Capital program and project management software

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Capital program management software (CPMS) refers to the systems that are currently available that help building owner/operators, program managers, and construction managers, control and manage the vast amount of information that capital construction projects create. A collection, or portfolio of projects only makes this a bigger challenge. These systems go by different names: capital project management software, construction management software, project management information systems. [1]

Contents

Generic vs. construction project software

These systems differentiate themselves from 'generic' project management software, and from construction management software in that they are geared towards the way the project owner, not the contractor, architect, or engineer, manage project information and processes. Also, construction management software is more focused on single projects, and execution of construction administration processes, vs. capital program planning, design, and construction. The last 10 years have seen a shift in how project information is managed from the general contractor to the owner. [2]

These systems are also geared towards managing a large portfolio of projects, not just a single project. There are a lot of software applications available that are suitable for managing a single project, but lack the reporting capabilities that would allow stakeholders to get summary data on project status and risks.

In its most basic form, capital program management software is a database that centralizes key project information related to processes, project scope, cost, and schedule. This software enables a methodical approach to data entry, process management, and information retrieval.

Capital program management software differs from generic project management systems in that the former leverages the lessons learned over hundreds, if not thousands, of projects to standardize how information is managed, controlled, and distributed. The software developers have in-house staff that are familiar with processes in construction, and the most common challenges facing construction professionals.

Components

The most widely available CPMS systems include, at the very least, the following components:

This information can manifest itself as cost items in a contract (e.g., construction costs, design fees, materials costs, FF&E costs, contingency costs, and more). Information can also relate to construction project schedules, and a broad range of processes whereby information is exchanged by the many stakeholders involved. These processes include payment applications, RFIs, change orders, budget changes, action items, submittals, transmittals, and a host of other communications.

Significance

For projects to be delivered on time, on budget, and within the predefined scope that was agreed upon at the beginning of any project, this information must be available to help project stakeholders (directors of construction, project managers, architects, engineers, contractors, subcontractors, suppliers, others) make informed decisions. Every day, construction professionals must make decisions that rely on accessibility to information. Project managers may delay responses because they're unsure of the validity of the information at their hands, or need to wait to consolidate information from multiple sources to be able to analyze the data. The accuracy and reliability of this information can make a difference between a project being delayed and going over budget.
This challenge is in addition to all the other decisions construction professionals face every day – unforeseen conditions, safety issues, quality control, and a host of other challenges. Capital program management software provides a platform where stakeholders can enter information, retrieve it in a way that makes sense by way of reports, summary screens, or dashboards, and maintain an audit trail (play by play) of what has transpired in a project. It is not uncommon for financial auditors or regulators [3] (depending on the nature of the project and industry) to access these systems to determine compliance with existing regulations.

Related Research Articles

Earned value management (EVM), earned value project management, or earned value performance management (EVPM) is a project management technique for measuring project performance and progress in an objective manner.

Project management is the process of leading the work of a team to achieve all project goals within the given constraints. This information is usually described in project documentation, created at the beginning of the development process. The primary constraints are scope, time, and budget. The secondary challenge is to optimize the allocation of necessary inputs and apply them to meet pre-defined objectives.

Project management software (PMS) has the capacity to help plan, organize, and manage resource tools and develop resource estimates. Depending on the sophistication of the software, it can manage estimation and planning, scheduling, cost control and budget management, resource allocation, collaboration software, communication, decision-making, quality management, time management and documentation or administration systems. Numerous PC and browser-based project management software and contract management software products and services are available.

A management information system (MIS) is an information system used for decision-making, and for the coordination, control, analysis, and visualization of information in an organization. The study of the management information systems involves people, processes and technology in an organizational context.

<span class="mw-page-title-main">Project manager</span> Professional in the field of project management

A project manager is a professional in the field of project management. Project managers have the responsibility of the planning, procurement and execution of a project, in any undertaking that has a defined scope, defined start and a defined finish; regardless of industry. Project managers are first point of contact for any issues or discrepancies arising from within the heads of various departments in an organization before the problem escalates to higher authorities, as project representative.

Program management, is the process of managing several related projects, often with the intention of improving an organization's performance. It is distinct from project management.

Business performance management (BPM), also known as corporate performance management (CPM) and enterprise performance management (EPM),) is a set of performance management and analytic processes that enables the management of an organization's performance to achieve one or more pre-selected goals. Gartner retired the concept of "CPM" and reclassified it as "financial planning and analysis (FP&A)," and "financial close" to reflect two concepts: increased focus on planning and the emergence of a new category of solutions supporting the management of the financial close.

An executive information system (EIS), also known as an executive support system (ESS), is a type of management support system that facilitates and supports senior executive information and decision-making needs. It provides easy access to internal and external information relevant to organizational goals. It is commonly considered a specialized form of decision support system (DSS).

<span class="mw-page-title-main">Project accounting</span> Accounting systems geared toward project management

Project accounting is a type of managerial accounting oriented toward the goals of project management and delivery. It involves tracking, reporting, and analyzing financial results and implications, and sometimes the creation of financial reports designed to track the financial progress of projects; the information generated by this analysis is used to aid project management.

Construction management (CM) is a professional service that uses specialized, project management techniques and software to oversee the planning, design, and construction of a project, from its beginning to its end. The purpose of Construction management is to control a project's time / delivery, cost and quality—sometimes referred to as a project management triangle or "triple constraints." CM is compatible with all project delivery systems, including design-bid-build, design-build, CM At-Risk and Public Private Partnerships. Professional construction managers may be reserved for lengthy, large-scale, high budget undertakings, called capital projects.

Requirements management is the process of documenting, analyzing, tracing, prioritizing and agreeing on requirements and then controlling change and communicating to relevant stakeholders. It is a continuous process throughout a project. A requirement is a capability to which a project outcome should conform.

Software project management is an art and science of planning and leading software projects. It is a sub-discipline of project management in which software projects are planned, implemented, monitored and controlled.

A cost estimate is the approximation of the cost of a program, project, or operation. The cost estimate is the product of the cost estimating process. The cost estimate has a single total value and may have identifiable component values.

Project workforce management is the practice of combining the coordination of all logistic elements of a project through a single software application. This includes planning and tracking of schedules and mileposts, cost and revenue, resource allocation, as well as overall management of these project elements. Efficiency is improved by eliminating manual processes, like spreadsheet tracking to monitor project progress. It also allows for at-a-glance status updates and ideally integrates with existing legacy applications in order to unify ongoing projects, enterprise resource planning (ERP) and broader organizational goals. There are a lot of logistic elements in a project. Different team members are responsible for managing each element and often, the organisation may have a mechanism to manage some logistic areas as well.

Lean construction is a combination of operational research and practical development in design and construction with an adoption of lean manufacturing principles and practices to the end-to-end design and construction process. Unlike manufacturing, construction is a project-based production process. Lean Construction is concerned with the alignment and holistic pursuit of concurrent and continuous improvements in all dimensions of the built and natural environment: design, construction, activation, maintenance, salvaging, and recycling. This approach tries to manage and improve construction processes with minimum cost and maximum value by considering customer needs.

Cost engineering is "the engineering practice devoted to the management of project cost, involving such activities as estimating, cost control, cost forecasting, investment appraisal and risk analysis". "Cost Engineers budget, plan and monitor investment projects. They seek the optimum balance between cost, quality and time requirements."

A glossary of terms relating to project management and consulting.

IT cost transparency is a category of information technology management software and systems that enables enterprise IT organizations to model and track the total cost to deliver and maintain the IT Services they provide to the business. It is increasingly a task of management accounting. IT cost transparency solutions can integrate financial information such as labor costs, software licensing costs, hardware acquisition and depreciation, data center facilities charges from general ledger systems and combine this with operational data from ticketing, monitoring, asset management and project portfolio management systems to provide a single, integrated view of IT costs by service, department, GL line item and project. In addition to tracking cost elements, IT cost transparency may track utilization, usage and operational performance metrics in order to provide a measure of value or return on investment (ROI). Costs, budgets, performance metrics and changes to data points are tracked over time to identify trends and the impact of changes to underlying cost drivers in order to help managers address the key drivers in escalating IT costs and improve planning.

A project management information system (PMIS) is the logical organization of the information required for an organization to execute projects successfully. A PMIS is typically one or more software applications and a methodical process for collecting and using project information. These electronic systems "help [to] plan, execute, and close project management goals." PMIS systems differ in scope, design and features depending upon an organisation's operational requirements.

The following outline is provided as an overview of and topical guide to project management:

References

  1. Thomsen, Chuck. "FAIA/FCMAA - Project Management Information Systems". Charlesthomsen.com.
  2. Antevy, Jon. "Trends in Online Project Management Software". www.e-builder.net.
  3. "Review of the Florida Department of Transportation's Performance in Controlling Cost Overruns" (PDF). Oppaga.state.fl.us.

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