Research Paper on Use of the PMIS Software

Abstract

Most projects within the construction industry most fail, get cancelled or surpass the original cost. Therefore, it is important for project managers to manage projects within their organization and guarantee performance and success. The objective of this study is to determine the impact of Project Management Information System (PMIS) on project performance in the construction sector in the United States about the system, System use, the System user, quality of information during the entire project life cycle. The study employed a descriptive survey approach to obtain the perceptions and opinions of the respondents on the topic under study. The study targeted a population of 98 individuals but the sample size was 80 based on the Krejice and Morgan table (1970). The independent variables were (the system, the system use, the system user, and quality of information) were found to have a positive relationship with the dependent variable (dependent variable). The use of the PMIS software helped to produce quality information required by project managers/system users to carry out their tasks with professionalism leading to project success. The research concluded that the PMIS software helped project managers in the construction industry to improve overall project performance while respecting issues related to budget, time and quality, thereby meeting the objectives of the study.

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Chapter One: Introduction

Study Background

Internationalization and globalization of markets have increased competition among businesses. As a result, most firms engage in essential projects that may lead to organization performance and success.This evolution has enabled business projects to be highly managed through planning, organizing, scheduling, controlling and monitoring. Companies can realize this by managing projects within the stipulated budget, time and performance while reducing the project risk (Mir and Pinnington, 2014). Although project management systems increases a ompany's success, help companies, project managers still need tools that can help to overcome a number of challenges such as lack of collaboration among project team members, delays in project decisions making, lack of clarity in prioritizing projects, unpredictable of firms resources, inconsistent project teams, and uncontrollable budget and time restrictions. Thus, the more project managers continue to struggle with these issues; they have to make decisions that can control project risks, and reduce uncertainty to ensure project performance and success. Therefore, the implementation of a Project Management Information System (PMIS) provides project managers with critical tools in regards to planning, selecting, organizing and controlling portfolios and projects.

However, available literature still indicates that the use of PMIS tools during the project management life cycle still needs further research (Braglia and Frosolini, 2014). Papke-Shields and Boyer-Wright (2017) states that Project Management Information Systems have become inclusive systems that support the entire life cycle of the project. Project managers must make use of the PMIS in their decision making, planning, organizing, controlling, evaluating and reporting. This makes the functions of the PMIS to seen as a link between project managers and multi-project environment that is capturing and storing project data, which can help in decision-making responsibilities (Raymond and Bergeron, 2015).

According to Ali, Anbari, and Money (2008), Information Systems are developed to help to perform tasks. PMIS is a good example of these Information Systems, and it is considered as a key component in project management. These systems have evolved from scheduling, planning,and resource management systems to become more multi-functional, distributed and complex systems, which provide necessary information, improve efficiency, reduce project costs, and helps in decision making within the life cycle of the project. What makes PMIS more important than other classes of information systems is its volatility nature, which requires it to be more customized in its functionality (Mir and Pinnington, 2014).

Within the construction industry, two different information management systems are being used: the Critical Path Method (CPM) and the Program Evaluation and Review Technique (PERT) (Shojaie et al. 2016). These Information Management Techniques are largely used in different organizations with a lot of related software packages cater such as SAP, Primavera Project Planner, and Microsoft Project.

Traditional project management systems primarily provide complicated network schedules, basic graphs, and texts for making decisions and controlling projects. Today, most projects have become more time driven and complex due to the increase of the active project participants and the amount of project information. Therefore, more effective tools are needed for communication, integration,and management of projects. Among various IT solutions, the web-based and internet-based PMIS have been highlighted due to its pros such as reliable and speedy data transfer and storage, location free access, low costs and efficient information sharing among project members (Braglia and Frosolini, 2014).

PMIS success can be realized by looking at its impact on the project results. Most researchers consider that the main objective of the PMIS is to improve organizational performance and success. Naranjo-Gil (2009) in his study found that PMIS has a direct impact on updating customer knowledge, considering the decentralization of responsibilities, cost-based strategic performance, flexibility-based strategic performance, and utilization of management information. Wong, Lai, and Cheng, (2009) also found a link between firm performance and sharing environmental management information with customers. PMIS also improves the quality of a company by providing appropriate information during decision-making processes. Since most organizations have expanded and evolved to a larger extent, most managers have lost contact with critical aspects of operations (Wong, Lai, and Cheng, 2009). PMIS also complies and simplifies a large amount of information, thereby avoiding any issues with ambiguity that may happen when managers have detailed facts. Therefore, MIS can successfully measure organizational performance and make critical changes to its procedures and plans. It links all organizational decisions and facilitates the integration of all activities within the company.

PMIS also functions as a link between managerial assembles, control, and planning. It improves management capacity, analyzes and improves organizational performance. PMIS is also able to analyze performance, variance and forecasts project organization and any level of the work breakdown structure (WBS). Besides, a good PMIS enable changes to project plans and system configurations and allows for easy periodic updating, quick review, and filter data to provide information summary if needed. With PMIS, project managers cannot wait for days to identify issues and determine project status (Braglia and Frosolini, 2014).

In the US, web-based PMIS is one of the most used tools to enhance and support communication and collaboration between project parties. Web-based PMIS is widely adopted in the construction industry in the US because of the user's friendly familiarity with web-based computing environment and the well-established internet infrastructure (Jung et al., 2004). Besides, there are technical reasons such as lack of knowledge and skills among project managers as the US construction industry has strongly facilitated the adoption of web-based PMIS particularly among clients, architects, constructor, sub-contractors and construction managers.

The use of PMIS not only gives an organization a competitive edge but also improves the effectiveness of projects across different construction business functions and their life cycles. Kaiser et al., (2010) considers that the use of PMIS is based on the belief that its operating cost will be offset as a result of the benefits. The authors continue to say that PMIS can be broadened to allow firms to manage both individual projects and the entire project portfolios. Thus, PMIS support most phases of the project life cycle from idea generation, stakeholder management, risk management, to knowledge management throughout the project completion.

Problem Statement

Organizational projects can be successful when they are completed w...