Short note: PMIS

Project Management Information System (PMIS) is an organised system (manual or computer-based) of people, procedures, data and tools that collects, stores, processes and reports information needed by project managers to plan, monitor and control a project. It gives the right information, to the right person, at the right time, in the right form.

Components

• Data input: site reports, measurement books, labour and equipment logs, material receipts, bills, test results, drawings.
• Database: schedules, budget, cost records, resource and contract data, risk register.
• Processing tools: spreadsheets, scheduling software (MS Project, Primavera), cost and EVA software.
• Output reports: progress, variance, cost, resource, quality and exception reports, dashboards.
• People and procedures: reporting formats, frequency, responsibilities.

Functions

• Planning and scheduling support; progress and cost tracking.
• Variance and trend analysis; forecasting of final cost and date.
• Early warning of problems (exception reporting).
• Document control and communication among client, consultant and contractor.
• Support for decisions, claims, and audit.

Site data -> Collect -> Store (database) -> Process
                                              |
Decision <- Reports/Dashboard <- Analyse <----+
   |
   +--> Corrective action --> Site

Benefits

• Faster and better decisions with accurate, current data.
• Better coordination and communication.
• Early detection of delay and overrun.
• Less paperwork; reliable records for evaluation and claims.

Example

On a highway project the site engineer enters daily quantities of earthwork and bitumen, the store keeper enters material stock, and the accountant enters bills. The PMIS prints a weekly report showing physical progress (% complete), cost to date, and variance against the baseline, so that the manager can see which section is behind and act the same week.