CUNAN, YNA MARIELLE C.

CEM – 402

PROJECT INFORMATION SYSTEM | MODULE 1 | CHAPTER 1

1.1 Explain the following in your own words:
 Data – these are usually inputs of information in terms of research, programs, and
etc. which are stored in order to conclude or predict situations; they could be texts,
symbols or characters. In a computer, data can be used in programs, used for
calculations, conclusions and more. Data are gathered and once they are, they can
be used to bring about new information.
 Database – database is the one which contains all the data. It is where data are
stored and classified according to their types and relevance. Database contains the
data that is essential for organizations or enterprises
 Database system – a database system is a computerized system which records and
stores the data, digitally running the database. Input can be retrieved in this system
as it is reliable of keeping the data and securing them. Most gadgets, machines, and
other devices are capable of storing important information since they contain built-
in database systems. There are two classifications of database systems—multi-user
system and single user system. The former, compared to the latter, is accessible to
multiple users and are usually used by large machines or devices.

1.2 What are the advantages of using database system? What are the disadvantages?
The use of paper in record-keeping, aside from it being a waste of resources, is
comparably slower than the use of database systems. Using one or multiple machines which
contain large memories saves up physical space in a location. Files and data are stored in a
single area proving the compactness and less drudgery of database systems. Machines are
also capable of storing data and organize them by preference, allowing for quick retrieval of
data, making it an advantage of speed compared to paper-based records. Files, as they are
easily organized, can be arranged according to currency and automatically sort them
through the device. Data in these systems can be protected and secured properly through
passwords and other methods, making them reliable.
Digitizing the management of data can also be disadvantageous in some ways namely
the dependence on its technology. Having a digital copy is very reliable until data are lost. It
is not impossible to completely lose access of some data through malware or some other
unfortunate way and solving this would require manually recording information. Another
disadvantage is if accidentally, confidential data are not properly secured, they could be
illegally accessed and leaked. This could cause trouble not only to projects but also to
people. It would be better to avoid being too dependent on machines especially there are
times they will be unavailable.

1.3 Why is database important in construction industry? Provide some examples.

The construction industry is required and expected to gather huge amounts of data—
designs, plans, schedules, costs, contracts, and etc. All the advantages mentioned above are
CUNAN, YNA MARIELLE C.
CEM – 402

applicable to all individuals in the construction industry. It would be easier and more
efficient to make use of a database mainly because:
 the productivity of projects is increased as there are now devices and software
that are able to assist experts in the industry;
 database is important as tracking inputs of information is very essential to
ensure the safety and the accuracy of the process in of construction;
 collected data in the database can be used to predict possible constraints and
issues in the workforce;
 data can also be used to assess performance and improve it;
 and since the database holds such information, these data can make known the
resources of projects in the industry and how they can be managed
CUNAN, YNA MARIELLE C.
CEM – 402

PROJECT INFORMATION SYSTEM | MODULE 1 | CHAPTER 2

1.1 Explain the following in your own words

 Scheduling – schedules are one of the most significant components in project

management, most specifically in terms of planning. It is the guide of the project’s
whole planned process in addition to controlling the process. Scheduling tools are
frequently used by organizations in their projects for instance, the use of PMI software
such as Kanban Board, Scrum, and other software programs. Scheduling requires
communication within the project for it to progress since the courses of actions taken
are included in the schedules. The data included in the schedule are to be followed as it
is the baseline of the project.
 Estimating – this is present when the ability to forecast future prices and costs is used. It
is the process of predicting the budget of the project by identifying all required
resources (time, people, materials, etc.). Once these are all gathered, the one in charge,
usually a project manager or manager makes sure they are all included and followed.
Estimating provides not only the definite cost of the project but also the task durations
and making decisions according to the estimate will allow for the project to meet
original plans, and avoid delays.
 Resources – a project’s completion is achieved through the use of various resources like
the manpower, time, materials, and the financial budget. Resources needed must be
available in order to accomplish the activities and the task of the completion of project.
Resources’ data, when assigned and input in resource calendars/programs, are
accompanied with other significant information such as the cost per unit, efficiency rate,
or maintenance requirements for the project to be tracked and accomplished
successfully.
 Project documents and data – Projects must produce and also acquire documents
which contain the data relevant to projects or to the organization. These data are
secured and organized by location, status, dates, format, and by the approval of the
owner and team members. Companies may make use of control staff to keep track of
documents in the database or they may create a simple but secure web-based portal for
staff to be able to access and alter.
 Portals and dashboards - such are mainly used for the purpose of scheduling, updating,
team messaging, sharing and storing data/resources like documents. Technology is able
to allow these features by creating websites exclusive for the members of the
organization and projects. It is also a way to be on the same page between members
through posting on dashboards, sending messages, and uploading significant
information which can be available not only to members of the organization but also to
the concerned public.
 Collaborative work management tools – collaborating and cooperating requires
members to communicate when necessary. These software tools are used for messaging
CUNAN, YNA MARIELLE C.
CEM – 402

through chat, video calls, or voice calls. They are used to keep each other up to date—
managing the projects effectively as it is accessible by involved parties.
 Social media – organizations can make use of different social media platforms such as
Facebook, Twitter and Instagram mostly to endorse and exhibit their services. It can also
be used to keep parties involved in the projects up to date regarding the status,
schedule, plans, and other information necessary.
 Project control – controlling means supervising and monitoring. Project control is a way
of keeping the project’s process in line, making sure the scheduled is followed and tasks
are all accomplished properly. Project control manages the cost, scope, tasks, risks,
communications, and etc. of a project.

1.2 Give 2 Functions of Project Management Information Systems and explain.

Scheduling
 Schedules are detailed plans containing not only the tasks to be done along the whole
timeline of the project but also the resources, costs, and time expectancies. PMIS
provided scheduling to be maximized through scheduling tools such as Kanban Board,
Scrum, Hive and many more. Project management takes place through planning for all
possible occurrences in the project. Scheduling usually follows a method in which; tasks
are divided, task duration is estimated, task dependencies are determined, making use
of maps such as network diagrams or a Gantt charts, and resource levelling. PMIS is able
to keep track of the actual schedule and compare it to the planned schedule.
Project control
 Software and management tools are used to plan ahead. Schedules are created
to manage the timeline of the project and also the resources, tasks, and costs to
be estimated. PMIS allows advance management through information and data
gathering, organizing, and recording. Individuals will have the convenience of
quick access and communication to relevant information regarding the process
of the project. Project control is possible through PMIS by utilizing tools now
available like software and programs. These are used to keep track of the
progress and the discrepancies of the plans compared to the executed tasks.
Project control is possible through the advancement of management by making
use of management centered programs.