Project Management Unit 9

Unit 9 Project Management Information System

Structure:
9.1 Introduction
Objectives
9.2 Project Management Information System (PMIS)
9.3 Planning of PMIS
Identify the information needed
Capture data
Process data into information
Communicate information to stakeholders
9.4 Design of PMIS
9.5 Summary
9.6 Glossary
9.7 Terminal Questions
9.8 Answers
9.9 Case Study

9.1 Introduction
In the previous unit, we dealt with the concepts of quality and value
engineering. In this unit, we will deal with the concept of PMIS, planning of
PMIS, and design of PMIS.
Quality is important for overall project management. Quality consists of
features and characteristics of a product or service that bear facility to
assure stated or implied needs. There must be appropriate quality planning,
quality assurance and quality control to ensure that the project will meet the
required goals.
The success of timely implementation of projects depends on the availability
of essential information at the appropriate time. The information is needed
for taking various decisions during selection, planning, execution, and
closure of a project. Project Management Information System (PMIS) aims
to provide relevant information on time, resulting in improved performance.
Traditionally, this system was manual, paper based, and labour intensive.
It was slow to respond and update. The advancement of computer and
telecommunication technology made a phenomenal change in it. The
features of present PMIS include:
Manipal University Jaipur B1632 Page No. 208
Project Management Unit 9

 Speed: Processes speed up the creation of information within a blink of

an eye
 Capacity: Ability to process and store large data
 Efficient: Fewer people are needed to manage the system
 Economic: Provides cost advantage over manual system
 Accuracy: Provides better accuracy over manual system
Objectives:
After studying this unit, you should be able to:
 define Project Management Information System (PMIS)
 identify the key steps involved in the planning of PMIS
 design an effective PMIS

9.2 Project Management Information System (PMIS)

Project Management Information System (PMIS) is the system tools and
techniques used in project management to deliver information. Project
managers use the techniques and tools to collect, combine, and distribute
information through electronic and manual means. PMIS is used by the
upper and lower management to communicate with each other.
It is a Management Information System (MIS) related to a project. A PMIS
consists of people, equipment, and procedure to collect, process, store,
combine, and communicate the needed information to users (stakeholders)
for carrying out project management functions.
Project Management Information System (PMIS) helps in planning,
executing and closing project management goals. Project managers use
PMIS for budget framework such as estimating costs at the time of planning
process. Furthermore, the PMIS is employed to build a specific schedule
and classify the scope baseline. The project management team collects
information into one database while executing the project management
goals. It is used to compare the baseline with the actual achievement of
each activity, manage materials, collect financial data, and keep a record for
reporting purposes. The PMIS is used to assess the goals to ensure if the
tasks were accomplished when project is closed after that, it is employed to
make a final report of the project close. To understand this concept better,
we should first understand the distinction between data and information.

Manipal University Jaipur B1632 Page No. 209

Project Management Unit 9

Data
Data are values of qualitative or quantitative variables belonging to a set of
items. They represent something in the real world, expressed as a number
or a statement or a picture and act as an input to MIS.
Information
Information may be defined as, (i) data within a context, (ii) data in a
relationship, or (iii) processed data. It does not convey much. But, when we
say it denotes an age of a student of a class, it gets some meaning. Log of
daily production figures in a year do not convey much. But when we
calculate their average, standard deviation, range, and trend, we get much
more meaning out of them.
System
A system consists of a set of sub-systems/components that work together to
achieve a common goal. It comprises of interacting or interdependent
components forming an integrated whole. Figure 9.1 depicts a data
processing system.
Input Output
Processing Storage
(Data) (Information)

Fig. 9.1: A Data Processing System

Source: Mishra Rajendra (2012), Project Management: Excel Books,New Delhi

Most systems share common characteristics including:

 Systems have structure, defined by components/elements and their
composition
 Systems have behaviour, which involves inputs, processing and outputs
of material, energy, information, or data
 Systems have interconnectivity, the various parts of a system have
functional as well as structural relationships to each other
 Systems may have some functions or groups of functions

As shown above, data processing system has four stages. They are:
 Input: In input data are collected and entered into computer
 Data processing: Data is transformed into information using
mathematical, statistical or other tools.
 Output: Information which is displayed or presented.
 Storage: Data and information are maintained for later use.
Manipal University Jaipur B1632 Page No. 210
Project Management Unit 9

Self Assessment Questions

1. A ___________ consists of people, equipment, and procedure to
collect, process, store, combine, and communicate the needed
information to users (stakeholders) for carrying out project
management functions.
2. A _________ consists of a set of sub-systems/components that work
together to achieve a common goal.
3. Under data processing, data is transformed into _________ using
mathematical, statistical, or other tools.

9.3 Planning of PMIS

The success of a PMIS depends on its effective
planning. The PMIS is used for many purposes by a
project manager like budget estimation of costs,
creating a schedule, define the scope, etc. Hence,
these should be considered while planning for PMIS.
The planning of PMIS includes the following steps:
1. Identify the information needed
2. Capture data
3. Process data into information and store it
4. Communicate information to stakeholders
9.3.1 Identify the information needed
Identification of the information that is needed is necessary for improving the
decision making and the structure of the PMIS. Information requirements of
project stakeholders include the recipients of information, the type of
information that is needed, which includes format, contents, and level of
details, the time the information is required and how (by what media) will it
be communicated to them.

(i) Who needs information?

Recipients of information may include any stakeholder of a project. They are
persons or groups that have claim or ownership rights or interests in a
project and its activities that may have occurred in past, present, or future.
Primary stakeholders are the ones who have a legal/contractual relationship
to the project. Secondary stakeholders include those who influence or affect

Manipal University Jaipur B1632 Page No. 211

Project Management Unit 9

or are influenced or are affected by the project but may not be essential for
the project survival.
Let us find how a project management information system is used by
different stakeholders (Table 9.1).
Table 9.1: Different stakeholders in a project management information system
Primary  Organisational managers - Directors, general managers,
stakeholders functional managers, project managers, project team
members
 Customers, suppliers, and contractors
 Local, state, and central agencies, commissions and
judiciary, legislative and executive organisations.
 Unions, shareholders, creditors, and employees
Secondary  Social and political organisations
stakeholders  Environmentalists
 Competitors
 Local communities and general public
 Media, various institutions (schools, hospitals, etc)
 Tourists
 Professional institutions

Recipients of information may be decided on a ‘need to know’ basis. The list

needs to be reviewed periodically to weed out obsolete and add new ones.

(ii) What type of information is needed ?

The information need of various stakeholders differ in contents and time of
need. A survey may be conducted to identify the specific information
requirements of stakeholders related to the various decision areas in a
project. However, most projects require information on some or all of the
following: scope, time, cost, quality, resource utilisation, procurements, and
risk.
A comprehensive list of information needed during the various phases of a
project is explained as follows:

Selection phase
The selection phase includes the following components:
 Organisational guidance and support information: Project manual,
project methodologies, policies, procedures, etc.

Manipal University Jaipur B1632 Page No. 212

Project Management Unit 9

 Information from other projects: Performance and best practices,

budget, schedule, and technical performance measures.
 Statutory approvals and clearances: Several approvals and
certifications such as environmental, labour, site approvals, safety
standards, use of explosives, and for high pressures/critical process
operations are required.
Planning phase
The planning phase comprises of the following:
 Project scope
 Project cost
 Details of activities which include descriptions, time, cost, resource
needs, and precedence relationships
 Project schedule and budget
 Drawing and documents: specifications, civil and structural drawings,
and layouts and schematics.
 Communication: correspondences, minutes of the meetings, reports,
and communication scheduled.
Execution and control phase
The following are the components of the execution and the control phase:
 Project organization: Project organisation structure includes the
various functions and responsible agencies for the project and the
coordination between the same.
o List of stakeholders
o Disciplines, departments, and specialties involved in the project
o Procedure for project execution, critical execution steps, deliverables
and checks.
o Safety and environment, training and inspection, cost, disaster
management
o Issue logs – Various issues arise during a project. Issue logs report
their status.
o Change logs – Changes in scope, cost, and time schedule are to be
logged and reported.

Manipal University Jaipur B1632 Page No. 213

Project Management Unit 9

 Project reporting: Project reporting comprises of three phases. They

are project scope, resource requirement and the closure phase. These
are explained one by one as follows:
o Project scope:
The scope of the project includes the following:
 Project schedule and cost: Two methods (variance analysis
and earned value methods) are used to provide information on
cost and schedule. Performance Information generated by two
methods includes cost variance, schedule variance, cost
performance index, schedule performance index, months behind
schedule and cost overrun.
 Quality records: A project sets up quality system to ensure that
incoming items (materials, parts, and equipment), construction
work construction work, erection of equipments, etc., conforms
to design specification. Quality system generates a list of items
which are below par for taking appropriate actions by the Project
Manager.
 Project risk assessment: It should be carried out at the start of
the project as well as during the execution of the project;
covering anything noticed or identified that may affect the future
project schedule/cost. In unit 6, it was suggested to draw plans
to implement measures to deal with risks. These plans are to be
implemented along with the project plan and monitored to
identity any deviations for taking corrective actions.
o Resource requirement:
The resource requirement can be classified under the following
heads:
 Manpower: Report on manpower requirement can be presented
in a tabular/graphical form or a combination of both. Figure 9.2
shows manpower requirement during various phases of a
project.
 Manpower requirements may be prepared for different skill
separately. Actual manpower may be shown by superimposing it
on the requirement histogram.

Manipal University Jaipur B1632 Page No. 214

Project Management Unit 9

60

50

No. of men
40

30

20

10

0
1 2 3 4 5 6 7
Time (months)

Fig. 9.2: Manpower Needed for a Project

Source: Mishra Rajendra (2012), Project Management: Excel Books,
New Delhi

 Materials, parts and equipment: A project needs a large

number of materials, parts and equipment. Based on network,
requirements of such materials at different points of time can be
determined. With this input, material requirement planning is
carried out for making these materials available on time. Many a
time, proper linkage of requirements and availability are not
ensured, resulting into time and cost over-run. At times, it affects
the quality of work, as procurement of materials is hurried or
substitute materials not up to par are procured.
Follow-up of procurement process provides list of materials
which need to be expedited (when materials are likely to arrive
late) or de-expedite (When usage of materials is delayed due to
some reasons).
 Contracts: Besides other things, this function should include the
following: Sources of inputs materials/services: This may prove
a major source of advantage for the execution of the project and
is kept at many organisations with secrecy. Many of the
successful project managers can be seen to have such
information.

Manipal University Jaipur B1632 Page No. 215

Project Management Unit 9

 Suppliers/Vendors performances–strengths and weaknesses:

It includes the performance of the various suppliers and vendors
as was visible during the execution of the project.
o Closure phase:
The closure phase consists of the following:
 Review of achievement of goals
 Feedbacks on the performance, supports during post handover
and the defect liability period
 Lessons learnt: These include key challenges, bottlenecks faced
and their mitigations and miscalculations in terms of cost, scope,
lead time or project execution environment. The lessons learnt
may be used as inputs for the future projects.

(iii) When information is needed?

Time of need of each stakeholder may be different. Some may need it on
daily, weekly, or monthly basis.
Table 9.2 depicts the format to summarise the information need of
stakeholders.
Table 9.2: Format to Summarise Information Need
How often? Content and format What media?
Information (weekly/ (summary/ (report/
Stakeholders
description fortnightly/ details, meeting/
monthly) tabular/graphical) electronic)

9.3.2 Capture data

Term “Capture data” is used to state a process of preparing and collecting
data i.e., as element of a process improvement or similar project. The
function of data collection is to attain information to maintain record, to make
decisions for vital issues, and to pass information on to others. Data can
come from actual observation or from records. Data collected from records
is known as secondary data. Data collected from direct observation is
known as primary data. It should be ensured that all relevant groups are
represented in the data. A formal data collection process is essential as it
makes certain that the gathered data are both defined and precise and that

Manipal University Jaipur B1632 Page No. 216

Project Management Unit 9

subsequent decisions based on opinion embodied in the findings are valid.

Data possibly be arranged in tabular form, data array or frequency
distribution.

Activity
List various factors in planning and implementing PMIS for an IT or
educational project?

9.3.3 Process data into information

An organisation, to achieve its aims, needs to process the data collected
into meaningful information. It should be presented in its most useful
formats. Data must be processed in a context to give it meaning. Data is
transformed into information using mathematical, statistical, or other tools
including computer software. Information can be stored in electronic form or
hard copies represented in the most useful form.
9.3.4 Communicate information to stakeholders
Communication is the process by which information is exchanged between
individuals through a common system of symbols, signs, or behaviour. To
show the importance of communication, Cleland quotes the following
statements:
 Peter Drucker states that the ability to communicate, heads the list of
criteria for success.
 Harvard Business Review reports that the ability to communicate was at
the top among 22 personnel attributes in promotions.
 A project manager uses communication more than any other force to
manage the project.

Channels of communication
Following are the three most important means through which people
generally communicate:
 On actual physical touch, such as pat on the shoulder, a pat on the back
or the ritualistic expression of the handshake.
 By visible movement of some portion of their bodies such as the pointing
of a finger, the wink of an eye, a smile, a nod, or a grimace.
 With the use of symbols, spoken or portrayed, which encompass some
meaning based on experience.

Manipal University Jaipur B1632 Page No. 217

Project Management Unit 9

The first two are referred to as non-verbal and the last one is referred to as
verbal channel of communication.
Some examples of means and channels of communication include plans,
policies, procedures, objectives, goals, strategies, organisation structure,
linear responsibility chart, meetings, letters, telephone calls, e-mails, and
project meetings.
Communication model
Figure 9.3 depicts the communication model as quoted by Cleland.

Feedback

Fig. 9.3: A Communication Model

Source: Mishra Rajendra (2012), Project Management: Excel Books, New Delhi

The parts of this model are as follows:

 Message source: The sender is the message source or the one who is
trying to send a message to the receiver.
 Encoding: It is the process of sending message by encoder. Encoder is
a person who sends a message. You express your message so that the
receiver(s) will understand it and react with the response you desire.
When you translate your message on the telephone, the sound
(message) across the wire for any distance is not actually transmitted.
It’s a microphone which actually converts the sound into electrical
impulses that can be transmitted by wires. After that electrical impulses
are influenced by the electronics in the phone so they match up with
what the telephone system expects.
 Message: It is the actual encoded sound that is transmitted by the
medium.
 Channel: It is the means through which encoder conveys the message
to receiver(s). It includes the phone system, Internet, and many other

Manipal University Jaipur B1632 Page No. 218

Project Management Unit 9

electronic systems use wires. Television and radio can use

electromagnetic radiation. Even bongo drums can be used as a medium.
 Decoding: The decoder receives the encoded message and converts it
to an understandable structure. For example, you do not understand
electrical impulses of a phone system directly.
 Receiver: The receiver is the audience who finally receive the message,
in other words we can say that they are the target of the message.
 Feedback: A receiver decodes the message and provides feedback.
Feedback ensures that the message has been received by the receiver.

Some common means of communicating information

There are a number of traditional as well as emerging methods of
communicating information. The project manager may choose any
combination of these. Some of the popular means of communication are
discussed below.
 Traditional methods of communication: Even with the arrival of
modern methods of communication, some traditional methods are still
more prevalent for the purpose of communication. Some of them are
described as follows:
o Written reports: Written reports are age old methods to
communicate project information in many organizations. These
reports are generated at various levels of details and use tables,
charts, and graphs.
It should be borne in mind that written report costs money in
preparing, distributing, using and archiving. Longer is the report,
more is the cost. A Report normally should not exceed 5-10 pages.
To minimize cost, standard report formats may be defined that focus
on key metrics by which projects should ideally be tracked and
measured. Usually, distribution of these reports is displayed in a
matrix. Column in a matrix shows the authorized recipients and a
row shows each category of the report. Entry in the square at each
intersection shows the recipient of a particular document at a
particular frequency. If reports are made available over a network,
appropriate security measures should be taken. Table 9.3 depicts
the distribution of a report.

Manipal University Jaipur B1632 Page No. 219

Project Management Unit 9

Table 9.3: Distribution of Report

Reports Recipients
1 2 3 4 5
1 D D W D D
2 D W F
3 W W F W
4 F D W

Legend:

D- Daily

W- Weekly

F- Fortnightly

 Face-To-Face meeting: In Face-to-Face meetings,

all participants sit in a room and participate in the
agenda. The opinions about this form of
communication are aptly described as, “this is most
active form of communication and decision making”
or “this is most ineffective use of time, an occasion
the minutes are kept but hours are lost” the
difference is made by the way meetings are conducted.
Here are some tips for the participant and person on chair to get the
best of the meeting:
Tips for Attendees:
o Do your home work – know the purpose of the meeting
o Go through relative papers – prepare yours views
o Arrive on time
o Listen to others points of view with open mind – do not be impatient
to express your views
o Speak, but don’t bully or monopolize
o Don’t attack others and cause conflict
o Don’t undermine the chair

Tips for the person on the chair:

o Planning of meeting:
 Purpose of meeting and expected outcome

Manipal University Jaipur B1632 Page No. 220

Project Management Unit 9

 List items and prioritize them

 Mentally allocate time for each item
 Decide who are required to attend the meeting
 Choose meeting place consonant with the purpose of meeting
and participants
 Circulate written agenda prior to the meeting
o Opening the meeting:
 Start on time: If late due to unavoidable reason, apologize
 State the purpose of meeting and agenda
 State the procedure/time table
o Keep control:
 Stick to the agenda: Do not add new items, unless absolutely
essential
 Keep an open mind
 Allow debate on a point: Be a facilitator for the debate
 Get those not talking to talk
 Do not allow bullying/monopolizing
 Discourage cross discussion
 Recap the outcome of each topic before going to next
 When discussion is over, ask every one if he has to add
o Summaries:
 What has happened?
 What is the decision?
 Who is responsible for actions?
o Closing of meeting:
 Prepare minutes and get it signed immediately after the meeting
 Declare the meeting as closed
Why do the meetings fail?
 The agenda was not known/clear/lengthy/unprioritised
 Participants: Too many, wrong ones, unprepared
 Lack of control: Directionless/no control on individuals
 Excessive control: Difference in point of view not permitted, members
are afraid to express views
 Lengthy agenda: Too many items
 Lengthy discussion: No control on time spent on each item

Manipal University Jaipur B1632 Page No. 221

Project Management Unit 9

Disadvantages of meeting
 Takes a lot of time and effort in organising
 For geographically dispersed locations, this form is not suitable.
Teleconferences and video conferences are emerging communication
channels. They take care of disadvantages of meeting

Activity
Describe how different means of communication helps information
transfer at various levels under an infrastructure project?

General tips for improving communication

 Plan what is to be communicated
 Use face to face meetings in which you can observe others body
language
 Decide which sequence and combination of telephonic discussion, face-
to-face meeting, and memo will be most effective
 Be consistent and follow through with actions appropriate to your
message
 Use simple language
 Effective communication is aided by feedback, issuing notice, locating
persons in close proximity, and follow up

Feedback: Feedback makes communication effective. It may remove

vagueness or add value to it. It should be encouraged.

Notice: It is impossible to hold frequent meetings. It may be desirable to

issue project notices and reminders of priority actions by paper or by e-mail.

Proximity: By locating people in proximity, they can see each other more
frequently, and this may enhance communication.

Follow-up: Follow-up is necessary for communication. Without follow-up,

communication is not taken seriously by the person concerned and the very
purpose of it is defeated. There are many methods of follow-up. A simple
method is discussed below:
 Update the list of all actionable point in communication along with the
communication reference, person responsible for action, target date, etc.

Manipal University Jaipur B1632 Page No. 222

Project Management Unit 9

 Review the purpose regularly and cross off the completed ones. Send
interim reminder if progress is slow.
 Continue the above steps.
Table 9.4 depicts a simple format for follow–up of actionable points of
communication.
Table 9.4: Format for Follow–up of Actionable Points
Actionable Communication Persons Target
S. No Remarks
Point Reference Responsible Date

 Emerging methods of communication: The emerging methods of

communication or in other words, you can say the modern-day methods
of communications are as follows. These are the methods which can be
used where the traditional methods are not satisfactory. They also have
a greater accessibility. The medium of communication is such that you
can communicate with a person or persons sitting at a far off place.
(i) E-Mail: E-mail has the advantage of reaching quickly, to many
people at dispersed locations. However, it should be used carefully
and thoughtfully. Project report can be distributed as attachment to
e-mail.
(ii) Internet site: Internet site or a website is
related with the web pages which restrain
content (media), i.e., text, video, music,
audio, images, etc. A website is hosted on no
less than one web server, which is accessible
via network for instance the Internet or a private local area network
through an Internet address known as a Uniform Resource
Locator(URL). All publicly available websites together constitute
the World Wide Web(WWW). An organization can design internet
site to retrace and view project information by authorized persons.

Manipal University Jaipur B1632 Page No. 223

Project Management Unit 9

(iii) Chat room: Chat room is the online meeting of participants on

project issues. Under this opinion are exchanged by typing
messages and viewing responses on the computer’s screen. The
session can be archived for future use. In this case, the party has
to obtain lease connection from authorized body such as Bharat
Sanchar Nigam Ltd., India.
(iv) Video conferencing: Video conferencing is the conduct of a
videoconference (also known as a video conference or video-
teleconference) by a set of telecommunication technologies which
allow two or more locations to communicate by simultaneous two-
way video and audio transmissions.

Fig. 9.4: Video conferencing

It has also been called 'visual collaboration' and is a type of

groupware. Here, two parties exchange their visual/audio data
simultaneously. Infrastructure needed include: computer, high
speed LAN/wan, internet connection, video conferencing software.
(v) Blog: Blog is a white board or web space over internet. It is a
portion of national web space, acquired through purchase. Only
blog owner or writer is authorized to write his views on the blog
and edit it. The blog can be read by interested audience. They can
write their comments on it. However; they cannot edit it. Blog writer
can accept or reject the comments. Blog writing is similar to
delivering a lecture. Blog can be a part of internet (connecting to
outside world), intranet (covering organization) and extranet
(covering organization and business partner).

Manipal University Jaipur B1632 Page No. 224

Project Management Unit 9

Every country has its own web-space. Organizations/individuals

can purchase a part of the space. In India, Bharat Sanchar Nigam
Limited (BSNL) owns the web-space. National Informatics Centre
(NIC) and Software Technology Parks of India (STPI) are two such
web-space sites.
The objective of blog writing may include:
o Disseminating information
o Sharing knowledge on an issue with the purpose of reinforcing
or modifying it.
Project manager may use blog to communicate his views on
project related issues like safety, motivational package, resource
usages, unforeseen situations and the likes.
(vi) Wiki: Wiki consists of web space over internet/intranet/extranet,
shared by an authorized group of users to discuss their common
objective. Every user has right to read, write, and edit other’s
opinion or view expressed on Wiki. Wiki uses a technology that
assists a user in reading, writing, and editing. Besides, it assists in
keeping complete record of history of the process and retrieving
any record. It is similar to case study discussion in a class.
Any member can write his view on any subject on Wiki. Other
members can edit the writing and add their opinions. This process
continues till a verified, true, accepted view emerges.
Objective: This is used to arrive at a consensus on an issue or to create
knowledge through collaborative process.
Advantage of using a Wiki:
 A wiki user does not need to have any computing or web related
expertise to add, edit or delete a page.
 It creates an effective library of knowledge.
 Employee can share, edit and access work related information/
knowledge such as reports, best practices and documents.
Project manager may use this method to build consensus on an issue or
find an approach for doing a thing.

Manipal University Jaipur B1632 Page No. 225

Project Management Unit 9

 Selecting appropriate communication model: Media’s choice

depends on specific purposes such as assessing commitment, building
consensus, mediating a conflict and others, to be addressed. Schnabel
quotes guidelines to select appropriate media to suit specific need to
communicate information. A portion of the guidelines is presented in
Table 9.5.
Table 9.5: Media choice Matrix
How well media is Hard Phone Voice
E-mail Meeting Website
suited to? copy call mail
Assessing commitment 3 2 3 3 1 3
Building consensus 3 2 3 3 1 3
Mediating a conflict 3 2 3 3 1 3
Resolving 3 1 3 3 2 3
misunderstanding
Addressing negative 3 2 3 2 1 3
behavior
Expressing 1 2 2 1 2 3
support/Appreciation

Key:
1. Excellent
2. Adequate
3. Inappropriate

Self Assessment Questions

4. A ________ may be conducted to identify the specific information
requirements of stakeholders related to the various decision area in a
project.
5. Data collected from records is known as primary data. (True/False)
6. Blog is a white board or web space over the Internet. (True/False)
7. In ___________ meetings, all participants sit in a room and participate
in the agenda.
8. ___________ consists of web space over Internet/intranet/extranet,
shared by an authorised group of users to discuss their common
objective.

Manipal University Jaipur B1632 Page No. 226

Project Management Unit 9

9. ____________ are age old methods to communicate project

information in many organisations.
10. Communication is the process by which information is exchanged
between individuals through a common system of symbols, signs, or
behaviour. (True/False)

9.4 Design of PMIS

Following elements should be kept in view in the design, development and
operation of a PMIS:
 The PMIS should support the full range of life cycle including project
analysis and post project review.
 Enterprise guidance and project background information must be a part
of PMIS.
 PMIS include all information coming from a various sources, including
formal reports, informal sources, observations, project review meetings
and questioning.
 The PMIS must interface with larger organisational information system to
permit smooth, well-organised interchange of information in support of
organisational and project goals.
 Only relevant information should be a part of PMIS.

Design of PMIS consists of following four sub-systems

 Capture data: This involves capturing data from primary as well as
secondary sources
 Processing data into information
 Storing data/information/reports
 Distribute/communicate information

Each sub-system consists of the following components

 Hardware: A computer and its peripheral: Input, output, and storage
device. It also includes communication equipment that facilitates fast
transmission and reception of text, pictures, sound, and animation in the
form of electronic data.
 Software: Sets of instructions that tell the computer how to take data in,
how to process it, how to display information, and how to store data and
information.

Manipal University Jaipur B1632 Page No. 227

Project Management Unit 9

 People: It includes IT professionals and users, who analyse information

needs, design, and construct information system, write computer
program, and operate and maintain the system.
 Procedure: Procedures include priorities in running different
applications and the security measures to achieve optimal and secure
operations of the system.

Self Assessment Questions

11. The PMIS should support the full range of life cycle including project
analysis and post project review. (True/false)
12. Only irrelevant information should be a part of PMIS (True/false)
13. Enterprise guidance and project __________ should be a part of PMIS.
14. ___________ include priorities in running different applications and the
security measures to achieve optimal and secure operations of
the system.
15. Hardware also includes communication equipment that facilitates fast
transmission and reception of text, pictures, sound, and animation in
the form of electronic data. (True/False)

9.5 Summary
Let us recapitulate the important concepts discussed in this unit:
 Successful project management depends greatly on careful design,
implementation, and maintenance of effective PMIS. PMIS should
provide appropriate information about the key factors critical to the
success of the project. These factors generally include scope, time,
resources, cost, quality, procurement, and risk.
 Information can be distributed/ shared as printed project reports, as
attachment to e-mail, or through Internet/intranet/extranet sites, blog, or
wiki designed for a project.
 Information can be presented at formal and informal project review,
face-to-face briefings, teleconferences, and video conferences.
 A combination of these approaches for information dissemination can
result in a powerful PMIS.

Manipal University Jaipur B1632 Page No. 228

Project Management Unit 9

 It is important that the PMIS is capable of supporting stakeholders

changing requirements for information needed for decision making.
Hence, it should be flexible and reviewed periodically.

9.6 Glossary
Communication: It is the process by which information is exchanged
between individuals through a common system of symbols, signs, or
behaviour.
Data: It represents something in the real world, expressed as a number or a
statement or a picture.
Project Management Information System (PMIS): A PMIS consists of
people, equipment, and procedure to collect, process, store, combine, and
communicate the needed information to users for carrying out project
management functions.
Stakeholders: They are persons or groups that have or claim ownership
right or interest in a project and its activities in the past, present, or future.

9.7 Terminal Questions

1. Define PMIS.
2. Discuss the various steps of PMIS planning.
3. Discuss the commonly used information for all the organisations.
4. Discuss the various methods of communicating information.
5. How will you design an effective PMIS?

9.8 Answers

Self Assessment Questions

1. PMIS
2. System
3. Information
4. Survey
5. False
6. True
Manipal University Jaipur B1632 Page No. 229
Project Management Unit 9

7. Face-to-face
8. Wiki
9. Written reports
10. True
11. True
12. False
13. Background information
14. Procedures
15. True
Terminal Questions
1. Project Management Information System (PMIS) helps in planning,
executing and closing project management goals.. Refer to section 9.2.
2. It includes the identification of required information, collecting data,
capture data, processing of data into information, and communication of
information to stakeholders. Refer to section 9.3.
3. Most projects require information on some or all of the following: scope,
time, cost, quality, resource utilisation, procurements, and risk. Refer to
section 9.3.1.
4. Some of the key methods of communicating the information to
stakeholders include written reports, face to face meetings, etc. Refer to
section 9.3.4.
5. A PMIS should be designed in such a way that it can provide support
throughout the project life cycle and include all the information coming
from different sources. Refer to section 9.4.

9.9 Case Study

ABC is one of Australia’s leading providers of power, transport, defence,
and telecommunications infrastructure with an annual turnover in excess of
AUD $1.7 billion. ABC was awarded the A$20 million contract to supply and
construct an 1800 mobile phone network in the region stretching from the
city of Gold Coast to Brisbane in Queensland, Australia. This contract
involved the site acquisition, design, supply, and building of approximately
120 antenna sites throughout this region. The numerous sites being

Manipal University Jaipur B1632 Page No. 230

Project Management Unit 9

managed necessitated a better information management system to handle

the large quantity of text and visual information associated with each site
location.
In order to facilitate more effective management of project information and
to address the project communication requirements, the telecommunications
division of ABC proposed to implement a Project Management Information
System (PMIS) on this project. The proposed PMIS can be used to instantly
share, visualise, and communicate the project information amongst the
project participants including staff, clients, consultants, subcontractors,
suppliers, and authorities.
1. What are the various project activities carried out by ABC Company in
Australia
Hint: Activities involved in supplying and constructing 1800 mobile
phone network in the region.
2. How ABC company facilitate an effective management of project
information for addressing various project communication requirements?
Hint: By implementing a Project Management Information System
(PMIS) on this project.
Source: www98.griffith.edu.au

References :
 Clements/Gido, Effective Project Management, Publication: Thomson.
 Gray, C. F. and Larson, E. W. Project Management, Publication: Tata
McGraw Hill.
 Lock, D. Project Management, Ninth Edition, Publication: Gower.
 Nagarajan, K. Project Management, Third Edition, Publication: New Age
International.
 Chandra, P. Projects-Planning, Selection, Financing, Implementation,
and Review, Sixth Edition, Publication: Tata McGraw Hill.
 Rao, P.C.K. Project Management and Control, Publication: Sultan
Chand & Sons.
 Desai, V. Project Management, Second Revised Edition, Publication:
Himalaya Publishing House.

Manipal University Jaipur B1632 Page No. 231

Project Management Unit 9

E-References:
 www.projectsmart.co.uk. Retrieved on 7/02/2012
 www.projectmanagement.com. Retrieved on 8/02/2012
 www.pmearth.com. Retrieved on 9/02/2012

Manipal University Jaipur B1632 Page No. 232