How to Optimize Your Program’s Project Management Information System

Four-Step Process Begins with Assessing Your PMIS Needs 

Successful programs are built on the idea that we are better together — regularly collaborating to work toward the same goal. The complexity of programs requires a balance of in-person interaction and tools that support status updates and decision-making. Your project management information system, or PMIS, can make or break opportunities for real-time, straightforward collaboration.  

Optimize your PMIS by following four steps throughout the life cycle of your program: 

1. Needs/requirements assessment 
2. Selection 
3. Implementation  
4. Continuous improvement and maintenance  

Start With the End Goal of Your PMIS in Mind  

To select the right PMIS for your program it’s important to assess your needs throughout the entire life cycle based on current systems, program size and complexity. Generally, more complex or risky programs require more sophisticated tools and a higher number of users, which can impact the cost of the system.  

Identify the Information Needed for Your PMIS 

As a program manager, you may not be particular about which tool is used, if it’s efficient, user-friendly and supplies the information needed in a timely manner.  

Key Questions to Consider: 

• What are the top questions we need to answer with data collected by the PMIS? 
• Who are the primary program stakeholders and what do they want to know? 
• Who are the users?  How many people will need access?  
• What does the team need to be more effective and efficient? 

If your program involves multiple stakeholders, including external agencies, you might need a PMIS that supports extensive collaboration and document sharing. 

Collaborate With IT 

Work closely with information technology stakeholders to understand upcoming tools or upgrades that might impact your selection. Align with current IT policies, such as whether your solution can be cloud-based or must remain on premises. 

If your organization has strict data security policies, you may need an on-premises solution. 

Define Your Requirements 

Determine the information you need to be successful and prioritize it. If real-time data is crucial, prioritize tools that offer robust reporting and dashboard capabilities. Consider where data may be located and which integration capabilities may be necessary.  

Consider User Count & Needs 

The costs associated with most industry tools will, in part, depend on the number of people entering data into the tool and how many people will need access to the tool to view information. While you don’t need an exact count to get started, understanding the range of users is key. Understand the range of users and their locations. Consider time zones, external users like clients or vendors, and what they will be doing in the system. 

If your team is spread across different time zones, look for a PMIS with strong collaboration features and flexible access options. In addition, if your team includes both internal and external stakeholders, ensure that the permission capabilities meet the necessary requirements to control access to content, workflows and sensitive information.  

Prioritize PMIS Tool Features 

Before selecting name-brand tools or software, consider keeping the selection to generic features. Identify critical features that directly impact the program's success and supporting tools that enhance efficiency but may not be mission critical. Having your requirements prioritized will help when you start the tool selection and analysis. Potential features to consider include: 

• Document management: Create, store, manage and share project documents. Review supported file types and size to ensure requirements are met.  

• Work and content management: Manage work, access content, and send and receive notifications.  

• Workflow management: Review and approve work, and how to define or develop workflows. 

• Performance and reporting: Track performance, earned value management, visualization and dashboards.   

• Scheduling: Plan, schedule and track project timelines. They assist in setting milestones, dependencies, and deadlines, and visually represent the project timeline. 

• Cost control: Estimating, funding, budgeting and controlling costs.  

• Change management: Track, approve, implement and manage changes to scope, schedule and cost. 

• Governance tools: Define roles, responsibilities and decision-making processes, such as a project delivery model or stage gate system. 

• Construction management: Field, safety & quality inspections, punch lists, photos and videos with offline capabilities.  

• Engineering management: Building information models, digital twins.  

• Risk management: Identify, assess and manage risks. 

• Collaboration: Communication and collaboration among team members.  

• Geographic information system: Capture, analyze and visualize project data in a digital map. 

• Integrations and data: Data integrations to other systems and the ability to ingest data into the platform directly or with file import capabilities. In addition, platform data download capabilities are present.  

Understanding the needs for your PMIS sets the foundation for a successful program, opening the door to fluid collaboration and accessible, usable data. Take the time to consider who needs access to the tool and how they’ll use the information to prioritize your PMIS features. Connect with IT to be sure the options you’re considering are feasible. With a clear picture of your needs, it’s time to select a PMIS tool. Look for the next article in our four-step series as we explore why there are many PMIS tools and how to choose the right one for your program.