PROJECT MANAGEMENT

INFORMATION SYSTEM
CONSTRUCTION COST ENGINEERING
INFORMATION SYSTEMS

• An information system (IS) is an interconnected set of components used to

collect, store, process and transmit data and digital information. At its core, it
is a collection of hardware, software, data, people and processes that work
together to transform raw data into useful information. An IS supports a
variety of business objectives such as improved customer service or increased
efficiency.
HOW INFORMATION SYSTEMS WORK

• An IS is a powerful tool that can bring many different functions together. By

connecting system components, it enables departments to collect, store and
process information in an efficient way and distribute it for a variety of
purposes. The system can also produce reporting in different formats and to a
variety of devices. Reports can include text files, spreadsheets, graphics and
complex data visualizations. This comprehensive platform streamlines internal
operations and allows businesses to access data quickly and accurately.
BASIC PROCESS OF AN INFORMATION SYSTEM

• Input. The system collects data and information from various sources, such as
sensors, keyboards, scanners or databases.
• Processing. The system transforms the raw data into meaningful information
by applying various operations, such as sorting, classifying, calculating,
analyzing or synthesizing.
• Storage. The system stores the processed information in a structured and
secure way, such as in a database, a file system or in cloud storage.
BASIC PROCESS OF AN INFORMATION SYSTEM

• Output. The system presents the information to the users in a usable format,
such as reports, graphs, charts or dashboards.
• Feedback. The system collects feedback from users and other stakeholders to
evaluate its performance and improve its design and functionality.
TYPICAL COMPONENTS OF INFORMATION SYSTEMS

• Hardware for an IS includes computers and servers. Computer hardware is

essential for providing users with access to the system, while servers provide
storage space for data, programs and applications that make up the system.
• Networks such as local area networks (LANs), wide area networks (WANs),
intranets and cloud networks are important for interconnecting different
components and allowing user access from anywhere in an organization
TYPICAL COMPONENTS OF INFORMATION SYSTEMS
• Software is an integral part of an IS. Operating systems such as Windows or
Linux provide underlying platforms, while databases allow users to store and
retrieve large amounts of data. An enterprise may run on hundreds of
different software applications, as well as large software packages that
integrate multiple applications.
• Data is another important component. This includes structured data stored
in databases, as well as unstructured data such as text documents, images or
audio files. Users can access this data through various applications within the
system for reporting or analysis purposes.
TYPICAL COMPONENTS OF INFORMATION SYSTEMS
• People play a key role in any IS, from administrators who manage the system
itself to users who interact with it daily. Administrators must understand how to
configure hardware and software and troubleshoot issues. Meanwhile, end
users must become familiar with interfaces and learn to perform tasks within
the system to get work done.
• Processes governing how components work together within an IS are critical.
leaders must define procedures for everything from setting up secure user
accounts to creating emergency backup plans. Understanding how all these
pieces fit together is essential for an IS to meet a company's needs effectively
TYPES OF INFORMATION SYSTEMS
• Management information systems (MIS) are computerized systems that
collect, store, process and present data to support management decision-
making. For example, an MIS in a hospital may collect data on patient
admissions, treatments and outcomes to help its administrators make decisions
about resource allocation and process improvements.
TYPES OF INFORMATION SYSTEMS
• Knowledge work systems (KWS) are computer-based systems that support
knowledge workers, such as researchers, analysts and consultants, by helping
them create reports and presentations. For example, a KWS used by a
marketing team may help create marketing materials, analyze customer data
and track marketing campaigns.
TYPES OF INFORMATION SYSTEMS
• Decision support systems (DSS) and business intelligence (BI) provide users
with the ability to explore and analyze data to gain insights into business
performance. For example, a system used by a retail chain may collect and
analyze data on customer demographics, buying behavior and sales
performance to guide changes in inventory management and marketing
campaigns.
TYPES OF INFORMATION SYSTEMS
• Transaction processing systems (TPS) support operational processes that
produce and consume data. For example, a TPS used by a bank may process
customer transactions, such as deposits and withdrawals, and maintain account
balances.
TYPES OF INFORMATION SYSTEMS
• Executive information systems (EIS), a type of DSS, provide senior
executives with access to high-level information about the organization. EIS
provides executives with real-time information and analytical tools to support
strategic decision-making. For example, an EIS intended for a CEO may
provide information on the company's financial performance, market trends
and competitive landscape.
MANAGING INFORMATION SYSTEMS
System security
Security is critical for an IS because it is vulnerable to threats such as hacking,
viruses, malware and unauthorized access. IS administrators must implement and
maintain a wide range of tools and measures, including access control, firewalls,
intrusion detection and prevention systems, antivirus software and data
encryption. They must also make sure they apply security patches and updates
promptly to fix any vulnerabilities in the system. Regular security audits and
vulnerability assessments should also be conducted to identify and mitigate any
potential security risks.
MANAGING INFORMATION SYSTEMS
Data management
Data management involves maintaining the accuracy, consistency and integrity
of the data stored in the system. IS administrators must develop and
implement data backup processes to prevent data loss in case of system failures
or disasters. They must also ensure that data is stored in a structured and
organized manner so that it can be easily accessed and analyzed. Data
security is another key aspect of data management, and administrators must
ensure that data access controls and encryption mechanisms are in place to
prevent unauthorized access and data breaches.
MANAGING INFORMATION SYSTEMS
Network management
Network management involves monitoring and maintaining the network
infrastructure to keep it functioning correctly. IS administrators must ensure that
network devices such as routers, switches and servers are correctly configured
and the network is working at optimal performance levels. They must also
troubleshoot network issues as they arise and manage traffic to avoid
congestion and delays. In addition, network management involves implementing
network security devices and measures, such as firewalls and intrusion detection
and prevention systems, to prevent unauthorized access and attacks
MANAGING INFORMATION SYSTEMS
System maintenance
IS administrators must make sure that the system is running smoothly by
performing regular maintenance tasks such as system updates and hardware
upgrades, as well as implementing a patch management process. They must also
monitor system performance metrics, such as CPU and memory usage, to identify
and troubleshoot performance issues.
MANAGING INFORMATION SYSTEMS
User support
Users rely on the IS to perform their jobs successfully; therefore, administrators
must provide users with the necessary training and support to enable them to
use the system effectively. They must also offer help desk support to assist users
with any problems they encounter while using the system. Administrators must
also ensure that users have access to job-appropriate data, while also
maintaining access control to protect sensitive information
PROJECT MANAGEMENT INFORMATION SYSTEM
(PMIS)
• IT IS A SPECIALIZED INFORMATION SYSTEM USED TO FACILITATE PLANNING,
EXECUTION, AND CONTROL OF PROJECTS. IT INTEGRATES THE VARIOUS
TOOLS, PROCESSES, AND METHODOLOGIES TO GATHER, STORE, AND
MANAGE PROJECT-RELATED INFORMATION.
• TYPICALLY A COMPUTER DRIVEN SYSTEM USED TO AID A PROJECT
MANAGER IN THE DEVELOPMENT OF THE PROJECT.
• THE OBJECTIVE OF PMIS IS TO AUTOMATE, ORGANIZE, AND PROVIDE
CONTROL OF THE PROJECT MANAGEMENT PROCESSES
OBJECTIVES

• Record and report relevant information and the status of various components
of the project in such a manner as to bring the most critical activities directly
to the attention of concerned managers at appropriate level
• Highlight deviations from the plan, if any, in respect of every component of
the project and also to indicate the effects of such deviations on the overall
status and completion of the project as a whole
OBJECTIVES

• Form the basis of updating of project schedule wherever necessary

• Identify and report on critical areas which are relevant to different levels of
management and to highlight the corrective action that needs to be taken
• Sift the information and report on an exception basis. In other words,
emphasis is focused on those activities that are not going according to plan
• Provide a basis for the evaluation of the performance of the functions of
various managers and departments by regular comparisons with
budget/plans/schedules
ESSENTIAL FEATURES OF PMIS

SCHEDULING AND PLANNING

ONE OF THE PRIMARY FUNCTIONS OF PROJECT MANAGEMENT. PMIS
COMPUTES THE CRITICAL PATH, SLACK TIMES, AND EARLY AND LATE
SCHEDULES
ESSENTIAL FEATURES OF PMIS

RESOURCE MANAGEMENT
PMIS MAKES THIS MANAGEMENT OF RESOURCES EASY BY INCLUDING
RESOURCE INPUT, ALLOCATION, RESOURCE LEVELING, AND MORE. IN
ADDITION, IT KEEPS TRACK OF THE TASK’S EXPENSES SPENT ON
PROCUREMENT AND ALLOCATION
ESSENTIAL FEATURES OF PMIS

BUDGETING
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 CUSTOMERS
BUDGET, RESOURCE ALLOTTED, AND TIME AVAILABLE IS TAKEN INTO
CONSIDERATION, AND THEN THE BUDGET IS GENERATED
ESSENTIAL FEATURES OF PMIS

COST CONTROL AND PERFORMANCE ANALYSIS

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
ESSENTIAL FEATURES OF PMIS

REPORTING AND COMMUNICATION

PMIS GENERATES REPORTS FOR EVERY TASK, CREATES CHARTS AND GRAPHS
OF ALL COLLECTED INFORMATION AND ANALYZES DATA THAT CAN BE
SHARED WITH THE TEAM AND STAKEHOLDERS. IT FACILITATES EFFECTIVE
COMMUNICATION AMONG TEAM MEMBERS
ESSENTIAL FEATURES OF PMIS

INTEGRATION AND EASE OF USE

PMIS CAN ACCESS DATA FROM SEVERAL PROJECT 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
PMIS IN PROJECT MANAGEMENT
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
PMIS IN PROJECT MANAGEMENT
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
PMIS IN PROJECT MANAGEMENT
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.
PMIS IN PROJECT MANAGEMENT
Project Execution Stage
• 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.
PMIS IN PROJECT MANAGEMENT
• 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.
VALUES OF PMIS
PMIS PROVIDE SEVERAL VALUES AND BENEFITS TO ORGANIZATIONS AND
PROJECT TEAMS. THESE VALUES INCLUDE

EFFICIENCY – AUTOMATES ROUTINE TASKS, REDUCES MANUAL EFFORT, AND

STREAMLINE MANAGEMENT PROCESSES, LEADING TO INCREASED EFFICIENCY
ACCURACY – ENSURES ACCURATE AND UP-TO-DATE INFORMATION
TRANSPARENCY – PROVIDES CLEAR VISIBILITY INTO PROJECT STATUS,
PROGRESS, AND POTENTIAL ISSUES, FOSTERING TRUST AND
ACCOUNTABILITY.
VALUES OF PMIS
COLLABORATION – FACILITATES COMMUNICATION AND TEAMWORK BY
PROVIDING A CENTRALIZED PLATFORM FOR SHARING INFORMATION
AMONG STAKEHOLDERS
RISK MANAGEMENT – HELPS IDENTIFY, ASSESS, AND MITIGATE RISKS.
IMPROVING PROJECT STABILITY AND REDUCING THE LIKELIHOOD OF
UNFORESEEN ISSUES.
RESOURCE OPTIMIZATION – ASSISTS IN THE EFFECTIVE ALLOCATION AND
MANAGEMENT OF RESOURCES, ENSURING OPTIMAL USE OF TIME,
BUDGET, AND PERSONNEL
VALUES OF PMIS
INFORMED DECISION MAKING – PROVIDES ANALYTICAL TOOLS AND DATA
INSIGHTS TO SUPPORT INFORMED DECISION-MAKING THROUGHOUT THE
PROJECT
DOCUMENTATION – MAINTAINS THOROUGH AND ACCESSIBLE RECORDS
OF PROJECT ACTIVITIES, DECISIONS, AND CHANGES
COMPLIANCE – ENSURES ADHERENCE TO INDUSTRY STANDARDS,
REGULATIONS, AND INTERNAL POLICIES THROUGH PROPER
DOCUMENTATION AND PROCESS MANAGEMENT
VALUES OF PMIS
PERFORMANCE TRACKING – MONITORS KEY PERFORMANCE INDICATORS
AND PROJECT MILESTONES, ENABLING CONTINUOUS IMPROVEMENT AND
SUCCESSFUL PROJECT OUTCOMES
 CHALLENGES TO IMPLEMENTATION OF PMIS
PMIS CAN BRING SEVERAL BENEFITS BUT IT ALSO COMES WITH CHALLENGES

COST – INITIAL SETUP, LICENSING, AND MAINTENANCE OF PMIS CAN BE EXPENSIVE,

REQUIRING SIGNIFICANT FINANCIAL INVESTMENT
RESISTANCE TO CHANGE – EMPLOYEES AND STAKEHOLDERS MAY RESIST ADOPTING
A NEW SYSTEM, PREFERRING TO STICK WITH FAMILIAR METHODS AND TOOLS
WHICH CAN HINDER IMPLEMENTATION
TRAINING AND SKILLS DEVELOPMENT – USERS NEED TO BE ADEQUATELY TRAINED
TO USE THE PMIS EFFECTIVELY, WHICH CAN REQUIRE TIME AND RESOURCES
 CHALLENGES TO IMPLEMENTATION OF PMIS
DATA MIGRATION – TRANSFERING EXISTING PROJECT DATA INTO THE NEW
SYSTEM CAN BE COMPLEX AND TIME-CONSUMING, WITH RISKS OF DATA
LOSS OR CORRUPTION
CUSTOMIZATION – CUSTOMIZING THE PMIS TO FIT THE SPECIFIC NEEDS AND
WORKFLOWS OF AN ORGANIZATION CAN BE CHALLENGING AND MAY
REQUIRE ADDITIONAL TECHNICAL EXPERTISE
INTEGRATION – ENSURING THAT THE PMIS INTEGRATES SEAMLESSLY WITH
OTHER EXISTING SYSTEMS AND TOOLS CAN BE TECHNICALLY DEMANDING
 CHALLENGES TO IMPLEMENTATION OF PMIS
SCALABILITY – AS PROJECTS AND TEAMS GROW, THE PMIS MUST BE ABLE TO
SCALE ACCORDINGLY, WHICH CAN BE A CHALLENGE IF THE SYSTEM WAS
NOT DESIGNED WITH SCALABILTY IN MIND
USER ADOPTION – ACHIEVING CONSISTENT AND WIDESPREAD ADOPTION
OF THE PMIS AMONG ALL USERS IS CRUCIAL FOR ITS SUCCESS. LOW
ENGAGEMENT CAN REDUCE THE SYSTEM’S EFFECTIVENESS
SECURITY – PROTECTING SENSITIVE PROJECT DATA WITHIN THE PMIS FROM
CYBER THREATS AND UNATHORIZED ACCESS IS A CRITICAL CONCERN
 CHALLENGES TO IMPLEMENTATION OF PMIS
MAINTENANCE AND SUPPORT- CONTINUOUS MAINTENANCE, UPDATES, AND
SUPPORT ARE NECESSARY TO KEEP THE PMIS FUNCTIONING OPTIMALLY,
WHICH REQUIRES ONGOING RESOURCES
 GROUP REPORTING
Pick 1 PMIS software (First to pass gets the pick)
1. Give a background of the software
2. Demonstrate its function and uses
3. Determine its pros and cons from other PMIS

Reporting will be done Aug 6 (Tuesday).