PMIS Framework and Overview
A foundational chapter on the meaning, scope, knowledge area, organizational positioning and structure of Project Management Information Systems.
2. PMIS Framework and Overview
2.1
PMIS Definition in PMBOK
How the PMBOK Guide has described PMIS across editions.
2.2
What PMIS Is Not
Common misconceptions about PMIS and project management software.
2.3
PMIS Knowledge Area
The interdisciplinary knowledge domain between ICT and project management.
2.4
Definition of PMIS
The definition adopted in this book and its process-based foundation.
2.6
PMIS Organizational Structure
The roles and structures required for PMIS management.
2. PMIS Framework and Overview
PMIS, the abbreviation for Project Management Information System, has been used for many years across domains related to project management. Despite its long-standing presence, however, a clear and shared understanding of PMIS has not been well established within the project management community, nor has a comprehensive and authoritative definition been offered.
Many individuals equate PMIS with project management software. Some traditional project managers, who hold sceptical or exaggerated views toward computer-based services, believe that all the problems in their projects stem from the absence of such a system. Others imagine PMIS as a tool capable of resolving all project issues with the press of a single button. Still others consider it unnecessary or ineffective.
A simple online search for the term PMIS reveals that a considerable portion of the results originates from websites offering project management software products, where PMIS is merely used as a search keyword, with no accompanying explanation or conceptual definition.
Project information management is one of the most important objectives of PMIS. Although PMIS has traditionally been recognised as an information system, the concept extends far beyond a simple information system.
Key Message
PMIS should not be regarded merely as a project management information system. It represents a management framework that enables more efficient and effective project management through governed project information and appropriate use of tools.
Definition of PMIS in the PMBOK Guide
From the earliest editions, the authors of the PMBOK Guide have acknowledged the relevance of information technology, project management software, and project information systems. Nevertheless, their treatment of these subjects has been presented in a cautious and conservative manner.
The second edition, published in 2000, introduced the well-known definition of PMIS that remained essentially unchanged through the fourth edition. Within the chapter text, however, the term project management software was used more frequently than PMIS, indicating a narrow and tool-oriented interpretation.
The third edition, published in 2004, includes twenty-two references to PMIS, the highest frequency among the examined editions. It is in this edition that the concept of Enterprise Environmental Factors, formally defined in the PMBOK Guide, is introduced. PMIS is explicitly identified as one of the elements within this category.
The fourth edition, published in 2008, contains at least sixteen references to PMIS. Greater attention is directed towards PMIS as part of the Enterprise Environmental Factors, although the perspective remains predominantly tool-oriented.
Most Prominent References to PMIS
Enterprise Environmental Factors
PMIS is described as a component of enterprise-level environmental conditions influencing project success.
Integration Support
PMIS is referenced as one of the tools supporting project integration, especially in earlier editions.
Schedule and Cost Control
PMIS is consistently referenced as a tool used in schedule control and cost control processes.
Information Planning
PMIS is acknowledged as a mechanism used in planning, distributing and reporting project information.
Information System
PMIS is defined as an information system comprising tools and techniques used within project management processes.
Manual and Automated Systems
PMIS may include both manual and automated systems and may support the project from initiation to closure.
Summary of the PMBOK Perspective
PMIS is not a single tool. It performs an integrating role, supports information collection and dissemination, may be manual or automated, and acts as a supporting instrument for the project team rather than a substitute for project management.
What PMIS Is Not
Before presenting a formal definition of PMIS, it is essential to address several common misconceptions and clarify what PMIS is not.
Not Software Alone
PMIS is not synonymous with project management software or the automation of project activities.
Not a Project Manager
PMIS is not a substitute for the project manager and does not manage projects on behalf of the team.
Not Always Complex
PMIS is not necessarily a large or complex system; even manual procedures may constitute part of a PMIS.
Not Fully Automated
PMIS is not exclusively a fully automated or mechanised system.
Not Reliable Without Data Quality
PMIS cannot produce accurate outputs without correct and reliable input data.
Not a Luxury
PMIS is not a luxury or ornamental system, nor is it merely an information system.
The PMIS Knowledge Area
Engagement with the field of PMIS requires establishing a well-defined alignment between the domains of Information and Communication Technology and project management. Without adequate expertise in both domains, the provision, development, and effective utilisation of project management tools will inevitably encounter challenges.
PMIS represents a modern, information-based managerial system. Within this system, project management activities are supported through the effective use of automated tools while concurrently addressing the information requirements of projects.
This gap represents an interdisciplinary knowledge area that encompasses a body of knowledge and experience concerning the provision, development, and appropriate use of ICT tools within project management, as well as contemporary project management approaches enabled through these tools.
Objectives of the PMIS Knowledge Domain
Information Requirements
Identifying and addressing the information requirements of projects.
Tools and Software
Developing or procuring appropriate tools and software for project or organizational information systems.
Implementation
Implementing and operationalising PMIS within projects or organizations.
Maintenance
Monitoring, maintaining and improving the existing PMIS.
Organizational Assets
Optimising Organizational Process Assets through a PMIS-oriented approach.
Competency Development
Enhancing project management team competencies in the effective use of project management tools.
Knowledge Dependency
Without familiarity with this knowledge domain, neither an appropriate PMIS will be developed nor will an existing system be used effectively.
Definition of PMIS
PMIS is the application of knowledge, skills, tools, and techniques related to the knowledge areas of ICT, project management, and other dependent knowledge areas, for the purpose of planning the appropriate, timely, complete, and valid provision of the information required by project stakeholders and the outputs of project processes to designated persons during or, if appropriate, after the project life cycle, in such a way that it facilitates project decision-making and increases project efficiency.
PMIS Process Groups
PMIS Planning
Planning the required information, processes, tools and governance basis for PMIS.
PMIS Acquisition
Acquiring or developing the tools and components needed for the PMIS environment.
Implementation and Operationalization
Deploying, configuring and operationalising PMIS within project or organizational settings.
Control and Optimization
Monitoring PMIS performance and improving the system and information processes.
PMIS Support
Maintaining, supporting and sustaining PMIS use across the project life cycle.
PMIS Positioning in the Organization
PMIS is considered a knowledge area. It is strongly affected by organizational environmental factors, organizational culture, relationships, and the type of product or service produced or provided in the project.
Every knowledge domain within an organisation requires a suitable institutional locus for the accumulation and consolidation of knowledge. Organisations must therefore define an appropriate position for acquiring, maintaining, and developing PMIS knowledge.
Defining this position presents challenges because PMIS is an interdisciplinary domain, closely linked to Information Technology on one hand and to Project Management on the other.
Possible Organizational Positions
PMIS as Part of the IT Department
PMIS is established as a section within the organisation’s IT Department. This option may be suitable for organisations that have not yet reached adequate maturity in the IT field.
PMIS as Part of the Project Management Office
This option is effective when the organisation exhibits high organizational project management maturity and the PMO holds a strong organizational standing.
PMIS as a Project
This approach is generally the most suitable for the initial establishment and deployment of PMIS within an organisation or project environment.
PMIS as an Independent Functional Unit
This arrangement is recommended for organisations that have previously launched and deployed PMIS and aim to expand it organisation-wide.
Developing a Roadmap for the Organizational Position of PMIS
As the organizational position of PMIS advances within the organisation, the expansion of its activities and the further development of its capabilities become easier to achieve. However, elevating this position requires time and a consistent track record of successive successes.
IT Department → PMIS Project → Independent Unit
PMIS capability starts within IT, becomes a dedicated project, and later evolves into an independent functional unit.
IT Department → Independent Unit
PMIS starts in IT and later moves directly into an independent functional unit.
PMO → PMIS Project → Independent Unit
PMIS is initiated under the PMO and then developed through a dedicated project.
PMO → Independent Unit
The PMO acts as the initial organizational host before PMIS transitions into an independent unit.
PMIS Project → Independent Unit
PMIS is initially developed as a dedicated project and later elevated to an independent unit.
Independent Functional Unit
This approach usually requires prior organizational readiness and acceptance of PMIS.
Organizational Structure of PMIS
Regardless of how PMIS is established within an organisation or at the project level, it necessitates an appropriate organizational structure for its effective management. This section defines the key components and responsibilities required for the proper functioning of PMIS.
PMIS Council
The PMIS Council consists of influential members of the organisation and serves as the highest policy-making and supporting body for PMIS. It includes key stakeholders from both the project and the organisation, as well as individuals associated with IT-related domains.
Proposed members may include the PMIS Manager or PMIS Project Manager, Project Manager, Head of IT, key project managers, and a representative from senior management.
PMIS Manager
The PMIS Manager is the head of the PMIS Unit. If an independent PMIS unit is established, the PMIS Manager assumes ultimate responsibility for the establishment and support of PMIS across the organisation.
PMIS Project Manager
When PMIS is implemented through a formal project, the PMIS Project Manager is responsible for defining the PMIS project within the organisation in accordance with PMIS processes.
PMIS Team
All individuals working under the organisational authority of the PMIS Manager or PMIS Project Manager collectively form the PMIS Team.
Typical roles include PMIS system administrators, developers and PMIS analysts.
Technical Committees
Technical committees provide specialized technical and operational support for PMIS activities. They may be established as subcommittees under the PMIS Governance Committee and consist of specialists in relevant PMIS domains.
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