also critical for future projects to help reduce risk, improve efficiencies and estimate costs .

If a PMIS captures all project data and stores it in an organized way, it must also be retrievable, searchable, categorizable, shareable and analyzable. To achieve this, a typical PMIS has a series of tools.

  • Project Scheduling : Computes early and late schedules, slack times and the critical path
  • Project Resource Management : Includes resource loading, leveling, allocation, etc.
  • Project Budgeting : Costs associated with individual tasks for more accurate budget estimation and generation.
  • Project Tracking : Analyze and control cost and performance, update existing plans as actual against planned data changes and provide what-if scenarios for the project manager.
  • Project Reports : Creation of graphs, reports and charts of collected and analyzed data that can be shared with stakeholders and team members.
  • Integrations : Some PMIS will access data from different projects for multi-project analysis, integrating with other systems, such as payroll, inventory, etc. The easier a PMIS is to use, the less time and money required to train.

How Does PMIS Work Throughout the Project Life Cycle?

A PMIS has different functions depending on the phase of the project. At a basic level, a PMIS should offer the possibility to track your project scope, time and costs. A robust PMIS should include a wide variety of project management software features you can use as you go through your project life cycle.

ProjectManager has advanced resource management, time tracking, work management and project management features that you need from a PMIS plus real-time collaboration features, dashboards, reporting and more. Here’s how you can use an advanced PMIS to manage your project life cycle .

Project Initiation

During the initiation phase , a project manager uses a PMIS to establish a preliminary budget including cost estimates and resources. A PMIS used in conjunction with other tools can help schedule the project. In terms of approval, a PMIS helps to define the scope of work, assists with preparing the bid and can be used when presenting data to decision-makers.

Project Planning

When planning a project, PMIS helps with scheduling details including task and critical path analysis. It supports cost management planning including WBS analysis and integration of control processes. PMIS also proves beneficial to the project manager when resource planning in terms of availability and level. It can also help establish a baseline for project scope, schedule and cost.

Project Execution

Once the project has been executed, the PMIS collects, organizes and stores data as it comes in from the project team. This data can then be compared to the baseline projections. The PMIS helps with cost and schedule forecasts to determine if changes are required mid-project. Materials management, cost collection, performance measurement and, of course, reporting are all supported by PMIS.

Project Monitoring & Control

A PMIS should have all the cost management, resource planning , task management and time tracking features you need to make sure the project execution is going as planned and nothing affects your project schedule or budget. In case an issue does affect your project plan, you can use a PMIS to find all the information you need to mitigate that risk and adjust your project plan.

Project Closure

Especially when closing out a project , a PMIS is a great help. It helps review requirements to make sure the project has met all its goals and objectives. It also organizes the information collected over the course of the project for performance review, productivity analysis, final reports and keeps an archive of historical data for future projects.

Advantages of Using an Online PMIS

While there are manual project management information systems, the benefits of using an online or cloud-based system are numerous. With an online project management information system, the speed, capacity, efficiency, economy, accuracy and the ability to handle complex projects are supported. Of all these benefits, speed is the most practical.

Related: 20 Free Project Management Templates for Excel

Once the data is collected, it can then be adjusted to reflect the results a project manager needs with great speed and accuracy. A manual program is never going to match that nor can it create and revise project documents , plans, schedules or budgets as quickly. What once took days or longer is now completed in a matter of seconds.

Project managers and their organizations can store large amounts of data with a PMIS. That data is also easily accessed, prioritized and summarized as needed. And unlike a manual system which is large and requires many support personnel, an online PMIS requires far less support and space.

With these factors, there’s also a cost-benefit. The cost advantage of digital over a manual PMIS is usually significant, especially when considering storage and processing. And if inputs are correct, the chance of errors greatly diminishes with a cloud-based PMIS.

Try ProjectManager as Your PMIS

ProjectManager is project management software with the features to make a great PMIS. The real-time dashboard gives an up-to-date view of project metrics, crunching numbers for you and creating vivid and easy-to-read charts and graphs that can be printed out for presentations or shared digitally. They can also be filtered to reflect just the data you need to show to your team or stakeholder.

ProjectManager’s PMIS dashboard, which shows six key metrics on a project

Unlimited Project File Storage

Because the software is cloud-based, there’s a great deal of file store to archive your documents, images and other files. Now they’re all in one place, which keeps them safe, organized and accessible when you want them.

ProjectManager's unlimited file storage makes it an ideal PMIS

Efficient Task Management

Communications between team members are also saved, but they’re not on email or lost in a long text narrative, both of which can waste valuable time searching for the right piece of information. Instead, with ProjectManager, those conversations are organized at the task level using our task management tools, including attaching the relevant documents, so everyone knows where to find them.

Task list in ProjectManager

PMIS is essential to manage the massive amounts of data that swarm around every project. ProjectManager is a cloud-based project management software that has the features a project manager needs to collect, organize, analyze and archive all that information. It’s easy to use and the whole team can collaborate. What are you waiting for? Try ProjectManager for free with this 30-day trial.

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Pmis overview: a guide to choosing a project management information system.

Looking for a Project Management Information System (PMIS) can be overwhelming. This guide will help you navigate the process of what to look for in a quality, robust PMIS. Note that sometimes PIMS, project information management system, is used interchangeably with PMIS. 

First, it is critical to conduct an internal audit of what systems and processes are in place already within the organization or project team to determine where there may be gaps. It helps to understand the current state to fill in the process and solution requirements still needed. Afterward, it will be easy to determine which functionalities aren’t currently being met in order to better deliver projects on-time and on budget, and the search for a PMIS solution that will help fill those needs can begin. 

What is a PMIS?

The Project Management Book of Knowledge PMBoK® Guide describes a 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.”

No matter the scale of a project, it has information and data that needs to be managed and organized. As a project progresses, so does the amount of information surrounding it. A system that helps project managers control and deliver project information becomes essential. A project management information system (PMIS) enables project professionals to easily plan and track project progress in all stages of its lifecycle. 

A good PMIS will collect all project data and information from various sources, spreadsheets, and systems to be the one source for all project data for the project management team. Sometimes individuals will incorrectly picture a document center as a project management information system, however, it should be much more than a collection of project files and documents. 

The 6 Key PMIS Features & Functions

PMIS Guide Overview

Requirements for selecting a PMIS will vary depending on an organization’s operational requirements. Likewise, most project management information systems differ in scope, design, and offered features, but it is important when choosing a PMIS system that it at least has the following six features and capabilities:

  • Planning & Scheduling
  • Budget & Estimating
  • Resource & Procurement Management
  • Cost Management & Project Performance
  • Progress Reporting
  • Data & System Integration

1.) Planning & Scheduling

A PMIS will be able to plan and compute the project’s schedule and its critical path whether by built-in scheduling functionality or through built-in integration to a scheduling application like Microsoft Project or Oracle Primavera P6. A PMIS will be able to create or import a project’s specific schedule, as well as define the scope baseline. 

2.) Budget & Estimating

A quality project management information system is capable of associating project cost with individual tasks or items to generate more accurate budget estimates. A PMIS needs to combine project cost estimating, forecasting, cost data and schedule information in order to determine accurate project progress and performance. Having this data together in one system allows for managing project costs through the process of planning, estimating, and controlling a project’s budget; it ties in very closely with Cost Management & Project Performance below.

3.) Resource & Procurement Management

It is important for a PMIS to have the functionality to manage the complete procurement process since resources and procured items are a large portion of a project’s cost and preliminary budget. 

4.) Cost Management & Project Performance

A solid PMIS enables project managers to control project cost and performance. It will allow for updating existing plans as actuals against planned data changes, and provide what-if scenarios to them while tracking and managing all project changes. 

Planned value, earned value, and actual costs, allow for calculating additional project values that indicate the project’s current status and performance from either a budget perspective or a schedule perspective.

Using the above values, project managers can also determine the project’s current status through to the end of the project using the following Estimate to Complete (ETC), Estimate at Completion (EAC), Variance at Completion (VAC), and To-Complete Performance Index (TCPI).

5.) Progress Reporting

Built-in project progress reporting is crucial for saving project managers time, while giving them the necessary tools to create and send reports tailored to the various audiences (whether team members or stakeholders). A PMIS will have the capability to create and share reports of collected and analyzed data.

6.) Data & System Integration

It is important for project management information systems to bring all project data together to eliminate data silos. A PMIS needs to be able to integrate with other applications or software systems (i.e. payroll, inventory, ERP, scheduling systems like Primavera P6, etc.). This system integration allows for accessing data from different projects for multi-project analysis and bridging gaps between systems and applications needed to have all project information in one place.

A More Robust & Scalable PMIS

Each of the six key core functionalities above are minimum baseline components of a true project management information system and should be considered when seeking out a PMIS. There are many solutions (Contruent being one of them) that offer this functionality plus more for well-rounded project management.

Contruent Enterprise is a PMIS with additional key functionality that enables project organizations to be more scalable as their company grows. With critical capabilities such as contract management, field management, engineering management, portfolio management, and project carbon estimating, there is a ready-made solution for you when you need it.

With a recognized global presence, Contruent Enterprise is a multi-currency and multi-language project controls and management solution. It is also flexible in licensing; organizations are able to purchase the amount of licenses needed rather than requiring a license minimum.

Change Management

Each Contruent Enterprise project management function can perform change management , so that no matter which module(s) are implemented, all project changes are tracked and can be traced back to a single source of truth. This powerful change management solution provides organizations with a complete and auditable system for tracking cost and schedule changes to the project’s baseline and forecast. 

Time-Phased Budget & EVM

It is important that a PMIS has schedule data alongside the project’s cost data so that it can be time-phased and used to measure progress. Likewise, these data sets are critical for earned value management, though not all PMIS can do Earned Value Management (EVM). Our cost management feature  supports all required project cost processes from budgeting, time-phasing, EVM, change management, risk tracking, funds allocation, and forecasting. 

Within Contruent, project and cost managers can create unlimited control accounts to manage project data at the level of detail they desire. It allows for establishing time-phased budgets to represent cash flow plans for projects while creating and managing workflows. Users can plan and forecast resources by reporting period, and enterprise reporting periods can be used for enterprise cash flow analysis and implementation of change management processes to maintain control of scope and cost. It also acts as a risk warning system; project managers can intervene and make corrections early as the cumulative Cost Performance Index (CPI) and the Schedule Performance Index (SPI) act as early warning signals for project risks. 

Executive Reports & Dashboards

Running reports to assess whether projects are hitting specified criteria, targets, and benchmarks lets project managers know immediately if a project is over or under-performing.  Progress reporting is how project teams know how the project is progressing and how stakeholders are informed of progress and performance. As such, Contruent Enterprise offers more than 200 built-in standard project management reports. Dashboards are also available for executive-level reporting via a series of pre-designed dashboard views based on industry best practices. This module allows for access to an overall enterprise view and project-specific views. 

Easily accessible project data saves time and money, significantly speeding up month-end reporting while reducing errors and manual data validation and greatly improving report accuracy, consistency, and standardization. All of this leaves more time to analyze project data and critical decision-making.

Procurement

In addition to the minimum Resource and Procurement Management capabilities described above, project managers can do even more with Contruent. Procurement management enables project organization to oversee resource planning, staff planning, requisitions and purchase orders, handle the scheduling of procurement, expediting shipments, and supplier evaluations.

Integration

Contruent Enterprise has built-in integration to Oracle Primavera P6, MS Project, and MS Excel out-of-the-box. In addition, Contruent Connect provides bi-directional integration to nearly any existing legacy system or financial system that an organization has. This enables an organization to pull all its project data together and automate data flow within its software tools. 

PMIS Closing Takeaways

It is essential for project organizations to choose a PMIS (like Contruent) to help manage their data and project information to save time, money, and avoid risks in manual data duplication efforts. We know that collecting, organizing, and analyzing project information is critical to delivering projects on schedule and on budget. When looking for a project management information system, be sure to consider a solution that is quick to implement in order to swiftly see return on investment, as well as a tool that is scalable that can grow with your organization.

project on management information system

8 Functions of Project Management Information Systems

April 4, 2019 by Bernie Roseke, P.Eng., PMP 1 Comment

Project manager looking at gantt chart

A Project Management Information System (PMIS) is one or more software tools used for a project’s information storage and distribution.

There are many types of PMIS, and equally diverse ways of applying these types of systems for optimal benefit to the organization.

The components of a project management information system are:

  • Project documents and data
  • Portals and dashboards
  • Collaborative work management tools
  • Social media
  • Project control

Because schedules are such a core component of project management as a whole, almost all project management information systems contains scheduling tools.  The project schedule is communicated to stakeholders and forms the baseline for project control , that is, the project is continuously measured on the basis of its adherence to the schedule.

In project management, the development of a project schedule contains 5 steps:

gantt chart

It is rare that the project schedule is not one of the most important aspects of project success .  Therefore, software scheduling tools are a critical component of project management information systems as they allow the scheduling function to be performed quickly and efficiently.  They also allow for easy projection of the impact of potential schedule changes mid-project.  But we know that never happens!

In addition, a strong function of a PMIS is the ability to track actual vs. planned completion dates.  This can then be analyzed to determine the likelihood of future project delays using earned value analysis indicators like the Estimate at Completion (EAC), Variance at Completion (VAC) or To Complete Performance Indicator (TCPI).

Project estimating involves assigning a price to each of the project tasks.  Each task is then rolled up into an overall project estimate.  In a perfect world, the actual project cost will always fall within the estimate, but we know that is only an ideal to be strived for.

Each project task should have a budget, for example:

A good project management information system will track the estimated cost of each task as well as the justification for the estimate.  For example a parametric estimate based on a unit rate taken from an industry source, or an analogous estimate from another project.  The estimator can enter the information so that it can be referenced later.

Even better is an information system that tracks all tasks throughout all of the organization’s projects, so that it is very easy to call up and compare past actual data with new estimates.  Many project-based organizations or programs (series of many projects) track data this way:

Almost all tasks require resources for their completion.  The simplest tasks often have only a project team member for a specified period of time, but that is still a resource that needs to be available and managed in order to complete the task.

Hence, a good project management information system will allow the assignment of resources to tasks.  These resources should also come with meta data such as their cost per unit, efficiency rate, or maintenance requirements.

This allows for ease of project tracking when the project management team must acquire the resources to ensure the task completes on its expected end date.  It also ensures the resource requirements are adequately planned into the project, for example maintenance requirements or efficiency rate.

More sophisticated project management information systems can utilize components such as resource calendars, which specify when a resource is available, or resource breakdown structures, that specify a hierarchical matrix of resources which can be chosen from and coordinated with other projects.

Project Documents and Data

Virtually all projects produce documents as part of their scope, for example design reports or product documentation.  Most projects also import documents and data for use in project work, for example databases.  Still other projects have a reference library data set that is consulted by the project.  For these reasons, project document control has become a specialty in and of itself.

Every document tracked by the project is cataloged and the requirements are defined.  Variables used to track documents include:

  • Storage location
  • Scheduled dates:  Creation, approval, and submission
  • Actual dates
  • Review / Approval team members

Large projects like engineering or industrial projects utilize comprehensive project document control software systems run by dedicated document control staff.  However, for most small and medium sized projects, a smaller document control system will suffice consisting of a web based portal that allows the upload and tracking of project documents.

Portals and Dashboards

project management software

In addition, project stakeholders often require information dissemination tools such as web sites and project portals.  For example, governmental regulatory agencies often have department-specific document upload and project information sites, which are then communicated to the stakeholder group on the other side who’s needs are being balanced with the project.

Collaborative Work Management Tools

Nowadays many projects utilize internal communication tools like project chat rooms, messaging apps, and so forth.  This technology allows project team members to quickly and confidentially record critical project communications with other members of the team.

Often these software tools are located within larger web based project management tools, but they can also be standalone apps.

Social Media

Many project also use social media to communicate with stakeholders .  This technology is very easy to set up and use, and most stakeholders already know how to navigate the software.

For example, project facebook pages or twitter accounts can be used to rapidly communicate project information to stakeholders, but they are dependent on the stakeholder checking for new messages.

Hence, critical messages should probably be communicated via a “push” method rather than social media, which is a “pull” method.

Project Control

Project control refers to the tasks undertaken by the project management team to measure the project’s progress and ensure it conforms to the project management plan .  Usually project control is dominated by the two uber-important factors of schedule and budget.  But there are other, smaller aspects.

Project control involves the following components:

  • Schedule:   Ensure the project is on track to complete on time.
  • Cost:   Ensure the project is on track to complete within its budget.
  • Scope:   Ensure the scope has not changed, and that additional, unauthorized work is not being performed.
  • Quality:   Ensure the quality of the products being produced is according to the specifications within the plan.
  • Resources:   Ensure the resources are still available and they are not overextended.
  • Procurement:   Ensure the required subconsultants, suppliers, and materials are still available and are performing their work as planned.
  • Risks:   Ensure the risks to project success are still being adequately mitigated .
  • Communications:   Ensure the stakeholder communications are conforming to the communications plan .

An effective project management information system provides a place for the project manager to track these items, thereby ensuring a project that sticks like glue to its project management plan.

Because a project is defined as temporary and unique, the first two (schedule and cost) are virtually always a central consideration in project success.  They are tracked using a system called earned value management .  In this system, the budget and schedule status are calculated based on the percent complete of each task.  This status is calculated and reported in the following four variables:

  • Schedule Variance (SV):   The amount that the project is ahead or behind schedule expressed as a project budget, for example, SV = $1,000 means that the project is ahead of schedule.
  • Cost Variance (CV):   The amount that the project is under or over budget .  For example, CV = $1,500 means that the project under budget by this amount.
  • Schedule Performance Index (SPI):   The schedule efficiency , or the amount that the project is ahead or behind schedule as a percentage of the overall project size.  For example, SPI = 1.1 means the project is 10% ahead of schedule.
  • Cost Performance Index (CPI):   The cost efficiency , or the amount that the project is under or over budget as a percentage of the overall project size.  For example, CPI = 0.8 means the project is 20% over budget.

There are several other variables that are used to extrapolate the current project performance to determine the projection of final project schedule and budget, for example the Estimate to Complete  (ETC), Estimate at Completion (EAC), Variance at Completion (VAC) and the To Complete Performance Index (TCPI).

It is possible to track project progress without using earned value metrics.  But a project management information system that follows well established project management industry standards will feature the calculation of these values.  And the project manager using them will need to know what they mean to present them to upper management or stakeholders.

Project Management Information Systems in the PMBOK

PMBOK Guide

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

As you might expect, the use of a PMIS is woven throughout the project management profession, and it is also quite interwoven with each knowledge area , hence it appears as a tool & technique for many processes:

Project Integration Management

  • Tool & Technique of the Direct and Manage Project Work process (PMBOK 4.3.2.2)

Project Schedule Management

  • Tool & Technique of the Sequence Activities process (PMBOK 6.3.2.4)
  • Tool & Technique of the Develop Schedule process (PMBOK 6.5.2.7)
  • Tool & Technique of the Control Schedule process (PMBOK 6.6.2.3)

Project Cost Management

  • Tool & Technique of the Estimate Costs process (PMBOK 7.2.2.7)
  • Tool & Technique of the Control Costs process (PMBOK 7.4.2.4)

Project Resource Management

  • Tool & Technique of the Estimate Activity Resources process (PMBOK 9.2.2.6)
  • Tool & Technique of the Manage Team process (PMBOK 9.5.2.2)
  • Tool & Technique of the Control Resources process (PMBOK 9.6.2.4)

Project Communications Management

  • Tool & Technique of the Manage Communications process (PMBOK 10.2.2.4)
  • Tool & Technique of the Monitor Communications process (PMBOK 10.3.2.2)

Project Risk Management

  • Tool & Technique of the Implement Risk Responses process (PMBOK 11.6.2.3)

Related posts:

PMBOK Guide

About Bernie Roseke, P.Eng., PMP

Bernie Roseke, P.Eng., PMP, is the president of Roseke Engineering . As a bridge engineer and project manager, he manages projects ranging from small, local bridges to multi-million dollar projects. He is also the technical brains behind ProjectEngineer , the online project management system for engineers. He is a licensed professional engineer, certified project manager, and six sigma black belt. He lives in Lethbridge, Alberta, Canada, with his wife and two kids.

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That’s a good idea to divide the project into tasks so that you can make a list of what needs to be done faster. I would think that having a list of small manageable tasks that you could mark off would make it seem like you are getting things done more than one big task. I’ll have to think about getting some software like that since I am considering starting a construction company with my brothers.

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Project Management System: Definition & Features

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Vartika Kashyap

Project Management System

There is no one holistic way to manage projects. 

Project management has evolved significantly in the last few decades. Every project manager has their own set of rules and strategies that make them effective at their job. 

However, there is one thing common among all the top-performing project managers. Each of them has a project management system in place to organize all the nuts, bolts, and components of their projects. 

In this article, we will discuss what these project management systems are. Why do project managers use one? What benefits do project management systems provide? And, how to choose the best tool to reflect your preferred project management system? 

Without further ado, let’s start with the basics.

Table of Contents

What is a project management system?

Why use a project management system , 1. streamlined work and flow of information , 2. better control over teams and work, 3. progress tracking on all levels, 4. productive work environment, 5. happier and healthier employees, traditional project management system.

  • Agile project management system 

Hybrid project management system

1. proofhub, 2. basecamp, features of project management system software, the bottom line, what is the difference between project management and project management systems, why are project management systems crucial in modern businesses, q how do project management systems improve productivity and efficiency.

A project management system is a systematic framework to handle operations within an organization. Now don’t confuse it with project managemen t , which means handling specific tasks. Project management systems deal with tackling complex challenges and opportunities within an organization.

To put it simply, a project management system allows you to look at the big picture and understand how everything in an organization is connected. 

Any system is defined by the interconnected subsystems that support it. Now, when we apply this systems approach to project management, we create what’s called a “project management system,” which consists of six subsystems working together.

To illustrate the concept in detail, let’s consider the following example. 

Imagine your company is revving up for a big product launch. Here’s how the six subsystems of your project management system may look like:

  • Facilitative organizational subsystem: This sets up the structure for project teams within the larger organizational framework. It establishes how projects are initiated and completed within the organization.

First, the managers establish distinct roles for team members. Someone’s on design, another on content, and others on ads and outreach. This breakdown of responsibilities gives everyone a clear place in the team.  

  • Project planning subsystem: This part deals with selecting projects, defining their objectives, and planning how to achieve those goals. It decides how resources will be allocated to support the project.

Next, the managers meticulously craft a detailed plan and timeline. This involves outlining the steps from idea conception to launch day, ensuring they don’t miss a beat.

  • Project control subsystem: This handles setting standards for project mil estones , budgets, and technical performance. It monitors the progress of the project and takes corrective action if needed.

To keep things on track, the managers might set up milestones. These checkpoints allow them to gauge progress and make adjustments as needed.

  • Project management information subsystem: This involves gathering and managing information essential for controlling projects. 

This involves meetings. Exchanging updates, discussing roadblocks, and making decisions based on the shared information to steer the project in the right direction. 

  • Techniques and methodology: These are various tools and methods (like PERT, CPM, etc.) used to evaluate and make decisions about projects.

To ensure all this works out without anything slipping through the cracks, managers need to incorporate techniques and methods. In other words, they need to use tools like ProofHub , which supports these methods. This tool serves as the digital dynamic blueprint of your project.

  • Cultural ambiance subsystem: This is about how people within the organization feel and behave regarding project management. It includes their attitudes, perceptions, and values about how things should be done.

So, with all these interconnected subsystems, the marketing team can organize the project to crush that product launch.

No matter what challenge you are trying to overcome, a structured approach is always more beneficial than shooting arrows in the dark. Project management systems are essential to keep up with today’s fast-paced businesses. 

Imagine spending hours planning the new marketing campaign, only to find your sales team has no idea. Facepalm, right?

With project management systems in place, organizations can straightaway avoid such blunders. These systems act like a hub where all your project details, teams, and team communications are consolidated. This means no more frantic searching through endless emails or lost documents buried in digital chaos.

Plus, it fosters collaboration among teams , ensuring everyone is on the same page and moving forward together towards the common goal.

These systems bring order to the chaos, making your work life smoother and more productive. Whether it’s tracking progress, assigning tasks, or monitoring deadlines, a project management system becomes your trusty sidekick in navigating the complex terrain of modern business.

Here are some of the benefits associated with using project management systems. 

 Benefits of using a project management system 

Let’s dive into the incredible advantages of incorporating a project management system into your work process:

Project management systems provide a structured and streamlined flow of information. Clarity is of the essence when we talk about meeting project goals and objectives.

It tosses out any confusion and provides a clear understanding of project goals and objectives. Most teams use their preferred workflows This divergence often creates data silos that hinder cross-team collaboration . 

When one team remains clueless about the progress of another team’s project, chao is unavoidable. But with a dedicated system in place, capable of consolidating information into a coherent representation, the puzzle pieces fall into place. Management gains a bird’s-eye view, enabling them to prioritize tasks judiciously and make informed decisions.

Additionally, it allows for a clear understanding of who is working in what, making it easy for managers to make the best use of their resources .

By leveraging these systems, any ambiguity or uncertainty surrounding project goals is swiftly eliminated. Teams are not only equipped with a crystal-clear understanding of what needs to be done but also how and when it needs to be done.

Juggling between tasks and resources is a daily struggle for every project manager. Technically, spreadsheets, whiteboards, and sticky note s can work, but those are not the most effective means. Those who have a project management system at their disposal, make this struggle a walk in the park.

As a good manager , you know what your team members are capable of achieving. You don’t want to underplay that opportunity. These systems offer a bird’s-eye view of resources. They help allocate people, time, and money wisely, making sure nothing falls through the cracks.

Project management software provides a deeper level of control with custom roles. This feature simplifies the effective governance of an account while giving the proper amount of freedom to employees within their domain.

Keeping tabs on your projects is crucial for timely delivery. But when you’re juggling multiple tasks and team members, relying solely on individual check-ins opens the door wide for estimation errors.

That’s where a project management system becomes your superhero. This setup lets you dive into each project’s status, empowering you to make informed decisions on the fly.

With everyone’s efforts aligned and resources allocated strategically, you can spot potential hurdles before they trip you up.

The result? Your project team glides along the timeline effortlessly, hitting milestones with precision. No more scrambling or last-minute panics. Just smooth sailing towards project success.

Digital disruptions are cited as the number one productivity killer on the internet. However, you can’t work without technology in this digital era. 

So how do project management systems solve this issue?

By providing an untangled view of the project information. 

The more visibility a team has into an organization’s endpoints, the more effective they can be in resolving or even preventing, digital friction. 

In other words, having all the information organized well at one convenient location makes it easier to find what you are looking for. This means less time and focus spent on redundant tasks, and more on work that actually matters. 

Moreover, project management systems harness data analytics to offer actionable insights. By collecting and analyzing data on project progress, resource allocation, and performance metrics, these systems empower informed decision-making.

Last but not least, the wellness of your team members. This is a worn-off maxim but success of any project depends on the people working on it. A good project management system steps in as a crucial support, simplifying tasks and reducing stress.

Clarity is key. Instead of stumbling around in uncertainty, a robust project management system lays out all the necessary details: what needs to be done, when, how, and by whom. This clarity eliminates the stress that comes from ambiguity, providing a clear path forward.

And let’s not forget about everyone’s favorite: the dreaded micromanagement monster. These systems let people do their thing without someone breathing down their necks. When team members aren’t suffocated by strict oversight, creativity thrives, stress diminishes, and productivity soars.

Types of project management system

No two projects are the same. No two project managers are the same. Ofcourse, the system they follow to manage their project is also going to be different. 

Project management systems widely depend on the project management methodology a project manager is following. Tough there can be more, here is the list of the top three project management systems that you can encounter within organizations: 

Traditional project management typically follows a structured approach involving specific phases and processes. This system might involve clear, linear reporting structures where each team or department has its defined roles, responsibilities, and reporting lines. 

This traditional system might not fully integrate different project elements, and work might be compartmentalized within functional areas or departments. 

However, traditional project management systems can be advantageous in certain contexts, especially when dealing with straightforward, routine projects.

Here are a few of the benefits: 

  • Traditional systems often have clear reporting structures and hierarchies, which can streamline decision-making processes.
  • Departments in traditional systems often specialize in their areas, allowing for deep expertise and proficiency within those domains.
  • Clear delineation of roles and responsibilities can reduce confusion and ambiguity, ensuring that individuals understand their specific duties within the project or organization.
  • The stability inherent in traditional systems can provide a sense of security and predictability for employees and stakeholders. 
  • Decision-making could be more centralized, with limited interdepartmental collaboration. 
  • People might feel more comfortable and familiar with traditional systems due to their long-standing presence and established norms.

Agile project management system  

At its core, agile project management is all about being flexible and adaptable to changes. Now, this may sound contradictory to having a systematic approach to project management, but hear me out! 

Agile project management corresponds to a mindset driven by values and principles. To bring this mindset to life, you need a system in place that allows you to be flexible and adaptive. 

An agile project management system would consist of various interconnected subsystems. These could include teams setting up work in a short, intense sprint, tackling smaller bits of the project at a time.

Within the larger Agile project management system, the sub-systems can be represented by various Agile methodologies like Scrum, Ka nban , or Extreme Programming (XP). 

Each methodology contributes its practices and principles to the overall functioning and meeting the business objectives.

Here are some of the benefits of implementing agile project management systems.

  • Accelerates product delivery through iterative development.
  • Efficiently allocates resources based on changing project needs.
  • Minimizes unnecessary work through iterative planning and feedback.
  • Facilitates clear and frequent communication among teams.
  • Ensures alignment of project goals with broader business objectives.
  • Identifies and addresses issues early in the development cycle.
  • In-depth visibility into project progress and challenges.

A hybrid project management system might integrate different project management methodologies. For instance, it could involve a mix of Waterfall and Agile methodologies, allowing for structured planning and sequential execution while also incorporating flexibility and iterative processes.

A hybrid system would address the shortcomings by balancing the benefits of traditional hierarchical structures with the collaborative nature of modern project management. 

For instance, Let’s consider a scenario where three departments—Marketing, Software Development, and Operations—are involved in a project within a company. Each department traditionally follows different methodologies. This hybrid approach capitalizes on Agile’s adaptability, Waterfall’s structured planning, and Lean Six Sigma’s focus on efficiency.

It enables adaptable marketing strategies to align with market dynamics, sequential software development, and continuous operational optimization for waste reduction. 

Here are some of the benefits associated with hybrid project management systems.

  • Maximizes adaptability by blending diverse methodologies.
  • Collaboration among departments with varied work structures.
  • Optimizes project efficiency by using the right methodology for specific project phases.
  • Drives continual improvement through the integration of best practices from different systems.
  • Balances structured planning with flexibility, mitigating risks associated with singular methodologies.

5 best project management system software

Albert Einstein once said, “The definition of insanity is doing the same thing over and over again and expecting different results.” 

If you’re still relying on outdated manual methods or struggling with scattered spreadsheets, it’s time for a change. 

It’s time for you to use a reliable project management system that can streamline your workflow, boost collaboration, and skyrocket your productivity.

Proofhub - Project management system

ProofHub is a project management and team collaboration software designed to adapt to the unique needs of almost every project within an organization. Its user-friendly interface and customizable workflows easily adjust to frequent operational changes. ProofHub is an ideal choice for handling projects of any scale, be it organization-wide endeavors or team-specific tasks.

Everything you need is consolidated within a single platform. This tool covers the entire project lifecycle: planning, task assignment, collaboration, progress tracking through multiple project views, custom reporting, time tracking, and proofing . This eliminates the need to open 15 different tabs just to get an idea of where things stand. 

What’s more? ProofHub offers a transparent pricing structure with no per-user fees. This means you get complete control over extensive functionalities without any surprise costs for additional features or new team members.

Top features and benefits

  • Consolidate view of all projects at one place.
  • All gantt view to track organization wide project progress
  • Customizable project views to focus on what matters most. 
  • Project categorization to group multiple projects under one heading
  • Create custom statuses and assign them to projects.
  • Extensive custom reports with burnup charts and overdue tasks to track the progress. 
  • Bulk allocation with custom access roles to facilitate resource optimization. 
  • Organize people in your account by creating different groups of clients, users, and teammates.

With ProofHub, you only pay for what you use, with NO hidden fees and sneaky charges.

ProofHub offer a 14-day free trial with all the features and two paid plans: 

  • Essential plan , priced at just Flat $45 per month(billed annually)/unlimited users
  • The Ultimate Control plan , priced at Flat $89 per month (billed annually)/unlimited users/projects/features 

Start managing your teams and projects efficiently with ProofHub!

Basecamp - Best for basic project management

Basecamp allows you to build an unlimited number of projects, to-do lists, file storage, and project templates, which can save managers a lot of time. It is the basic project management platform that fits best for those who have just started with project management platforms.

Small and mid-sized businesses should organize projects, manage schedules and reports, assign tasks, and delegate work to team members.

However, it’s important to note that Basecamp may not be suitable for larger enterprises or highly complex projects that require advanced functionalities. Additionally, some users have reported limitations in terms of customization options and integration with other tools. 

Top features & benefits

  • Message boards, schedules, to-do lists
  • Document and file storage
  • Easy-to-use and simple interface
  • Tag team members easily
  • Synchronize calendars across your team
  • Its basic plan, at $15 per user per month, is ideal for freelancers. 
  • The advanced plan, which is the best fit if you are a growing company, is $299 per month, billed annually with no per-user fee.

Wrike - Best for project portfolio management

Its project portfolio management helps in better execution of strategy, planning, and results in one place. It offers a very active and engaging community of users, which makes it excellent for team collaboration. 

While Wrike offers a Gantt chart view, sadly this feature is only available in the paid plans. This limitation may impact users who rely heavily on Gantt charts for project planning and visualizing timelines. 

Furthermore, some users have expressed concerns about the overwhelming interface of Wrike, particularly when handling complex projects or a large number of tasks. 

  • Create unlimited subtasks with unlimited levels of nesting
  • Helps you to turn strategy into an actionable plan 
  • Provide accurate and up-to-date info to clients
  • Offer special customization for marketing

It provides basic plans free of cost, but for advanced features and managing teams effectively, you need to shift to its professional plans, starting at $9.80 per user/month.

Asana - Best for task management

Asana is a project management system (software) with more emphasis on task management. Asana’s intuitive interface and flexible project views make it easy for teams to coordinate, delegate tasks, and track progress, fostering collaboration and enhancing produ ctivity . Asana allows you to keep track of all your tasks effectively using workflow automation software , so you don’t have to spend time hunting down emails or other documents that contain incomplete information.

While Asana excels in task management, it has a limitation of assigning tasks to only one person . Moreover, the higher pricing of Asana has been a source of frustration for many users.

  • Schedule and prioritize tasks on a special Asana calendar 
  • Generate detailed progress reports
  • Directly comment on a task to clarify exactly what needs to be done
  • Advanced search functionality

Asana provides a basic task management plan for individuals who have just started project management, but if you are a growing team, its premium plan starts at $10.99 per user per month, billed annually. 

However, to handle a large team or company, you will have to go for its expensive business plan, which costs $24.99 per user per month, billed annually.

Clickup - Best for task automation

ClickUp stands out as an exceptional choice for task automation. With its robust set of features and customizable workflows, ClickUp empowers users to automate repetitive tasks, saving valuable time and effort.

You can create boards for each project or task that you need to manage and organize them into lists. There are also built-in notifications that let everyone know when they need to check in on something – like when a task needs their attention or when an important milestone has been reached. 

Users of ClickUp often express frustration with the platform’s steeper learning curve. The abundance of features can be overwhelming, particularly during the initial setup. Users have also complained about it being slow and buggy at times.  

  • Customize the workflow with stages to keep people on the same page. 
  • Create spaces to organize work with customized features, workflows, and tags. 
  • Add time estimates for automatic scheduling. 
  • Control what others can see and what they can do. 

If you need a basic plan for yourself, you can go for its free version. Its advanced plans start at $7 per user per month when billed annually. 

However, if you need a plan with advanced automation features, you need to choose the business or business plus plans, priced at $12 per member per month, and billed annually.

Looking for the right project management system for you? Try ProofHub’s 14-day free trial. (No credit card required, cancel anytime) Start your free trial!

If you introduce project management into an organization without really thinking about how it fits into the bigger picture of how the organization works, you can run into some problems. 

People might get confused about who’s in charge of what, information might start getting tangled up as it moves around different parts of the organization, and managers might start getting headaches.

When selecting a project management system software, I highly recommend choosing one that provides the following features:

  • Centralized place to view and manage all projects: It’s crucial to have a project management system that offers a centralized platform where you can easily view and manage all your projects in one place. This way, you can stay organized and have a clear overview of everything that’s going on.
  • Resource scheduling, forecasting, and planning: A good project management system should provide tools for resource scheduling, forecasting, and planning. This will help you allocate your team members’ time effectively, ensure you have the right resources available when needed, and create realistic project timelines.
  • Smart task management: Task management is at the core of project management. Look for a system that offers robust task management capabilities. This includes features like creating tasks, assigning them to team members, setting due dates, and tracking progress. It should be easy to update task statuses and collaborate with your team members on task-related activities.
  • Ease of use: You want a project management system that is intuitive and user-friendly. The last thing you need is a complex system that adds more confusion to your workflow. Look for a system that is easy to navigate, with a clean and organized interface that doesn’t require extensive training to get started.
  • Accurate time management: Time is a valuable resource, so it’s important to have a project management system that helps you optimize it. Look for features like time tracking, time estimates, and reminders to stay on top of deadlines and ensure efficient time management throughout your projects.
  • Customizable workflow: Every team and project is unique, so having a project management system that allows you to customize your workflow is a huge advantage. Look for a system that offers flexibility in adapting to your specific project management processes and methodologies.
  • Reporting and analytics: To make informed decisions and track the progress of your projects, you need a system that provides robust reporting and analytics capabilities. Look for features that allow you to generate insightful reports, visualize project data, and gain valuable insights into your team’s performance and project outcomes.

Also read: How to choose a project management software: A complete guide

By considering these essential features, you can choose a project management system that aligns with your needs, enhances collaboration, and improves overall project efficiency and success.

Find the perfect project management tool for your needs! Explore best project management tools for 2024 and take your projects to new heights.

Project management is without a doubt a demanding job. Tough,  viewing your project through the lens of project management systems can make things manageable to a great extent. By utilizing these systems, you can streamline workflows, foster seamless collaboration, and propel your projects toward resounding success.

Whether you choose a traditional, agile, or hybrid approach, the key lies in harnessing the power of a project management system to unlock your team’s potential. Embrace the tools and techniques that resonate with your goals, and watch as your projects flourish with efficiency, productivity, and outstanding results. 

Take the leap into the world of project management systems and embark on a journey of enhanced project success today.

Further reading:

The 11 Best Project Management Software for Your Team

Top 8 Benefits of a Project Management Software For Managers

Project Management Techniques and Tools To Use In 2024

Key Project Manager Roles and Responsibilities

Project management system FAQs

A project management system is a structured framework that oversees operations within an organization, containing various interconnected subsystems. While project management involves handling specific tasks, the project management system addresses complex challenges and connections within the organization.

Modern business includes many dynamic elements. Project management systems act as hubs consolidating all the project details, teams, and communications, within an organization. They foster collaboration, streamline workflows, and provide a clearer understanding of project goals. This structure avoids chaos, ensuring everyone is on the same page, and ultimately leads to smoother, more productive work processes.

By offering a clear understanding of project goals and resource allocation, project management systems reduce confusion, optimize resource utilization, facilitate informed decision-making, and provide actionable insights through data analytics. This leads to less time spent on redundant tasks and more focus on impactful work.

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Project Management Knowledge

Simply explained by a PMI-certified Project Manager

Project Management Information System (PMIS)

Project Management Information System (PMIS) are 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. Project Management Information System (PMIS) is used by upper and lower management to communicate with each other. Project Management Information System (PMIS) help plan, execute and close project management goals. During the planning process , project managers use PMIS for budget framework such as estimating cost s. The Project Management Information System is also used to create a specific schedule and define the scope baseline. At the execution of the project management goals, the project management team collects information into one database. The PMIS is used to compare the baseline with the actual accomplishment of each activity , manage materials, collect financial data, and keep a record for reporting purposes. During the close of the project, the Project Management Information System is used to review the goals to check if the tasks were accomplished. Then, it is used to create a final report of the project close. To conclude, the project management information system (PMIS) is used to plan schedules, budget and execute work to be accomplished in project management.

This term is defined in the 3rd and the 4th edition of the PMBOK .

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What Is a Project Management System?

  • 1.  Project Management Basics
  • 2.  Project Management Methodologies
  • 3.  Project Management Life Cycle
  • 4.  Project Management Software
  • 5.  Team Collaboration Tips
  • 6.  Agile Methodology Basics
  • 7.  Agile Project Management Tools & Techniques
  • 8.  Project Management Frameworks
  • 9.  Resources
  • 10.  Glossary
  • Advanced Terminology
  • Methodologies
  • PM Software Features
  • Basic Terminology
  • Professional Development
  • Agile Project Management

The word “system” has two distinct definitions:

  • A set of principles and procedures that dictate how something is done
  • A set of parts that form a complex whole

Depending on the definition of “system” used, a project management system can also have two different meanings.

The first meaning refers to the entire system of processes and principles for completing a project. That could encompass specific teams and contributors, procedures, workflows, tools, and more. You can think of it as the entire ecosystem in which you’re delivering projects.

However, as technology has continued to play a more important role in our working world, the term “project management system” has also been used to describe the technology solutions and platforms that teams use to plan, organize, and manage complex projects . These can include general software applications such as spreadsheets and email applications, or specific project management applications such as Wrike.

For that reason, you might also hear this referred to as a project management solution. It can be used for many aspects of the project, including:

  • Creating estimates for activities
  • Creating, updating, and reporting schedules
  • Tracking costs and budgets
  • Allocating resources
  • Recording and managing risks
  • Controlling project changes
  • Sharing project information and updates

Put simply, a project management system could represent the entire process for a project, the technology tools used to complete the project, or in many cases, both.

Project management system example

So, what do both definitions of a project management system actually look like in practice? Let’s clear things up with a brief and simple example.

Imagine that a marketing team is tasked with creating a series of educational webinars. 

When thinking about the broader project management system they use to organize their work, they might assign clear roles and responsibilities to the project team, create a detailed project plan and timeline , map their critical path to understand their most important project activities, set milestones to keep themselves on track, and host regular check-ins to monitor progress. 

When it comes to a project management system in the technical sense, they use a collaborative work management platform (like Wrike ) to store and coordinate all of those pieces — like their responsibilities, timelines, tasks, and workflows. 

Both systems — their processes and their technology — work together to help them deliver a webinar series in a structured, reliable, and manageable way. 

Why use a project management system?

Whether you’re talking about overarching processes and principles or technology solutions, both systems give teams a more structured approach to projects. That level of organization leads to a number of benefits, including: 

  • Improved clarity: Clear processes and centralized communication mean less confusion about project goals and how you’ll get there.
  • Increased accountability: Similarly, a project management system gives team members better visibility into how they fit within the overall project, which increases their sense of ownership over their assigned tasks.
  • Better collaboration: When people understand what they’re working toward and what they’re responsible for, they can work together with less friction and frustration.
  • Repeated success: A system is a framework that can be used over and over again, which means it doesn’t just help one project succeed — it helps all projects succeed. 

Add all of that together, and you get to the main reason for using a project management system: It enables your team to deliver more winning projects on time and under budget. 

Types of project management systems

Let’s talk a little more about a project management system as the entire ecosystem in which a project is completed. That can be broken down into the following six subsystems :

Facilitative organizational

This subsystem is used to organize project team members into reporting hierarchies. Many organizations have a matrix structure where project members report to a functional head and a project head. This subsystem deals with creating the organizational structure and placing people within it.

Project planning

This subsystem deals with the planning of projects, programs, and portfolios.

Project control

This subsystem includes all the processes and procedures for controlling project execution.

Project management information

This subsystem encompasses the principles and procedures for managing information, including everything from communication plans to knowledge databases.

Techniques and methodology

This subsystem consists of all the management science techniques used in project management. Some examples include CPM (critical path modeling), PERT (program evaluation and review technique), and Monte Carlo simulation .

Cultural ambiance

This subsystem handles the organization’s culture around project management and how it is viewed and carried out. For example, do functional employees who are not directly involved with projects understand and support project management? Are they aware of projects occurring within the organization that affect them?

Essential features of project management system software

Now that we’ve taken a closer look at the overarching project management system, let’s zoom in on the technology piece of the puzzle. What do you need to look for in project management system software?

The answer to that question will vary depending on the size of your team and organization, the nature of your work, and the complexity of your projects. But, in general, look for a platform that has:

  • Task assignments and deadlines to provide clarity about project progress
  • Customizable dashboards, forms, and workflows to tailor the platform to your team
  • Adequate storage to keep all project documentation in a centralized place
  • Integrations with the apps and tools your team is already using
  • Accessibility from any device so that teams can work from anywhere
  • Templates for common workflows and documents to save you time in the future

That’s the bare minimum. You might also want to look for features that are more suited to your specific team, such as time tracking, invoicing software, resource management , shared team calendars, and more. 

Tips for choosing the right project management solution

You know the basics that you should look for in a project management solution, but finding the right option for you, your team, and your projects can still feel daunting. Here are a few tips to help you land on the system that’s the best fit for you. 

1. Consider your needs

Any project management system should cover the nuts and bolts, so it’s worth thinking about what unique features you might need.

Are approvals a constant bottleneck and you need a solution that streamlines that part of the process? Do you work in a service department and need to be able to create customized and dynamic request forms? Do you need next-level digital asset management? Do you need powerful automation? 

Sit down with your team to identify not only the must-have features, but also the bonus features that would significantly help you complete your projects. That will guide you as you evaluate your options. 

2. Understand your budget 

Project management systems come in all shapes, sizes, and costs. You need to know how much you can spend on a system so that you can find the best option within your budget.

Keep in mind that systems are priced differently. Some might charge for a certain number of users. Others might charge for a specific timeline. Others might charge by feature. Pay close attention to those details to avoid an unpleasant surprise. 

3. Take some solutions for test runs

Most project management solutions will offer free trials ( Wrike does !) so that you can play around with the system and get a sense of how it actually works. 

Don’t do this alone. Involve some team members in these trials so that they can try out various tasks and activities that they’re responsible for and provide feedback on what system they think is the right choice. 

How Wrike’s project management system can benefit your company

Still stuck on which project management system to go with? Give Wrike a try. It’s a comprehensive solution that provides total visibility and enables your entire organization to collaborate seamlessly. 

Wrike has all of the must-have features of any project management system, along with plenty of others — from time tracking to templates — to help your team get more projects across the finish line with way less stress.

Plus, Wrike is completely customizable. From custom dashboards and workflows to automations and templates, you can build Wrike to fit your team’s work — and not the other way around.

Ready to get started? Sign up for your free trial of Wrike today . 

Basic Project Management

  • Project Charter
  • Project Management Stakeholders
  • What is a Project?
  • Work Breakdown Structure
  • Project Objectives
  • Project Baseline
  • Project Management Scheduling
  • Project Management Work Packages
  • Project Management Scope
  • Scope Creep

Advanced Project Management

  • What is PERT?
  • Network Diagram
  • Risk Management
  • Cost Estimation
  • Feasibility Study
  • Monte Carlo Analysis
  • Project Integration
  • Cost Management
  • PMI Project Management
  • What To Do With Certification
  • Certification
  • Become Certified
  • PMP Certification
  • Best Certification

Software Features

  • Critical Success Factors
  • Capacity Planning
  • User Role Access Permissions
  • Time Tracking
  • Budget Tracking
  • Request Forms
  • Work Assignments
  • Version Control
  • Dependency Managements
  • Project management Milestones
  • Project Management Software
  • Project Management Tools
  • Project Management System
  • Gantt Charts
  • Technical Support
  • Find My Rep

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Information Systems Project Management

Information Systems Project Management

  • David Avison - ESSEC Business School, Cergy-Pontoise, France
  • Gholamreza Torkzadeh - University of Nevada Las Vegas, USA
  • Description
  • There is a balance between socio-cultural and technical aspects and there is a balance between qualitative and quantitative aspects – project management is seen as both an art and a science.
  • It provides an information systems orientation for project management: neither information technology oriented on the one side nor production and operations oriented on the other, but of application to both within an organizational-wide view.
  • It stresses information systems as a whole, not just software development – no project is successful if only software aspects are considered.
  • It gives a truly international view of the domain – examples and experiences from different parts of the world add richness as well as context to the material. Globalization has ensured that most projects take on an international dimension.
  • The book provides a coherent explanation of the concerns of the project manager as the project develops through the project life cycle – it does not follow a 'kitchen sink approach'.
  • Each chapter has the following consistent structure: introduction and outline, an exhibit, the main text with examples, chapter summary, exercises, discussion questions, interview with project manager and appendix – this structure provides coherence and consistency.
  • The exhibit, interview and appendix contain real-world examples, experiences, case studies, discussion material, software descriptions and professional codes – these provide material for class discussion and group work.
  • The material has been used on our courses in the United States, Europe and Australia, given to practitioners as well as students (both undergraduate and postgraduate) – it has been well tested as part of our own project managemenThe material in this text has been proven successful through repeated use in courses in the United States, Europe, and Australia, by practitioners as well as undergraduate and postgraduate students.

Intended Audience This core text is designed for advanced undergraduate and graduate courses such as Management Information Systems, Computer Information Systems, Information Systems, and Decision and Information Systems in the departments of information systems, information technology, and business.

See what’s new to this edition by selecting the Features tab on this page. Should you need additional information or have questions regarding the HEOA information provided for this title, including what is new to this edition, please email [email protected] . Please include your name, contact information, and the name of the title for which you would like more information. For information on the HEOA, please go to http://ed.gov/policy/highered/leg/hea08/index.html .

For assistance with your order: Please email us at [email protected] or connect with your SAGE representative.

SAGE 2455 Teller Road Thousand Oaks, CA 91320 www.sagepub.com

This book provides a good support for project management courses. It focuses on IS projects which makes it more specific. I would recommend to use it in PM courses with focus on IS, but not in specialized Information Systems Development courses. Information related to IS development methodologies and exercises using MS Project are rather limited. Nonetheless, the book is a good source for further reading.

I found this to book to be a highly essential guide that aligns with the course that i am delivering. I will be putting title forward to be a core text

not enough backgroud on project management tools (MS Project or Oracle's Primavera)

Methodology in this book is treated as systems development methodology, instead of project management methodology, which makes the focus too narrow for an IS/IT course. Agile is only given a cursory couple of pages, and some of the other sections are patchy.

I think it is a good and thorough book, especially since it covers and exemplifies the use of a modern project management tool and talks about risks in an IS project. However, it is also a bit too much for our new beginners.

We might take it under new consideration in the future, since we have a special course on project management. I will give the book to the teacher in question.

  • Provides a balanced approach between socio-culutural and technical issues as well as between qualitative and quantitative issues to depict project management as both a science and an art.
  • Has a international viewpoint with well-known and experienced authors based in Europe and the US
  • Includes appications of both information technology and production-operations management with a focus on information systems to demonstrate the real environment that exists for IS projects.
  • Contains the training and professional elements necessary for those preparing for professional certification examinations (although not designed for any one specific examination).

Sample Materials & Chapters

Chapter 6 - Managing Information Systems Project Time and Resources

Chapter 11 - Outsourcing and Offshoring Information System Projects

For instructors

Select a purchasing option.

SAGE Knowledge Promotion

This title is also available on SAGE Knowledge , the ultimate social sciences online library. If your library doesn’t have access, ask your librarian to start a trial .

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project on management information system

  • Project Management

Introduction to Project Management Information System

project management information system - invensis learning

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. With the advances in technology, Project Management has been 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 collected in the project is valuable and should be stored for future usage. 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. 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. To overcome these issues, the Project Management Information System has been developed as a software tool that project managers can use 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. The PMIS will have scheduling tools with which the project could be under control. The schedule is communicated to team members to flow with it. The project planning is easier with PMIS since the resource availability, and the cost can be easily linked with the planning.

Budget and Estimation

Budget and estimation is the feature that is combined with the plan and schedule of the project. The reason is that the costs are assigned for every task in the project. The entire project’s estimate is calculated by estimating the costs for each task. 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. Managing the resources is essential since every task’s time and cost requirement can be calculated. The costs spent on procuring goods or services are managed. 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 existing plans are updated in the case of any changes made internally or by the customers. Some of the changes have to be accepted and updated in the project plan. The current status of the project is identified with the help of calculations like Estimate at Completion (EAC), Estimate to Complete (ETC), Variance at Completion (VAC), etc.

Progress Reporting and Communication

The reports are generated for every task and project to understand and deliver the work done. It is used for future projects to take the positives from the project. The PMIS system will help generate progress reports to communicate with various team members and stakeholders. The reports are analyzed for any selection that is made. 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. Several applications and programs are integrated with PMIS so the information is collective and could produce productive and useful information. The information that is required can be collected or analyzed effectively.

Advantages of Project Management Information System

As discussed, the traditional project management system has some disadvantages that need to be overcome. However, with the Project Management Information System, several advantages are achieved, and the following are some of them.

Better Collaboration and Teamwork

The teams can collaborate and work together as the communication is effective with the Project Management Information Systems. Since the teams are working together, the time and the costs are reduced. Furthermore, any changes or issues could be addressed immediately to the other teams and hence can work on it instantly. Another advantage here is the documentation which is easier to transmit between the team members.

Competitive Advantage

The project teams were migrating to the PMIS-based system to attain its benefits. The competition in the industry is tackled only by using new and cutting-edge technologies. Here, with the help of PMIS, every process is handled effectively without taking much time and cost. More projects are attained with the increase in the number of customers.

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. Complete control over the project is ensured with the help of this PMIS system. Cost and time are the two important factors that have been tracked easily with the PMIS system.

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. With the PMIS system, the challenges that are arrived in the project can be handled effectively so that project managers can make the decisions in the right manner. 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. Since this is a software tool, multiple projects are handled effectively by focusing on essential parameters. The chances of occurring errors and failures will also be reduced while using the PMIS system. The projects are managed simultaneously with this advanced option. 

How to Select Project Management Information System

Not all Project Management Information System is the same, and hence the one suitable for the project is selected. Several factors are to be considered while working with the selection of a Project Management Information System. Here are some factors that 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. The ease of using the PMIS should be focused on while selecting it. The team members should not find it difficult to work with it.

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, but the required ones are selected for the needs.

Mobile Application

Mobile application availability should be verified before buying the Project Management Information System. The mobile application will be helpful for the users to manage the task effectively without the need for a computer, and hence it is expected.

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

Third-party applications are expected to be integrated with the PMIS system to make it more effective. 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. Based upon the need and the budget, the one that is required for the organization can be selected. The following are some examples of PMIS systems available.

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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.

It is clearly understood that with the Project Management Information System, the challenges faced in the traditional system are overcome. It also helps meet the various other benefits in the project management for the project managers. The features and functions of the PMIS system make it beneficial for the project managers to work with it effectively. Since project management is the primary task for the project managers, a tool that helps in all their tasks would be helpful. This advanced computer-based software application helps project managers in handling project tasks efficiently and effectively.

If you are keen on learning more about Project Management and its concepts, try our product, “ Project Management Fundamentals Training ,” from Invensis Learning. With this course, you could have expertise in the fundamentals of project management that will help you be involved in day-to-day project activities. In addition, there are various other courses offered by us, and have a visit to our website .

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Overview: Project Management Information Systems 

  • July 8, 2022

Maddie Caron

What Are They and How Do They Work?

With organizations around the globe increasingly relying on software for automation of project management processes, there is an increased interest in Project Management Information Systems (PMIS). Project Managers are looking to improve the accuracy of their project data and leverage specific key performance indicators (KPIs) and reporting capabilities to make the best possible business decisions.  

By nature, Project Managers are continually faced with navigating the many moving pieces and challenges that come with managing and delivering on a project. Dealing with the complexity of managing project budgets, resources, and the overall project timeline is the responsibility of the Project Manager from day 1. Having a Project Management Information System or PMIS can be a highly useful tool for organizations that are centered around delivering and executing projects. Here, we’ll explore what a Project Management Information System is and how it works.  

At its core, a PMIS is a process or software solution designed to collect and use project data and information to make better project decisions. A Project Management Information System can be as simple and straightforward as an internal process for maintaining a file system that contains Microsoft Excel documents or be as robust as to include a full-service suite of enterprise software that touches many areas of your organization.  

As far as the particular features and functionality of your PMIS, the capacity of your specific system will differ based on the purpose of its design. Its primary purpose is to help facilitate the management of your projects by assisting with planning, monitoring, and executing project outputs.  

Typically, you’ll see that no matter the specific PMIS you’re looking into, they share some of the same common elements and capabilities. Workflow management, delegating tasks to team members, scheduling, data collection and reporting are just some of the functionalities Project Managers will want to see included in a PMIS.  

Reasons to Consider a PMIS

There are a number of reasons Project Managers and organizational leaders would want to look into a PMIS. Having a Project Management Information System in place can give you a leg up while managing projects. If looking for a one-stop-shop of sorts in which Project Managers can view project stats and keep the project on track, a PMIS is likely a good solution.  

By tracking everything from costs, budgets, and even resource schedules, your PMIS can help you as a Project Managers avoid any slips in the project plan and ensure your project stays on track. Some systems even offer instant notifications for when projects begin to slip. With quick updates from the PMIS, the team can instantly make any required adjustments, reassign resources, and implement new processes.  

Teal-time updates from the PMIS allow your team to instantly make necessary adjustments, reassign resources, and implement any new processes. After you’ve taken action to correct any problems, Project Managers can monitor efficacy. Having a PMIS that efficiently tracks a rapidly changing project and project management landscape can grant you an effective competitive edge that helps you keep projects within their predetermined budget and scheduled timeline. This alone can contribute significantly to the ROI of implementing a PMIS.  

Key Benefits of a PMIS

Beyond ease of use and the peace of mind that comes with having a software system in place for monitoring your projects, the value a PMIS can add to your organization can be seen in the form of cost and time savings.  

Preventing a project from getting off track in the first place is oftentimes a crucial cost and timesaving measure Project Managers can put into place that helps ensure project success. At its core, a PMIS can offer valuable project insight that will benefit and protect the project bottom line. While even a manual Project Management Information System such as Excel spreadsheets offer the ability to handle and store data, the benefits of a cloud PMIS can offer are unparalleled. Project management information systems benefit your organization through better collaboration and agile processes, while also allowing users and project managers alike the ability to comprehend the finer details, particularly when it comes to larger and more complex projects. Many PMIS will allow you to track individual’s tasks and activities within the PMIS. You’ll see increased communication and transparency, especially when it comes to the workforce management capabilities of a PMIS. Greater communication, collaboration, and having the ability to define responsibilities will result in better project performance and help to deliver on the project charter and timeline.  

Options in the Marketplace

When it comes to Project Management Information Software options in the marketplace today, the best options for you and your organization will likely depend on your organization’s size, goals, and unique needs. At a high level, the competition consists of players such like Microsoft, Oracle, Huddle, and Mavenlink.  

Selecting the PMIS best suited for your organization can be a tricky process to navigate and taking stock of your current-state and road mapping your journey to implement a PMIS can be a particularly helpful first step in determining the best course going forward. Elire’s team of ERP project experts are here to help determine the best course of action to help you achieve all the benefits a PMIS has to offer. No matter the size, industry, or maturity of your organization, chances are you will benefit from having a PMIS in place. 

Explore our series on Oracle’s Project Portfolio Management Software here, starting with our post “Oracle Project Portfolio Management Overview”. Oracle Project Portfolio Management (PPM) is an integrated solution that dramatically improves the way project-driven organizations work. It enables efficient and effective project management while ensuring smarter business decisions based on a single source of project truth. For organizations already leveraging Oracle Cloud, PPM is oftentimes the best solution for project-based organizations.  

For help evaluating your organization’s unique position and to ensure you’re making the best decisions for your projects, reach out to [email protected] with questions and to set up a time to discuss with our team. 

Maddie Caron

Ms. Caron serves as Elire's Marketing Specialist, specializing in content writing and digital media communications. Maddie works to deliver relevant industry updates and technical blog posts to educate and engage Elire's audience.

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What is IT project management?

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IT project management is the process of managing, planning, and developing information technology projects. Project managers can use software to move through the five phases of the IT project management life cycle and accomplish complex tasks more effectively.

IT project managers are adaptable and resourceful leaders. Carrying complex projects over the finish line isn’t an easy task, but the right leader does it time and time again. 

Having the right IT management software can be the key to project success. Our guide outlines what IT project management is and provides tips for managing IT projects.  

IT project management is the process of managing, planning, and developing information technology projects. IT projects exist within a variety of industries, including software development, information security, information systems, communications, hardware, network, databases, and mobile apps.

IT project developers deliver a product or service, while managers handle IT project management. Managers are in charge of communicating expectations and keeping projects on track and on budget to ensure the IT projects run smoothly.

What are the 5 phases of IT projects?

As an IT project manager, you can accomplish complex tasks more effectively using the five phases of IT project management. Each phase has different milestones that drive the project life cycle forward. Whether you’re managing sprints for an Agile project or process rollouts—map out your next project using the five phases below.

[inline illustration] Phases of IT project management (infographic)

1. Initiation

During the initiation phase , determine the need for the project and create a project proposal. The project must also be viable for the team and the company at large. During this phase, make sure to also confirm the project is worth the allotted time and resources before moving forward.

2. Planning

The planning phase is a collaborative effort between you as the IT project manager and your team. Planning for the project involves setting budgets, identifying risks, and creating clear goals for what you hope to accomplish. 

A roadmap template can help you plan goals that you can then refer to throughout the project life cycle. 

3. Execution

The execution phase is when the team sets deliverables for the project. IT project managers play a crucial role by delegating tasks to hit milestones and keeping communication open among all team members. 

Use team collaboration software to ensure everyone is on the same page about who’s doing what by when. You may need to revisit the project plan during execution, as projects often experience changes during development. 

4. Monitor and control

During the execution phase, use IT project management software to track your team’s progress in real time. This involves monitoring the time, cost, scope, quality, and risk of the project itself. Using your project roadmap , you can evaluate whether the project is on track with your project proposal and goals, or course-correct if necessary. 

Once the project is complete, the closure phase begins. In this phase, ensure all work has been completed, approved, and moved on to the appropriate team. It’s also important to take some time to review any lessons learned during the project and determine what went well and what didn’t. The closure phase is crucial because it empowers your team to review and improve future methodology. 

What does an IT project manager do?

As an IT project manager, you must know how to communicate with everyone in your organization. You’ll be working closely with members of the IT department but you may also be in charge of discussing your team’s work with other teams.

Ensure the product functions: The goal of every IT project is to deliver a functional product that meets the customer’s needs. IT project managers are the first point of contact if things go wrong with a project, which is why you must prioritize functionality above all else. 

Assign tasks to team members: A project manager is a team’s go-to person when determining what their roles and responsibilities are for the project. As an IT project manager, take some time to understand IT teams so you can assign tasks effectively.

Track progress and performance: Once each project begins, project management professionals must track team performance, the project timeline , the budget, and how well the project is meeting its goals. IT project managers can use project management software to assess competencies and assist with professional development.

Lead Agile meetings with stakeholders: A stakeholder is often influenced by the outcome of the project. This could be senior management, a customer, or a product tester. As IT project manager, you’ll communicate with stakeholders and give them frequent status reports on the project.  

Challenges faced by IT project managers

You’ll face a fair number of challenges in your role as IT project manager, but with the right management tools, you can feel confident in your ability to address issues quickly. 

[inline illustration] Challenges faced by IT project managers (infographic)

Time and budgeting

Time and budgeting are some of the biggest challenges you may face in IT project management. Without realistic deadlines for a project, you risk delivering a product or service that is of lower quality than it could be. 

Not having the resources to complete the project can also make teams and customers suffer. You can reduce time and budgeting challenges by prioritizing these items in the planning phase. 

Scenario: Senior management would like your team to perform a company-wide software migration within one month, but you’ll need an additional month because your team is too small and inexperienced to complete the migration in the allotted time frame.

Solution: Use IT project management software to keep senior management informed about your team’s availability and experience. That way, management can prepare a more realistic timeline when assigning IT projects.

Scope creep

Scope creep occurs when the original goals of the project become overshadowed if stakeholders continue adding new requirements and deliverables. It can potentially derail a project and requires constant maneuvering. 

To reduce the frequency of scope creep, set strong project objectives from the beginning, have a change control process in place, and do your best to communicate with stakeholders every step of the way. 

Scenario: Your initial project goal was to improve outdoor Wi-Fi at your company’s headquarters so employees and visitors can work from anywhere. During project execution, stakeholders ask you to expand the outdoor Wi-Fi reach to the operations center across the street and also allow download capabilities. 

Solution: IT project management can give clear project objectives at the start, so your stakeholders will know what can be accomplished during this project. For example, they would understand that requesting an extension of the outdoor Wi-Fi reach is reasonable, while requesting download capabilities is too extensive.

Miscommunication

Because IT project managers function as the go-between among team members, departments, and stakeholders, miscommunication can become a challenge if there isn’t an organized process in place to keep everyone informed. Prioritize communication using IT project management tools to lead your team to success. 

Scenario: Your company agrees to work with a local school and improve their learning spaces with increased access to technology. The project involves installing Wi-Fi and donating 100 computers to the school, but your senior manager thought you were only donating 10 computers.

Solution: Prioritize communication at the beginning of a project. Sharing frequent project status updates with IT management tools can ensure everyone is on the same page through the project life cycle. 

Risk management

Managing the risks of an information technology project is a necessary step in the initiation phase. During this phase, you must come up with alternate plans should your initial goals fall short. If you don’t manage risk on the front end, you’ll have a hard time picking up the slack when things go awry in real time. 

Scenario: Your team creates an online scheduling portal for patients at a hospital. You predict everything will run smoothly, so you’re shocked when a bug in the program causes cardiac patients to see gynecologists and neuro patients to see urologists.

Solution: With proper risk management, a plan is in place to quickly and effectively resolve the bug. Fixing the bug also means reassessing and identifying potential new risks raised by the fix. Risk analysis is an essential part of IT project management—try using a risk register to identify risks before they occur. 

Changing technology

Complex IT projects can take months or years to complete. One challenge in IT project management is keeping up with transforming technology as a project takes place. The project scope of your initial IT project must be flexible in case the needs of your customer change while your project is in development. 

Scenario: Your team takes on a long-term project to improve the GPS systems in cars. While working on this project, GPS phone apps come out allowing drivers to see traffic in real time. Your GPS system doesn’t include traffic, and including this feature would considerably extend your project length. 

Solution: Changing technology can’t be stopped, so your IT project must be flexible. In this example, your team would need to decide whether pivoting the project is a good business strategy to compete with advanced GPS phone technology.

Types of IT project management tools

IT project management tools can keep your project team organized and informed from project initiation to closure. These tools help visualize each team member’s role in the project and show the project’s progress in real time.

For all types of IT projects:

RACI chart: RACI stands for Responsible, Accountable, Consulted, and Informed. Using a RACI chart , you can clarify the roles and responsibilities of your team members when working through projects. For each task or deliverable, designate which team members or stakeholders are Responsible, Accountable, Consulted, or Informed. These charts can be useful in all types of IT projects, as there’s always a need for clarification among team member responsibilities.  

For projects with task dependencies:

Gantt chart: A Gantt chart —named after Henry Gantt—is a horizontal chart used to illustrate a project timeline. Each bar on the chart represents tasks in the project, and the length of each bar represents time. Gantt charts help teams visualize what work needs to get done and how tasks affect one another, like a waterfall. If your project involves many dependent tasks (in other words, tasks that rely on one another), then this is a great tool because your team members can see if and where tasks overlap. 

For projects that require tasks with small, incremental changes:

Kanban boards: Kanban boards show the work breakdown structure of what stage each task is in. Using Kanban boards in IT project management can help your team balance their work responsibilities and see other team members’ available capacity. Kanban boards work well when your project requires tasks with small, incremental changes. These task boards allow teams to break down tasks into checklists and progress stages. 

[inline illustration] Types of IT project management tools (infographic)

What is an example of IT project management?

An information technology team is developing a new iPhone application to help employees clock in at work. When putting together the project proposal for the iPhone app, the IT project manager consults with the app creator while also considering the needs of the end user. 

In this IT project example, we’ll use the five phases of project management to bring the iPhone app through development.

Initiation phase : The first step is to ask questions. Dig deep into how the app will help solve a problem. Consider how this iPhone app can provide a solution for employees and employers. Is creating this app viable for your team given the designated time and budget?

Planning phase : Next, you begin the planning phase. To do so, determine the budget it will take to make the app and assess who on your team can handle the coding of the app.

Execution phase: The most important part of executing the plan for your iPhone app is to identify your overall project objectives. In this example, your project objective is: “The goal of this time-tracking application is to provide an easily accessible way for employees to clock their work hours and to help employers keep track of their team’s productivity.”

Monitor, control, and closure phases: Use IT project management tools to monitor your team’s progress. With effective project management software, you can look back at the data during the closure phase. 

Streamline IT projects with project management software

A strong IT manager will ensure that your IT projects run smoothly, stay on track, and budget. Looking for a way to automate tasks as an IT manager? 

With Asana, get Gantt chart-like views, tools for managing team responsibilities, stakeholder sharing options, and real-time project updates to help you hit your project deliverables on time.

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Project portfolio management 101

  • GET INVOLVED

Promoting Evidence-based Development Practices in Karnali through Project Information Management System

February 13, 2024.

project on management information system

Karnali Province faces some of the most challenging development contexts, including difficult mountainous terrains, weak connectivity and sparsely populated areas. With daunting socio-economic challenges, it ranks lowest among the provinces in a number of development indicators.

The National Planning Commission’s Multidimensional Poverty Index 2021 shows that 39.5% of Karnali's population faces multidimensional poverty-- highest among all provinces. Gender disparities persist, amplifying challenges across various sectors. Women and marginalized groups such as Dalits, often struggle to make their voices heard in decision-making processes. The 2019 Federalism Capacity Needs Assessment reveals gaps in evidence-based decision-making and policy formulation at the provincial and local government levels.

Ganga Awasthi, a local governance expert and former Secretary of the Government of Nepal who has been supporting Karnali Province in policymaking, stresses the critical need for evidence-based decision-making. “Evidence-based decision-making is not just a preference but an imperative for a province like Karnali with formidable development challenges,” he says. In his view, a digital platform that provides the provincial and local governments access to crucial datasets for more informed decision-making is highly significant in Karnali’s development context.

Amid these challenges, the European Union Support to Inclusive Federalism (EUSIF) , a project implemented by UNDP in Karnali, collaborated with the Karnali province government to establish a dynamic digital information system. This collaborative effort resulted in the creation of a GIS-based Project Information Management System (PIMS) . This platform serves as an innovative tool, offering a comprehensive view of Karnali's development project landscape, aiding the subnational governments, international development partners and other development practitioners with informed decision-making and fostering transparency in resource allocations.  

project on management information system

The system functions as an important source of information about the projects funded by the provincial and local government and development partners. It showcases comprehensive project data, considering factors such as location, gender, sectors, and their linkage with the Sustainable Development Goals (SDGs). By doing so, it not only supports inclusive planning and budgeting but also facilitates fair and equitable investments throughout the province. 

Sunil Limbu, an officer at the Karnali Provincial Planning Commission (KPCC) , an agency under the province government that is responsible for the operation and management of the system, sees PIMS as a catalyst for reducing resource duplications and discrepancies in project distribution. "It is very useful in making development activities information-driven," Limbu notes.

The platform provides a wealth of information, giving a comprehensive view of project specifics, funding origins, sectors involved, allocated budgets, and the impact on Sustainable Development Goals (SDGs). Currently, as of 19 January 2024, the platform displays a notable 7,48 active projects. Together, these projects have a cumulative budget of USD 362.4 million, collectively contributing to the advancement of 15 out of the 17 SDGs.

Local government officials see PIMS as an empowering tool providing insights into project impacts at the grassroots level in Karnali. Planning Officer of Dullu Municipality Tilak BK, considers the platform crucial for evidence-based decision-making. He believes it will help elected representatives and officials at the local government level in making informed decisions, improving efficiency in resource allocation. Additionally, PIMS presents a detailed socio-economic status of local governments in Karnali, enriching decision-making processes. The system also displays information related to human casualties and property damages in the Jajarkot earthquake.  

On June 5, PIMS took a crucial step in its journey as EUSIF officially handed it over to the provincial government. For its sustainability, the project conducted orientations for key government stakeholders and trained the IT officers of LGs on its operation and updating process. OCMCM acknowledged EUSIF's contribution, citing the adoption of the Information Management System Operations Directives 2023 as a significant achievement within its initial 100 days in office.

Expanding its scope, PIMS considers important aspects like gender equality, social inclusion (GESI), and climate change adaptation (CCA) in projects. The database analyzes a project's GESI contribution, distinguishing it as direct, indirect, or GESI-neutral. Similarly, the impact on CCA is categorized as highly relevant, relevant, or neutral. Hailing the GESI classification feature, Deputy Mayor of Dullu Municipality Bina Karki says, “Such efforts are crucial for promoting inclusivity in line with Nepal's constitution and international frameworks.”

In Nepal, coordination among federal, provincial, and local governments has been a challenge since the adoption of the three-tier government system. This lack of coordination often leads to duplication of efforts at the grassroots level. PIMS, armed with real-time information, is anticipated to play a crucial role in promoting better coordination and avoiding redundancies in developmental efforts.

project on management information system

Ananda Saru, Secretary, OCMCM

OCMCM Secretary Ananda Saru emphasizes the broader impact of PIMS, highlighting its role in systematically organizing project information in Karnali. He underlines its utility for both the government and development partners, providing a structured approach for setting priorities and avoiding the duplication of resources. As PIMS is still undergoing further expansion, there are notable developments. Dullu Municipality has already taken proactive measures to ensure robust utilization of PIMS. On November 3, it initiated a concerted effort to engage with all development partners and stakeholders operating within its jurisdiction. This outreach aimed at soliciting detailed information about ongoing projects such as project types, objectives, the precise Wards of implementation and anticipated timeframes.

Inspired by the accomplishments of Karnali Province in pioneering PIMS, Lumbini Province wants to emulate the success. After consultations with Karnali OCMCM and Karnali Province Planning Commission, Lumbini Province has started process to replicate PIMS. This underlines the potential of PIMS as a tool for enhanced governance and project coordination as well as for inter-governmental relations.  

project on management information system

Yogendra Bahadur Shahi, Vice Chair, Karnali Province Planning Commission

“PIMS will assist provincial and local governments to understand the concentration of development projects and set priorities. PIMS can be instrumental in maintaining accountability in terms of the development projects,” says Yogendra Bahadur Shahi, Vice Chair, Karnali Province Planning Commission

There are plans in place to integrate PIMS with vital government

 systems such as the Line Ministry Budget Information System, Provincial Line Ministry Budget Information System, Computerized Government Accounting System and Sub-national Treasury Regulatory Application. This integration aims to create a smooth flow of information and promote interconnectedness and inter-governmental coordination and collaboration.

One of the objectives of EUSIF is to enhance the capacity of provincial and local government institutions, as well as inter-governmental mechanisms, to facilitate evidence-based decision-making and policy formulation in support of the implementation of inclusive federalism. The project is designed as a  complementary support to the Government of Nepal’s flagship programme, the Provincial and Local Governance Support Programme (PLGSP) . EUSIF is working closely with the Ministry of Federal Affairs and General Administration, provincial and local governments in Karnali, PLGSP, international development partners working in the province and civil society organizations. With the goal of improving government systems, EUSIF puts significant effort into ensuring inclusivity, fairness, accountability and sustainability in the basic services provided by provincial and local governments.

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  • Best open-source with CMS tools: HubSpot CRM
  • Best open-source CRM for international clients: YetiForce

Open-source CRM software is any CRM with the niche functionality of allowing its source code to be publicly available for any user to make changes or customizations to it. Organizations that choose an open source software over closed source are typically capable of advanced tech coding and are after the benefits of being able to customize their platform and solution at an affordable price.

Top open-source CRM software comparison

Open-source CRMs are downloadable software that users then sort and code on their own to fit their specific needs. These options we compare below also offer hosted CRMs that are subscription based, ready-to-go and come with the features and tools prebuilt on the platform. The best open source CRM offer modern API for coding, vast scalability and both preset and customizable modules to manage pipelines and data.

Cost to download open source platform*

SEE: For more information, check out our full CRM feature comparison .

SuiteCRM: Best overall open-source CRM

SuiteCRM logo.

SuiteCRM is a great all-in-one open-source CRM that prioritizes giving users a 360-degree view of their customers and business as a whole. SuiteCRM supports a range of features that can be customized with sales, case management, workflow and configuration tools. SuiteCRM’s open-source capabilities ensure users with the technical expertise and community support can adapt their features to build out entire sales processes end-to-end.

  • Open source community tier: Free to download.
  • SuiteAssured: Hosting platform, contact for quote.
  • Configuration studio: Add new fields, customize layouts and create new modules with their system admin tools.
  • Activity management: Automate and track touchpoints with clients with their calls, meetings, tasks and notes modules.
  • Report module: Build, auto-generate and schedule reports based on real time data from any module within the CRM ( Figure A ).

Screenshot of SuiteCRM's report scheduling feature.

Odoo: Best for integrating native and third-party apps

Odoo logo.

Image: Odoo

Odoo’s open-source development offers a broad range of applications to be integrated into one tool. This can be cost-effective, especially since organizations don’t need to purchase multiple platforms that are unconnected. Odoo’s free version only allows one app for unlimited users, which might be limiting depending on what you’re needing a CRM to handle. Instead, the standard and custom tiers allow access to thousands of applications for finance, sales, marketing, HR, inventory and productivity tracking.

  • Community open source: Free to download.
  • Enterprise hosting: Contact for quote.
  • One app tier: One app download for unlimited users.
  • Standard tier: $24.90 per user per month for unlimited apps through Odoo online.
  • Custom tier: $37.40 per user per month for unlimited apps through Odoo online, on-premise.
  • Lead mining: Generate new leads who match an ideal customer profile and have them merged into an Odoo database.
  • Assignation rules: Define unique rules and triggers to assign and route leads to specific sales teams or individual reps.
  • 360 degree visibility: Uncover what pages leads visited on a website, what emails or meetings they engaged in and more ( Figure B ).

Sample productivity view with Odoo.

OroCRM: Best open-source CRM supporting e-commerce

Oro logo.

OroCRM’s open source offering makes Oro products more accessible and innovative, especially for B2B eCommerce organizations. This solution helps organizations move online for the first time to support physical locations with a digital channel while maintaining operations by tracking all sales activities. Industries like automotives, industrial parts and medical supplies can all use this open source platform to sync digital, marketing, sales and IT teams in one hub.

  • Open source: Free to download.
  • OroCloud hosting: Contact for quote.
  • Recency, frequency and monetary analysis: Identify top customers based on how recently, how often and how much they spend on purchases.
  • Account management: View and manage all accounts, interactions and information from one dashboard.
  • Performance dashboards: Track team and individual performance in segmented campaigns or opportunity close rates with workflows ( Figure C ).

Screenshot of sample performance Oro dashboard.

HubSpot CRM: Best open-source with CMS tools

HubSpot logo.

HubSpot’s free tools are robust, making it a great general CRM. Its developer-friendly and open source capabilities make it easy to build, launch and grow unique API and content management systems. Build an application on their app marketplace, create a custom integration with access tokens or design a website with your own developers and frameworks in the HubSpot CMS feature.

  • Free CRM: Free for up to 2,500 users.
  • Starter: $20 per 2 users per month, billed annually, or $30 when billed monthly.
  • Professional: $1,600 per 5 users per month, billed annually, or $1781 when billed monthly.
  • Enterprise: $5,000 per 10 users per month, with an annual commitment.
  • Lead prospecting: Manage incoming leads and sales opportunities from one personalized prospecting workspace.
  • HubSpot AI: Use AI-powered tools to create sales and marketing material.
  • Email templates: Create templates from effective sales emails to share with a team ( Figure D ).

Screenshot of sample HubSpot email template.

SEE: For a similar CRM to HubSpot, check out the best enterprise CRM software .

YetiForce: Best open-source CRM for international clients

YetiForce logo.

Yetiforce offers an easy 5-step process for downloading and registering their open source CRM. This includes access to documentation on how to properly configure the functionalities available on the system as well as granting access and language settings. Yetiforce comes with 80 ready-to-use modules that can be freely configured in their modern API. Their sales, marketing, support and logistics tools support users from across the globe and 35+ languages.

  • Open source: Free download with paid add-ons.
  • Online store: Store all data and analytics at once in a central system that’s controlled through configurations.
  • International entry: Access account or client data online from anywhere in the world.
  • Customer portal: Exchange data and information directly from a fully integrated portal ( Figure E ).

Sample sales dashboard on the YetiForce CRM.

How do I choose the best open-source CRM software for my business?

Now knowing some of the top open-source CRM in the market to date, their core features, pricing and more, it’s time to start looking into which software would best fit your organization. All of the CRMs on this list offer a free trial and have sales teams to help guide you through their purchasing and onboarding process.

Below are some questions to consider when selecting an open source CRM:

  • What in-market industry specialization does the software have?
  • Do their services match your allocated budget for an open source CRM?
  • Does your organization have the technical expertise for their open source software?

SEE: For more information on CRM benefits and how to implement the platform, check out our piece on how a CRM can help your small business grow .

Review methodology

We reviewed and scored each open source software against an inhouse rubric with outlined criteria and subcategories of standard CRM features and offerings. Using that rubric and algorithm to determine an overall star rating, we determined each CRM software’s ideal use case.

Here is a breakdown of the scoring criteria we followed:

  • Cost: Weighted 25% of the total score.
  • Core features: Weighted 25% of the total score.
  • Customizations: Weighted 15% of the total score.
  • Integrations: Weighted 15% of the total score.
  • Ease of use: Weighted 10% of the total score.
  • Customer support: Weighted 10% of the total score.
  • What Are Data Governance Tools, and How Do They Work?
  • 9 best data science tools and software of 2023
  • 8 Best ETL Tools and Software of 2023
  • Hiring kit: CRM developer
  • Big data: More must-read coverage

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project on management information system

Example prompts to try with Microsoft Copilot with Graph-grounded chat

Experience the power of Get started with Microsoft Copilot with Graph-grounded chat  (formerly named Microsoft 365 Chat). See how much time you can save and how much more you can get done. Use Microsoft Copilot to catch up, create content, and ask questions. This article provides several example prompts you can try.

Tip:  When you’re giving Copilot instructions, you can direct it to specific work content by using the forward slash key (“/”), then typing the name of a file, person, or meeting.  If you write a prompt and don’t reference a specific file, person, or meeting, Copilot will determine the best source of data for its response, including all your work content.

Synthesize large amounts of data into simple, consumable responses and catch up on things quickly. Here are some examples:

You've been on vacation now you're back. You need to find out what's going on with Project X. Find the latest about Project X. What's the current timeline? When are deliverables due?

You've just joined a new team and you're trying to ramp up on recent activities. Summarize team communications over the last 30 days. What are the team's priorities? 

There's been a recent change in how your team is tracking work. Find information about the new way our team is tracking work. Include email communications and points of contact for questions.

Create content

Brainstorm ideas and draft new content based on information at work. Here are some examples:

You want to draft a one-page description of a new project (let's call it Project Foo) that's just about to kick off at work. Using information in file1, file2, and file3, write a one-page description of Project Foo. Write it so non-technical people can understand what the project is about and when it's scheduled to be completed.

You're preparing an email to invite customers to attend an upcoming conference and visit your company's booth. Using information in Document Z, write a fun, catchy email inviting our customers to come see us at our booth during next month's conference.

You want to plan a morale event for your team. List 3-5 ideas for group activities in the Seattle area that would be suitable for my team. Include approximate cost and time estimates. 

Ask questions

Find information and get answers quickly, even if you can't remember where the information you need is or how it was shared. Here are some examples:

You need to know what's left in the budget for supplies. How much did we spend on supplies for Project Foo?  How much budget do we have left for Project Foo?

Your team received customer feedback. You want to identify the top things your team should address. Review the feedback we received from customers via email last week. What are the top three issues we should address?

Overview of Microsoft Copilot with Graph-grounded chat

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IMAGES

  1. Project Management Information System

    project on management information system

  2. What is a Project Management Information System?

    project on management information system

  3. Project Management Information Systems

    project on management information system

  4. Management Studies: Project Management Information System (PMIS)

    project on management information system

  5. The project management information system

    project on management information system

  6. PPT

    project on management information system

VIDEO

  1. Managing The Information Systems Project || System Analysis and Design

  2. PMIS (Project Management Information System)| PMIS Features| Advantages [हिन्दी]

  3. Computerized Project Management Information System

COMMENTS

  1. The Ultimate Guide to PMIS

    A project management information system (PMIS solution) is a way to organize how a project manager gives and receives project information and data over the course of a project. According to the Project Management Book of Knowledge (PMBOK):

  2. Project Management Information Systems Overviews

    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.

  3. Project management information system

    A project management information system (PMIS) is the logical organization of the information required for an organization to execute projects successfully. A PMIS is typically one or more software applications and a methodical process for collecting and using project information.

  4. What is a Project Management Information System?

    A project management information system gathers, organizes, and uses project data via one or more software applications. These programs assist project managers in planning, executing, and closing their projects and organizing the information stream.

  5. PDF Introducing Information Systems Project Management

    infor mation systems, as in this book we are concerned with the project management of information systems projects. The growth and preponderance of information systems—i.e., the applications of information and communication technology (ICT)—affect every aspect of our daily work life in one way or another. Information

  6. What is a Project Management Information System (PMIS)? A Comprehensive

    A Project Management Information System (PMIS) is a centralized software solution designed to facilitate project planning, execution, monitoring, and control. It serves as a digital command center for project managers, enabling them to efficiently coordinate resources, track progress, and make data-driven decisions. Core Components of a PMIS

  7. A Complete Guide to PMIS

    A project management information system (PMIS) is how a project's information is organized. It collects and uses project information through one or more software applications. These programs help project managers plan, execute and close their projects and allow them to organize the flood of information so they aren't drowning in data.

  8. Best Project Management Systems

    The term "project management system" usually refers to a category of software with distinct functionality and features that enable users to accomplish various activities of project management according to best business and work practices.

  9. What is a PMIS and How Does it Work?

    Projects contain an abundance of information, documents, and data. Every project manager has the same challenge of finding the right tools and techniques to deal with all of this knowledge.. Without the right software to organize all the project information, projects can go off track — so having a PMIS (or project management information system) comes in handy.

  10. A Guide to Choosing a Project Management Information System

    A project management information system (PMIS) enables project professionals to easily plan and track project progress in all stages of its lifecycle. A good PMIS will collect all project data and information from various sources, spreadsheets, and systems to be the one source for all project data for the project management team.

  11. 8 Functions of Project Management Information Systems

    A Project Management Information System (PMIS) is one or more software tools used for a project's information storage and distribution. There are many types of PMIS, and equally diverse ways of applying these types of systems for optimal benefit to the organization. The components of a project management information system are: Scheduling

  12. What is a Project Management System?

    A project management system is a systematic framework to handle operations within an organization. Now don't confuse it with project management, which means handling specific tasks. Project management systems deal with tackling complex challenges and opportunities within an organization.

  13. Project Management Information System (PMIS)

    Project Management Information System (PMIS) are 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.

  14. What is a Project Management Information System (PMIS)?

    A project management information system or a PMIS solution refers to a way that helps organize how a particular project manager gives and receives project information throughout a project. This specific system gathers, collects, and utilizes project data through different software applications. You will find several PMIS available in the market ...

  15. A Deep Dive into Project Management Information Systems (PMIS)

    Understanding Project Management Information Systems (PMIS) A PMIS is a computerized system that serves as the backbone of project management, empowering project managers to centralize data storage, track progress, and analyze information. It encompasses a suite of tools including task and resource management, schedule builders, communication ...

  16. What Is Management Information Systems (MIS)? Your Career Guide

    Management information systems (MIS) is the study and application of information systems that organizations use for data access, management, and analytics. For MIS to be effective, you must understand and carefully map out business processes. Data must be accurate and timely, and hardware and software must be able to store and manipulate it.

  17. What Is a Project Management System?

    Recording and managing risks Controlling project changes Sharing project information and updates Put simply, a project management system could represent the entire process for a project, the technology tools used to complete the project, or in many cases, both. Project management system example

  18. Project Management Systems: Key Components and Benefits

    A project management system is a model for overseeing the execution of a project. It can provide a framework for managing expectations, delegating responsibilities and creating procedures. A project management system may use specialized project management software or make use of common professional software packages.

  19. Information Systems Project Management

    It provides an information systems orientation for project management: neither information technology oriented on the one side nor production and operations oriented on the other, but of application to both within an organizational-wide view. It stresses information systems as a whole, not just software development - no project is successful ...

  20. Importance of Project Management Information System

    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. There are several PMIS available in the market ...

  21. Overview: Project Management Information Systems

    Project management information systems benefit your organization through better collaboration and agile processes, while also allowing users and project managers alike the ability to comprehend the finer details, particularly when it comes to larger and more complex projects. Many PMIS will allow you to track individual's tasks and activities ...

  22. Project Management: What is It, Phases, Examples, & Career

    Project management is the practice of using knowledge, skills, tools, and techniques to complete a series of tasks to deliver value and achieve a desired outcome. What is a Project? A project is a series of structured tasks, activities, and deliverables that are carefully executed to achieve a desired outcome.

  23. What is IT Project Management? [2023] • Asana

    Summary. IT project management is the process of managing, planning, and developing information technology projects. Project managers can use software to move through the five phases of the IT project management life cycle and accomplish complex tasks more effectively. IT project managers are adaptable and resourceful leaders.

  24. Master of Science Management Information Systems with a Concentration

    Become an indispensable bridge between technology and business management with the online Master of Science Management Information Systems with a Concentration in IT Project Management from the University of Illinois Springfield. Discover effective solutions for business problems and manage the complexity of projects with the use of technology ...

  25. IT Project Management Best Practices

    IT project management is the process of planning, managing, developing, deploying, monitoring or reporting on information technology projects. Knowing how to manage an IT project is critical to ...

  26. Promoting Evidence-based Development Practices in Karnali through

    This collaborative effort resulted in the creation of a GIS-based Project Information Management System (PIMS). This platform serves as an innovative tool, offering a comprehensive view of Karnali's development project landscape, aiding the subnational governments, international development partners and other development practitioners with ...

  27. 5 Best Open-Source CRM for 2024

    SuiteCRM: Best overall open-source CRM. Image: SuiteCRM SuiteCRM is a great all-in-one open-source CRM that prioritizes giving users a 360-degree view of their customers and business as a whole.

  28. Example prompts to try with Microsoft Copilot with Graph-grounded chat

    Brainstorm ideas and draft new content based on information at work. Here are some examples: You want to draft a one-page description of a new project (let's call it Project Foo) that's just about to kick off at work. Using information in file1, file2, and file3, write a one-page description of Project Foo.