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Published by Arti Kumari

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Published by: Arti Kumari on Jun 22, 2012
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The Role of Effective Data Management in the Success of ProjectManagement
Data management consists of conducting activities which facilitate acquiringdata, processing it and distributing it. Acquisition of data is the primaryfunction.To be useful, data should have three important characteristics – timeliness,sufficiency and relevancy. Management of acquisition lies in ensuring thatthese are satisfied before they are stored for processing and decisions takenon the analysis.There should be data about customers, suppliers, market conditions, newtechnology, opportunities, human resources, economic activities,government regulations, political upheavals, all of which affect the way youfunction. Most of the data go on changing because the aforesaid sourceshave uncertainty inherent in them. So updating data is a very importantaspect of their management. Storing what is relevant in a form that isavailable to concerned persons is also important. When a project isunderway dataflow from all members of the team will be flowing with theprogress of activities. The data may be about some shortfalls for which themember is seeking instructions. A project manager will have to analysethem, discover further data from other sources and see how he can usethem and take decisions. Many times he will have to inform and seeksanction from top management.The management will have to study the impact on the overall organisationalgoals and strategies and convey their decisions to the manager for implementation. For example, Bill of Materials is a very important documentin Project Management. It contains details about all materials that go into theproject at various stages and has to be continuously updated as allmembers of the project depend upon it for providing materials for their apportioned areas of execution. Since information is shared by all members,there is an opportunity for utilising some of them when others do not need
them. To ascertain availability at some future point of time, information aboutorders placed, backlogs, lead times are important for all the members. Aproper MIS will take care of all these aspects. ERP packages too help inintegrating data from all sources and present them to individual members inthe way they require. When all these are done efficiently the project willhave no hold ups an assure success.
what is project management applicationsoftwareTasks or activities of project managementsoftware
One of the most common purposes is to schedule a series of events or tasks andthecomplexityof the schedule can vary considerably depending on how the toolis used. Some common challenges include:
Events which depend on one another in different ways or dependencies.
Scheduling people to work on, and resources required by, the varioustasks, commonly termed resource scheduling.
Dealing with uncertainties in theestimates of the duration of eachtask.
Providing information
Project planning software can be expected to provide information to variouspeople or stakeholders, and can be used to measure and justify the level of effortrequired to complete the project(s). Typical requirements might include:
Overview information on how long tasks will take to complete.
Early warning of any risks to the project.
Information on workload, for planning holidays.
Historical information on how projects have progressed, and in particular,how actual and planned performance are related.
Optimum utilization of available resource.
Cost Maintenance.
Approaches to project management software
Project management software can be implemented as a program that runs onthedesktopof each user. This typically gives the most responsive andgraphically-intense style of interface. Desktop applications typically store their data in a file, although some have the ability to collaborate with other users (seebelow), or to store their data in a central database. Even a file-based project plancan be shared between users if it's on a networked drive and only one user accesses it at a time.Desktop applications
be written to run in aheterogeneousenvironment of multipleoperating systems, although it's unusual.
Project management software can be implemented as aWeb application,accessed through anintranet, or anextranetusing aweb browser . This has all the usual advantages and disadvantages of web applications:
Can be accessed from any type of computer without installing software onuser's computer.
Ease of access-control.
Naturally multi-user.
Only one software version and installation to maintain.
Centralized data repository.
Typically slower to respond than desktop applications.
Project information not available when the user (or server) is offline.
Some solutions allow the user to go offline with a copy of the data.

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