What Is a Project Management System?
A project management system is an information management system that monitors and controls the goals, budget, schedule, tasks, and resources of a team-based project.
By integrally managing the order, development, purchasing, production, shipping, and other processes for each project, a project management system supports overall project management, which is becoming increasingly complex and large-scale. Similar systems for managing schedules, etc. include production management systems and process management systems, which are mainly used in the manufacturing industry.
On the other hand, project management systems are applicable to all industries, not just manufacturing. Depending on the field, scale, and complexity of the project, there are various levels of systems, from simple ones that use Excel templates to customized ones that are tailored to the company’s business model.
Uses for Project Management Systems
Project management systems are used in all industrial sectors, including manufacturing, software development, information services, retail, trading, food and beverage, construction, and financial institutions. Project management systems are particularly effective when workflows are complex and task management is difficult, when large projects involve numerous people, or when multiple companies are working on a single project.
Project management systems manage the entire process for each project, but different industry sectors have different processes and require different sets of functions. It is a useful tool for project managers and project team members to manage projects more effectively and efficiently.
Since project managers need to keep track of the overall progress of the project at all times, it is essential that they select a Project Management System that will be used particularly frequently and that is best suited for their project and industry sector.
Principles of Project Management Systems
A project management system has a variety of functions, but basically consists of the following functions:
1. Task Management Function
The workflow of a project is broken down into smaller tasks, and the inputs (materials, documents, etc.), specific tasks, outputs (return on investment and deliverables), task completion conditions, task priority, etc. are set for each task. Task priority should be set to clarify dependencies among tasks, and if a task cannot be started until that task is completed, or if the task has a large impact, the priority should be raised.
Some systems have a function that allows the approval process to be implemented on the system, for example, when the task completion is conditional on the approval of the responsible person.
2. Schedule Management Function
For each project task or process that brings together multiple tasks, a schedule is formulated based on work content, work hours, and manpower, and put into a Gantt chart. The Gantt chart shows the work content of each process on the vertical axis and the schedule bar on the horizontal axis.
It refers to a diagram that enables visual confirmation of the dependencies between processes and the status of the project. This Gantt chart is used to monitor the progress of the process and manage the schedule to ensure that deadlines are strictly adhered to. To make progress easier to understand, we also have the ability to display it on a graphical dashboard.
In some project management systems equipped with AI functions, the system can simulate past delays and the number of man-hours required for back-end processes, and make suggestions for optimal resource management and extract risks.
3. Information Sharing Function
This function allows all personnel involved in a project to share the necessary information. In addition to schedules, it centrally manages information throughout the project, including documents such as work procedures, meeting minutes, reports, inventory status of materials, and equipment maintenance information.
Also referred to as a collaboration tool, it facilitates communication and cooperation with all team members by providing e-mail, chat, and videoconferencing.
How to Choose a Project Management System
When choosing a project management system, you should pay attention to the following points:
1. Usability
It is important that the system itself be easy to use and intuitive for users. It is also important for project management that the system can be accessed from smartphones and tablets, and that updates from each device are reflected in real time.
2. Scalability
The project management system itself must be scalable to accommodate the future expansion of the company or project. The ability to add additional functions, modules, and expand capacity should be confirmed.
3. Customizability
Check if the system can be customized to fit the company or project. Projects fluctuate in many ways, such as company policies, client policies, and public trends. It is important that the system has the ability to be customized to respond flexibly to ever-changing projects.
4. Security
Project management systems contain highly sensitive information. It is necessary to confirm that the system has appropriate security measures in place, as well as a backup system in case of an emergency.
5. Supportability
It is important that appropriate support is available in the event of a problem. Make sure that support is available quickly and accurately. Some project management systems are made overseas, so in such cases, it is also necessary to confirm that support is available in your local language.