What Is Project Management System?
- The word “system” has two distinct definitions:A set of principles and procedures that dictate how something is done.
- A set of parts that form a complex whole.
Therefore, depending on which definition we are using, a project management system can also have two different meanings.
The first meaning refers to the entire system of processes and principles for how to complete a project. This definition encompasses all of project management, and how it intersects with the rest of the organization.
The Project Management System can be broken down into the following six subsystems:
- Facilitative organizational: This is used to organize project team members into reporting hierarchies. In many organizations, there is a matrix structure where project members report to a functional head as well as a project head. This subsystem deals with creating the organizational structure and placing people within it.
- Project planning: This subsystem deals with the planning of projects, programs, and portfolios.
- Project control: This subsystem includes all the processes and procedures for controlling project execution.
- Project management information: The principles and procedures for managing information all fall under this subsystem. This can include everything from communication plans to knowledge databases.
- Techniques and methodology: This subsystem consists of all the management science techniques used in project management. Some examples are CPM (critical path modeling), PERT (program evaluation and review technique), and Monte Carlo simulation.
- Cultural ambience: This subsystem includes the organization’s culture around project management. It relates to how project management is viewed and carried out within the company. For example, do functional employees, who are not directly involved with projects, understand and support project management? Are they even aware of projects occurring within the organization that affect them?
The second meaning generally refers to project management technology or software. Most literature referencing project management systems is talking about this type of system. It is the applications and tools used to plan, organize, and manage the complex project. These can include general software applications such as spreadsheets and email applications. It may also include specific project management applications such as Wrike. Project management technology can be used for many aspects of the project, including the following:
- Creating estimates for activities
- Creating, updating and reporting schedules
- Tracking costs and budgets
- Allocating resources
- Recording and managing risks
- Controlling project changes
- Sharing project information and updates