PROJECT

MANAGEMENT
INFORMATION
SYSTEM
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INTRODUCTION TO PROJECT
MANAGEMENT INFORMATION SYSTEM

 A PMIS is typically a computer-driven

system to aid a project manager in the
development of the project.
 A PMIS can calculate schedules, costs,
expectations, and likely results.
 The goal of a PMIS is to automate,
organize, and provide control of the project
management processes.

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ELEMENTS OF A TYPICAL PMIS

A typical PMIS software system has:
 WBS creation tools
 Calendaring features
 Scheduling abilities
 Work authorization tools
 EVM Controls
 Quality control charts, PERT charts, Gantt charts,
and other charting features
 Calculations for the critical path, EVM, target dates
based on the project schedule, and more
 Resource tracking and leveling
 Reporting functionality
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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.
 Used by upper and lower management to
communicate with each other.
 It is an automated system to quickly create,
manage, and streamline the project
management processes.

In the develop portion of the project, the PMIS can

be used to help project management team create
the schedule, estimates, and risk assessments,

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and gather feedback from stakeholders 4
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 A configuration management system aims to manage all of

the following:
 Functional and physical characteristics of the project
deliverables
 Control, track, and manage any changes to the project
deliverables
 Track any changes within the project
 Allow the project management team to audit the project
deliverables to confirm conformance to defined criteria for
acceptance.

 PMIS help plan, execute and close project management

goals.
 During the planning process, project managers use PMIS
for budget framework such as estimating costs. The PMIS
is also used to create specific schedule and define the
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 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 PMIS 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 is used
to plan schedules, budget and execute work to be accomplished
in project management.
 PMIS is tool used to document and store the project
management plan, subsidiary plans and other documents/work
products relevant for the project.
 It could be manual or automated and should support the change
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control procedures defined in the project. 6
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IMPORTANCE OF PMIS
The monitoring and control system of a project needs the support of a
suitable PMIS. Usually, the use of PMIS for all information about a project
and regularly updating this information based on the actual status: helps in
successful monitoring and control.
A comprehensive PMIS would cover the complete life-cycle of a project and
would provide the necessary support for decision making.
One important purpose of this information system is to receive the actual
data about the status of a project at pre-determined intervals, process this
information to evaluate the impact of these outcomes and project these
impacts in terms of an expected date of completion and an expected cost of
completion. This processed information is then made available to the project
manager and his team who would then use this to decide the necessary
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PMIS have capabilities that assist project managers in planning,

budgeting, and resource allocation.
Many PMIS additionally perform assorted analysis such as variance,
performance, and forecasting for any level of the WBS and project
organization.
A good PMIS enables facile control of changes to system
configuration and project plans as well. These PMIS allow for quick
review and easy periodic updating; they filter and reduce data to
provide information on summary, exception, or “what if” bases.
With an effective PMIS the project manager does not have to wait for
days or comb through reams of data to identify problems and
determine project status.
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OBJECTIVES OF PMIS
 Record and report relevant information and 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.
 Form the basis of updating 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 the
plan.
 Provide a basis for the evaluation of the performance of the functions of
various managers and departments by regular comparisons with
budgets/plans/schedules.
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TYPICAL FATURES OF PMIS

 The following are a list of the kinds of analytical
capabilities, outputs, and other features offered by
various PMIS.
 SCHEDULING AND NETWORK PLANNING –
Virtually all project software systems do project
scheduling using a network-based procedure. These
systems compute early and late schedule times, slack
times, and the critical path.
 RESOURCE MANAGEMENT – Most project systems
also perform resource loading, leveling, allocation, or
multiple functions, although the analytical
sophistication and quality of reports vary between
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TYPICAL OUTPUTS OF PMIS

 BUDGETING – in many project systems it is possible to associate
cost information with each activity, usually by treating cost as
resources. The ability of a system to handle cost information and
generate budgets is a significant variable in the systems usability for
both planning and control.
 COST CONTROL AND PERFORMANCE ANALYSIS – Here is
where project system capabilities differ the most. The most
sophisticated PMIS software “roll up” results and allow aggregation,
analysis and reporting at all levels of the WBS. They also permit
modification and updating of existing plans through input of actual
start and finish dates and costs. The most comprehensive PMIS
integrate network, budget, and resource information and allow the
project manager to ask what if questions under various scenarios
while the project is underway. They allow the system user to access,
cross-reference, and report information from multiple sites or
databases linked via the internet or an intranet.
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 INTERFACE, FLEXIBILITY, AND EASE OF USE –

Many larger PMIS allow data from different projects to
be pooled so multi project analysis can be performed.
Some systems are compatible with and can tie into
existing databases such as payroll, purchasing,
inventory, MRP, ERP, cost-accounting, or other PMIS.
- The capability of a PMIS to interface with other
software from which existing data files have been
created is an important selection criterion. Many firms
have had to spend considerable time and money
developing interfaces to link a commercial package
with existing data and other PMIS. Most small,
inexpensive systems are stand-alone and have limited
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 FLEXIBILITY
 Systems also vary widely in flexibility. Many systems are limited and
perform a narrow set of functions which cannot be modified.
 Others allow the user to develop new applications or alter existing
ones depending on needs.
 Among the potential additional applications and reports sometimes
available are change control, configuration management,
responsibility matrixes, expenditure reports, cost and technical
performance reports, and technical performance summaries.
 Many software systems utilize internet technology and protocols that
enable easy access through a browser to a wide variety of
management applications and databases.
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 EASE OF USE
 How easy is it to learn and operate the systems?
Systems vary greatly in the style of system
documentation, thoroughness and clarify of tutorials,
ease of information input, clarify of on-screen
presentation and report format, helpfulness of error
messages, and the training and operating support
offered by the developer.

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BENEFITS OF COMPUTER BASED PMIS

 The benefit of computer PMIS over manual systems are

speed, capacity, efficiency, economy, accuracy, and ability to
handle complexity.
 The major benefit is speed. Once data have been collected
and entered practically any manipulation can be done more
rapidly by computers.
 To create or revise printed plans, schedules, and budgets
takes days or weeks with a manual system, but seconds or
minutes with computers.
 This is especially true of internet and intranet project
management systems.
 Computer-based PMIS store large amounts of information that
is easily accessed, prioritized, and summarized.
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 Manual systems for large projects are tedious to maintain, difficult to access,
and provoke people to try to work around them or avoid them. They require the
efforts of numerous support personnel to maintain and use their outputs for
analysis.
 In contrast, computer-based PMIS can perform much of this analysis, reduce
the requirement for clerical personnel, and relieve managers and support
personnel from having to do computations. This frees them to use analysis
results for making decisions.
 The speed, capacity, and efficiency of computers afford still another benefit:
economy. In most cases, computers offer a significant cost advantage over
manual systems for storing and processing information. Assuming input data
are correct, computers produce fewer computational errors and reduce the cost
of correcting mistakes.
 Computer-based PMIS are much better at handling and integrating complex
data relationships.
 Large projects with thousands of work tasks, hundreds of organizations and
tens of thousands of workers cannot be managed efficiently without computers.
 This is especially true of internet and intranet project management systems.
 Computer-based PMIS store large amounts of information that is easily
accessed, prioritized, and summarized.
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EXAMPLES OF COMPUTER-BASED OF PMIS

MICROSOFT PROJECT (MS PROJECT)

 Microsoft project dominates project management software systems.
 This software system carries its own database and is compatible
with SQL (STRUCTURED QUERY LANGUAGE) server or Oracle
database.
 Although it requires installation on every user’s computer, it is fully
compatible with Microsoft Office so team members can easily save
to the database documents created in any office application.
 In addition, because it has the same toolbars as MS office
applications, most users become quickly familiarized with it.
 MS Project provides the ability to publish to the internet or the
company intranet.
 There are no limits to the number of tasks or projects the software
can handle.

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PROJECT SCHEDULER
 Project scheduler works with an SQL database and is MS office compatible.
 Information from multiple projects or subprojects can be merged or consolidated
to reveal company wide resource utilization.
 The report writer enables a wide range of standard and customized reports,
which can be output in HTML format.
 Data can be located on shared disk drives and accessed only by users with the
appropriate password.

WELCOM
 Welcom has three software products: open plan, cobra, and spider.
 Open Plan has a advanced scheduling and modelling tools for resource
management.
 It integrates company-wide information and enables information sharing across
multiple projects.
 Team members can work on pieces of the project, then roll-up information for
composite reporting.
 Cobra is a cost management tool designed to manage and analyze budgets,
earned value, and forecasts.
 Spider is a multiuser, multi project web-based tool for viewing and updating
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project data from open plan user web browsers.
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TRAKKER
 Trakker offers a variety of interesting products including tools for risk
management activity based costing, earned value management as well as
the usual planning, budgeting, and tracking tools.
 These tools interface with commercial accounting systems and can be web
enabled for use on the internet or intranet with browsers.

PRIMAVERA
 Primavera offers four software products.
 SURE TRAK PROJECT MANAGER
 This software enables modeling and scheduling of simultaneous projects of
up to 10,000 activities per project.
 Activities can be inserted or rearranged on Gantt Charts and PERT charts
with a mouse click.
 Actual completion dates and costs can be compared with targets, progress
estimated for each activity or for the entire project, and forecasts produced
of resources necessary to get a project back on track.
 If resources exceed supply, Sure Trak can reassign them form low-priority
activities., assignments, deadlines, and status can be shared with project
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participants at all levels and locations using the web publisher.
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PRIMAVERA
 Primavera Project Planner , (P3r)
 This program provides for unlimited projects, up to 100,000 activities per project,
concurrent, multiuser accessibility, and scheduling options similar to Suretrak.
 It can create fragments of networks to store for later use as templates or building
blocks for creating other project plans.
 Also, it supports can be embedded into the project to automatically route status
information to individuals who need to know.
 A web publisher enables team members with web browsers to review, update,
and return project activity status data.

PRIMAVERA EXPEDITION CONTRACT CONTROL SOFTWARE

 This software assists in change management and tracking of contracts and
purchase orders.
 It enables users to view the latest submittals and schedule changes from P3 or
SureTrak in real time.
 It ensures that everyone who needs drawing revisions gets them.
 It also has a change management feature to assess the impact of changes on
costs and schedules, and to identify where additional equipment is needed and
the contractors affected.
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 It also automatically distributes requisitions and RFPS. 20
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WEBSTER FOR PRIMAVERA

 This software provides access to the project database, timecard
activities, and project information from SureTrak and P3.
 Team members can see assignments and can report
accomplishments and time needed to complete assignments.

WEB-BASED PMIS
 A project web site and web-based project software are especially
helpful in situations where project team members are located at
different sites.
 Putting project information in the internet or other networks utilizing
internet standards expedites projects that might ordinarily be
delayed because team members are dispersed.

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 Web-based tools are easy to learn, understand, and use. Because the training
and learning required for web-based tools are minimal, team members can
concentrate on their job rather than spend time in training, or in trying to figure
out the software.
 In most cases, the necessary tools are already at hand. Web-based software
requires one thing: access to a web browser, such as internet explorer or
Netscape, which is available on any computer with internet access.
 Internet and intranet networks are easy to use and learn, and therefore team
members are likely to use them more frequently for status reporting.
 Special website administration is unnecessary when team members, who enter-
up-to-date information, maintain their own sites.
 Web based communication not only provides management with a current view
of projects, but it demands low overhead and frees management from worry
associated with system updates and maintenance.
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CRITICAL DECIDING FACTORS

 In designing PMIS, the following have to be spelt out

dearly:
 The objective of each format or report in brief.
 The distribution chart.
 The periodicity of the reports.
 The persons responsible for preparation of the reports.
 The timing of the reports.
 The sources from which information has to be
gathered in the preparation of reports.

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INTEGRATED PMIS
Structure of a typical integrated PMIS is depicted in figure.
It allows total project information to be structured into a number of data sets
which are integrated by the software. Some of the relevant datasets for a large
projects are:
 Network dataset
 Drawing data set
 Cost data set
 Material data set
 Vendor data set
 Job card data set
 Rates data set
 Resources data set
 History data set, etc.
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INTEGRATED PMIS

Integration of these independent datasets through various processing modules

enables high control of projects. It permits:
 Horizontal integration between disciplines, e.g. cost/schedule integration, or cost
estimates, cost accounts and project schedule integration via work breakdown
structure:
 Vertical integration. Data can be aggregated (rolled up) to any required level to
produce desired summary reports.

Introduction to Information Systems

• Building Impenetrable Customer Loyalty

• "A company that aspires to give customers exactly what they want
must look at the world through new lenses. It must use technology
to become two things: a mass customizer that efficiently provides
individually customized goods and services, and a one-to-one
marketer that elicits information from its customer about his or her
specific needs and preferences."
B. Joseph Pine, II, Strategic Horizons
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What is Data?

 Raw Material
 Numbers and strings of letters with no precise context or meaning

What is Information?

 Data processed with knowledge

 “Data endowed with relevance and purpose”
 “Data becomes information when its creator adds meaning”
 “An organized, meaningful, and useful interpretation of data”

What is Knowledge?

 “A body of guidelines and rules used to select, organize, and manipulate

data to make it suitable for a given task”
 “An awareness and understanding of a set of information and how that
information can be put to its best use”
 “Internalized information + the ability to utilize this information”
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Data becomes Information

Establishing relationships between data creates information.

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Characteristics of Valuable Information

 Relevant
 Complete
 Accurate
 Current/Timely
 Economical
 Accessible

Does Perfect Information Lead to Perfect Decisions?

 IBM
 Among the first to learn that PCs were revolutionizing the
computer industry.
 Wal-Mart
 “We got big by replacing inventory with information”

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What is a System?

 Components that work together to achieve a

goal by accepting input, processing it, and
producing output in an organized manner.
e.g. a sound system

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COMPONENTS OF System?

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COMPONENTS OF System?

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OPEN vs. Closed Systems

 Closed System
Stands alone
No connection to other systems
 Open System
Interfaces and interacts with other systems
Gets information from and provides
information to other systems

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SO, What is an Information System?

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SO, What is an Information System?

 Information System: Components that work
together to process data and produce
information (to help companies solve
problems and make decisions).

• IS, can be any organized combination of

People, Hardware, Software and data
resources that collects transformation or
screening the information in an organization.

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Input Processing Output

Storage

FeedBack

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• Information system has been defined in terms of two

perspectives:
– one relating to its function;
– the other relating to its structure.
• From a functional perspective; an information
system is a technologically implemented medium for
the purpose of recording, storing, and disseminating
linguistic expressions as well as for the supporting of
inference making.
• From a structural perspective; an information
system consists of a collection of people, processes,
data, models, technology and partly formalized
language, forming a cohesive structure which serves
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Functions of an information system:

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Components of Information Systems

• Resources of people: (end users and IS specialists,

system analyst, programmers, data administrators
etc.).
• Hardware: (Physical computer equipment’s and
associate device, machines and media).
• Software: (programs and procedures).
• Data: (data and knowledge bases), and
• Networks: (communications media and network
support).

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Type of Information System

• Transaction Processing Systems. These systems have

been designed to collect, process and store transactions
that occur in the day to day operations of a company.
The system can also be used to cancel or modify
transactions done in the past if the need arises. One
property of this system that enables them to work
effectively is the ability to accurately record multiple
transactions even if the different transactions take place
simultaneously.
They are built to be able to handle large volumes of
transactions. Examples include stock control systems,
payroll systems, order processing systems etc.
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• Decision Support Systems. These systems help decision makers to make

the best decisions by generating statistical projections from analyzed data.
Although it does not eliminate the need for the manager’s judgment, it
significantly improves the quality of the decision by offering forecasts that
help determine the best course of action.
These systems compile information from several sources for purposes of
aiding in decision making. Examples of these systems include computer
supported cooperative work, group decision support systems, logistics
systems and financial planning systems.

• Executive Information Systems. Also known as Executive Support System,

this is a tool used for reporting enterprise-wide data to top executives.
These systems provide quick and easy to use reports that are presented in
graphical displays that are easy to compare. They can be taken as
specialized decision support systems because they provide information
necessary to help improve the quality of decisions. Owing to the high
expectations from such a system, these systems need to be highly
individualized hence they are usually custom made for specific clients. They
are also customizable to fit the specific needs of the clients.
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• Management Information Systems. These systems make use of

information technology to help managers ensure a smooth and efficient
running of the organization.
Information collected by these systems is structured so that the
managers can easily evaluate the company’s current performance vis-à-
vis previous outputs.
Some of the common types of Management Information Systems
include process control systems, human resource management
systems, sales and marketing systems, inventory control systems, office
automation systems, enterprise resource planning systems, accounting
and finance systems and management reporting systems.
The MIS is defined as a system based on the database of the evolved
for the purpose of providing information to the people in the
organization.
Management information systems are distinct from regular information
systems in that they are used to analyze other information systems
applied in operational activities in the organization. MIS involve three
primary resources: technology, information, and people.
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Role Of MIS
• The role of MIS in an organization can be compared to the role of heart
in the body.
• The information is the blood and MIS is the heart. In the body the heart
plays the role of supplying pure blood to all the elements of the body
including the brain.
• The MIS plays exactly the same role in the organization.
• The system ensures that an appropriate data is collected from the
various sources, processed, and sent further to all the needy
destinations.
• The system is expected to fulfill the information needs of an individual, a
group of individuals, the management functionaries: the managers and
the top management.
• The MIS satisfies the diverse needs through a variety of systems such
as Query Systems, Analysis Systems, Modeling Systems and Decision
Support Systems.
• The MIS helps in Strategic Planning, Management Control, Operational
Control and Transaction Processing.
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Features of MIS
• Timeliness
• Accuracy
• Consistency
• Completeness
• Relevance

Components of MIS

1) Marketing Research System (MRS)

Marketing research can be seen as the
systematic and objective search for and
analysis of data and information relevant to
the identification and solution of any problem
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Marketing Intelligence System (MIS)

The process of acquiring and analyzing information in order to

understand the market (both existing and potential customers); to
determine the current and future needs and preferences, attitudes
and behavior of the market; and to assess changes in the business
environment that may affect the size and nature of the market in
the future.

Internal Record System (IRS

• Internal Record System (IRS): Marketing managers rely on

internal reports on orders, sales, prices, costs, inventory levels,
receivables, payables, and so on. By analyzing this information,
they can spot important opportunities and problems.
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Decision Support System(DSS)

• Decision Support System(DSS): A decision support system

(DSS) is a computer-based information system that supports
business or organizational decision-making activities.
• DSSs serve the management, operations, and planning levels of
an organization and help to make decisions, which may be
rapidly changing and not easily specified in advance.

Aim of Management Information System

• The main aim of MIS is to inform management and help them

make informed decisions about management and the way the
business is run.

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Types Of MIS

• Transaction processing systems: These systems

process a large volume of routine, recurring
transactions.
• Operations information systems: These systems
gather comprehensive data, organize it and summarize
it in a form that is useful for managers.
• Decision support systems: These systems help
mangers with the necessary information to make
intelligent decisions.
• Expert systems: They are meant to mimic humans in
making decisions in a specific field.

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Elements of MIS

1. Hardware
2.Software
3. Control
4.Databases and application programs
5.People
6.Telecommunications and Networks

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Outputs Of a MIS

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• Scheduled reports which are produced periodically, or

on a Schedule (daily, weekly, monthly).
• Key-indicator report which summarizes the previous
day’s critical activities and also it is typically available at
the beginning of each day.
• Demand report which gives certain information at a
manager’s request.
• Exception report which is automatically produced
when a situation is unusual or requires management
action

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Benefits of MIS

• It improves personal efficiency.

• It expedites problem solving(speed up the progress of
problems solving in an organization).
• It facilitates interpersonal communication
• It promotes learning or training.
• It increases organizational control.
• It generates new evidence in support of a decision.
• It creates a competitive advantage over competition.
• It encourages exploration and discovery on the part of
the decision maker.
• It reveals new approaches to thinking about the
problem space.
• It helps automate the Managerial processes.
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Component of Management IS

• To effectively deliver the information needed to decision

makers, Management Information Systems need to have the
necessary components to collect, process, store and retrieve
the information whenever it is needed.
• To achieve this, these systems use the following four
components:
• Information System. This is a combination of software,
hardware, personnel and infrastructure. This component
helps in the collection of data that is stored in the MIS. The
hardware includes computers, scanners, printers and
network devices. The software elements include the
company’s enterprise software and any other software that is
used in the running of the company’s network. This
component makes it possible for employees to interact with
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• Database Management System. This component is

primarily made up of computer programs that help in
the storage and retrieval of data. Of course, it also
includes the actual physical databases where the
information is stored after it has been captured. There
are several different database management systems
that can be used in Management Information Systems.
The suitability of the systems will depend on the amount
of data that will need to be processed and stored in the
system. There are small database management
systems that can comfortably work on personal
computers and there are huge ones that will need
larger and more complex machines like mainframe
computers.
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• Intelligence System. This component is concerned with

processing of the data collected and presenting it in a manner
that is easy to comprehend. Everything from the processing of
the data to the displaying of the data is designed to give top
executives an easy time as they try to make decisions
concerning the business. It is sometimes referred to as business
intelligence which stores human knowledge and uses the logic
to formulate quick solutions for future problems where patterns
match.
• Research System. This component is concerned with
identifying the main management problems in the organization
and coming up with alternative decisions that could have
sufficed in a particular situation. This helps ensure that all the
possible options are analyzed and the best decision made. The
best decision is not always the most obvious one. This
component of Management Information systems ensures that
the best decision is reached even in those instances.
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Role of MIS in Business

• The main role of Management Information Systems is to report on
business operations with the purpose of supporting decision
making.
• This is to ensure that the organization is managed in a better and
more efficient way so that it can be able to achieve full potential
thus gain competitive advantage.
• To provide information readily to company decision
makers. Regardless of whether it is a marketing, financial or
operational issue, managers need quick access to information so
that they can make good decisions that will have a positive impact
on the company’s performance. Management Information Systems
enhance this by strategically storing vast amounts of information
about the company in a central location that can be easily accessed
by managers over a network. This means that managers from
different departments have access to the same information hence
they will be able to make decisions that collectively help solve the
company’s problems in the quickest way.
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• Management Information Systems also help in data

collection. Data from everyday operations in the company is
collected and brought together with data from sources outside the
organization.
• This enables a healthy and functional relationship between
distributors, retail outlets and any other members of the supply
chain.
• It also helps keep good track of performance since production
and sales numbers will be recorded and stored in a central
database that can be accessed by all members of the MIS.
Access to this information also helps ensure that problems are
detected early and decisions are made quickly using the latest
information.
• To promote collaboration in the workplace. In any large
company, there are many situations that call for input from
several individuals or departments before decisions can be made.
Without an efficient communication channel, these decisions can
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take a very long time.
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• To run possible scenarios in different business

environments. Before making a decision that will affect the
overall standing of the business, a lot of precaution must be
taken. There is a need to check and verify that the company
will not suffer after making a decision. Management
Information Systems enable executives to run what-if
scenarios so that they can see how some of the important
metrics in the business will be affected by a given decision.
• Management Information systems give accurate projections of
the company’s standing in the short and long term.
• Management Information Systems help track the
implementation of particular decisions in a company.
• To improve on the company’s reporting. One of the reasons
why Management Information Systems are favored by large
companies is the effectiveness of the reporting features.

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Advantage of MIS
• All stakeholders in the company have access to one single database that
holds all the data that will be needed in day to day operations.
• Employees and other stakeholders in the organization will be able to spend
more time doing productive tasks.
• Another benefit of Management Information Systems is that they bring the
power of data processing tools that help significantly improve the quality of
decisions made in the company.
• Owing to the flexibility that is brought by the use of mobile devices such as
tablet computers and smartphones, Management Information Systems
ensure that employees have easier and closer interaction with information
about the progress of any process within the organization
• Management Information Systems help reduce the amount of
paperwork
• Reports make it easy for companies to easily identify their strengths
and weaknesses in carrying out various tasks
• From a top executive perspective, Management Information Systems
help give an overall impression of where the company stands
financially.
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• MIS helps eliminate redundant roles
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Thank you

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