STRATEGIC DIRECTIONS FOR CONSTRUCTION PROJECT MANAGEMENT INFORMATION SYSTEMS

\

Roozbeh Kangar?

'School of Civil Engineering Georgia Institute of Technology Atlanta, Georgia 30332, USA

Abstract- Project management software packages are keeping pace with increases in microcomputer power with more efficient database designs, simpler interfaces, 2nd higher-resolution graphics. Infrequent users find that easy-to-use programs match their needs, but professional planning requirements need larger capacities and more powerful features. These programs incorporate the expanded work breakdown coding and expense reporting that government contractors typically require. The interfaces, however, are often difficult to master.

I. INTRODUCTION

The construction industry has one of the highest rate of business failure in the U.S. Study of causes of failure shows that bad management is one of the major reasons for bankruptcy. Project management plays an important role in the management of large and complex construction projects. Microcomputer has revolutionized the project management application in this industry. Multimedia as an innovative computer technology provides a new opportunity for automating project management. 3-D CAD simulation combined with scheduling techniques are now used practically on construction sites. Knowledge based expert systems [l] integrated with project planning and scheduling provide an intelligent project management system. Computer integration of project management software with CAD and cost estimating packages provide an excellent tool to project managers in the construction industry. The integration allows the management to transfer data from one system to another, therefore saving time and cost. The ultimate goal of these computer programs are to show how information system can provide an efficient computer-based information system for complex decision- making at each level of project management.

Software products of the nineties with graphical interface have created project management software that does not require expeese of program structure and project management jargon. ,However, today these programs emphasize Accessibility, Ease-of-Use and the Functional capabilities of a much desired project management software.

The main goal of project management is to coordinate resources in an economical and timely manner such that projects are completed on schedule and within budget. The purpose of project management programs is to reduce projects

into a series of tasks using spreadsheets v d charts to demonstrate the interrelationship between tasks and resources.

The computer has dramatically impacted the way work is performed and business is transacted. New technology and the introduction of the micro computer has revolutionized a large number of industries. Many different types of project management so- are available for personal computers and are becoming extremely popular for all types of managers.

Project management software is a signifimt tool changing the way managers do business in the nineties. Project management software, in the past, has been notorious for its difficulty to use. The major market for designers was frequently business management professionals. These days are no longer, with the introduction of many graphidly oriented programs which emphasize ease of use and accessibility. It will get you up and producing your first schedules within an hour. The new ease of use has not been acquired at the expense of functionability. The capabilities of all the packages reviewed demonstrate a broad range of impressive features.

Construction project management is the coordination of construction resources in a cost effective and timely fashion to complete projects on schedule and within a budget. The software basically reduce projects to a series of tasks and interrelates them by the input of time required for each task, resources required for each task and other dependent factors involved in a task. Deadline, resource and cost information is critical for any company, and the communication of these ideas in a clear and effective manner is paramount in project management. Spreadsheets and charts are the main vehicle for communicating information in project management software. The most common charts are the Gantt chart and the PERT chart. The objective of this paper is to show strategic directions in construction project management information software systems.

II. PROJECT MANAGEMENT SOITWARE

Project management software products are being developed to meet growing users demands for not only adequate project administration but also multiuser support, enterprise-wide access and user-friendly features. Successful implementation of the software, however, will still depend on how well-coordinated the organization is to begin with. Some project management programs enable the organizations to

10s

simultaneously undertake multiple projects using limited resources. In addition, the software helps to view its overall resources so as to better coordinate employee and volunteer time.

Planning large projects can involve the scheduling of thousands of tasks and may involve hundreds of different resources. The organization of such projects needs to be monitored carefully and the status of ongoing projects must be &hated. The p m s is very difficult to manage without very powerful project management software.

The new project management software packages have several enhancements that should appeal to project managers in the construction industry. Project management software programs support multiple projects and gives users additional control over the data base that underlies the project and the allocation of resources. Resource control feeds into planning functions to enable scheduling based on the availability of limited resources. Customization makes the software more adaptable to new users. Fields can be arranged and calculating formulas can be input. An unusual feature is the ability to map out procedures for subprojects and link them together into a master project.

Planning and organizing a systems integration project involves defining the project to be undertaken [2]. To do this, the company’s high-level business goals must be identified, followed by the development of a series of measurable project goals. An ’as-is’ study should then be conducted to learn how the company conducts its business. Such a study will provide more detailed project requirements. The project is best managed when a structured methodology is used to break it down into a series of well-defined steps. Project management software programs provide project managers with just such a work breakdown structure. They show the tasks and milestones to be completed and describe the project’s resource requirements. Risk management with regard to costs, scheduling and technology is also important to the success of the project [3].

The advanced project management software programs offer such powerful features as timescaled logic diagrams and the ability to recalculate schedules based on a projeet’s actual progress. The programs can generate text reports, bar charts and network diagrams, and they allow users perform scheduling calculations on a constraint basis, specifying that one activity not start before another ends.

III. HIGH END PROJECT MANAGEMENT

Project management software packages are tools for aiding a manager in planning, scheduling, tracking, and controlling projects. Several important project management software programs are briefly described in the following section. The objective of this paper is not to evaluate these programs, but to describe their important features. Most programs let the user produce tabular reports, lists of activities, data on individual activities, project costs, resource usage, and much more. Some programs allow importing and exporting data and graphics from other programs such as text files. The project management software are used for planning building projects, or beautification projects. The project

management software and project-status reports have helped the publics work departments gain credibility and show construction progress. The software help the departments save money and be more efficient in planning and tracking items such as bond issues and budgets. There are two different software categories that will be presented. Low end project managers range in cost from $500 to $1,500 and high end project managers range from $1,500 to $5,000. The low end managers are for small businesses, departments or small projects. High end managers are for larger projects and can interface more than one user as described in the following section.

Artemis Prestige has a database design for clientlserver which integrates individual projects with corporate data. It has a mainframe style security system built into the program for logging in on a client workstation and connecting to a l d r e m o t e project database. There are several other operations available such as work breakdown structure, resource tables, form view which is a simplified data entry method. It provides predefined templates and secondary windows for changing relationships, resources, requirements, and codes; edit menu; library networks - which duplicates existing project relationships to create new projects with the same networked structure. The program has the capacity and power to handle elaborate plans, even though, there are no PERT displays to create a project logic. It allows costs to be summarized in virtually any format because the database has unlimited code categories combined with multiple work and organizational breakdown structures. Standard eamed-value performance measurements provided are: budgeted cost of work scheduled and performed, completion costs, and cost performance index. Assigning direct cost to activities or calculating overhead expenses are not typical tasks of the program. It is capable of assigning unlimited resources to an activity. It is designed for very large scale project planning with very complex interface and procedures. Basic operations include easy project duplication for similar jobs and cross project resource leveling. It also provides the most complete security system.

Open Plan runs on most systems. The program has a pseudo-graphical interface which displays and manipulates project data in an easier manner. The design of it is formatted around the Xbase databases and commands which allows for more flexibility in customizing the system requiring additional purchase of a Dbase cpmpatible product to run it. The program allows data entry by several methods: interactive networks, combination bar chartdhistograms, code structure, activity detail screen, or Xbase language. Cost management allows the coding structure breaks down project costs using either work or organizational breakdown structure. Cost control are: add costs/coding information, perform time analysis and save the baseline dates. The standard reports are: budgeted cost of work scheduled, budgeted cost of work performed, and actual cost of work performed. Cost variandschedule reports and flow curves are also standard. It also has comprehensive resource scheduling tools that allow for increased resource availability. Three strategies for optimizing resources are: splitting--splits activities to accommodate resources, stretching--used to compensate for a reduced number of resources, and reprofilling--allows

109

resources to be used as they become available. Scheduling can be performed with or without resources-either by day, hour, minute, or shift. The program also uses two common diagram methods to illustrate arrow diagramming method or precedence diagramming method.

PARISS stands for Project, Accounting, and Resource Information Support System. Program's strengths are its network support, interactive DOS interface and its capability to create master plans composed of independent self-contained subprojects linked by common events. The main features include dynamic resource management tools, multiple data entry paths and a windows-driven graphic module for generating networks, bar charts and resource profiles without customization nor high cost. Table fields and forms allow for fine tuning projects by assigning resources, codes and priority. It allows projects to be broken into sub-projects than given these! subprojects can be distributed via the Distribute command to managers. The Integrate command allows the subprojects to be reassembled as the master plan with any new changes (dates) updating the master project schedule automatically. It calculates billing rates assigned to resources, rates varied over time and automatically can override calculations. Cost management allows fixed activity cost to be recorded and budget codes assigned. The standard activity form displays budgeted, actual and remaining cost. Program's resoum control and scheduling procedures are rated higher than its basic operations and cost management capabilities. Scheduling allows tasks for even the tightest schedule to be moved or rearranged--by selecting calculated float, disallowing split activities and choosing how much of the project to calculate.

Primavera Project Planner is by far the most known for its ability to manage large engineering/construction projects. The program's ease-of-use features assist managers and professionals with planning, implementing and monitoring various project types. It allows for better control over resources with a report writer that's simple to use and at the same time offering multiuser capabilities such as simultaneous project updating. Several operations available when using forms, tables, spreadsheet menus and the approach. PreWsuffix are automatically assigned to tasks that are copied which helps identify the task. Portions of networks known as fragments can be saved in libraries for later insertion into other projects. Subprojects can be tied together by defining relationships across projects. These projects can work independently and share the same resources. Program's cost management uses financial codes for tracking costs at different levels of detail and automatically calculates budget cost or these cost can be directly entered. Those resources used and their cost can be evenly distributed or a non-linear curve can be used to determine actually how the resources are distributed. Resources not used at an even rate can be distributed about a curve in a manner that satisfies the needs of the project. On-screen profile quickly identifies if there are enough resources available. Leveling can be used to redistribute resources across the schedule. It also allows forwardhckward leveling and activity priority codes can be set. Program also comes with an extensive list of pre-built reports and the custom report writer allows users to prepare special reports that contained calculated data not available in

standard reports. Resource control and scheduling have various control options.

IV. LOW END PROJECT MANAGEMENT

CA-Superproject for windows is based on an older version that is run on DOS. One disadvantage of CA- Superproject is in the data import and export format. The program's another advantage is in resource leveling. It can efficiently fit together a large number of tasks and resources together.

Microsoft Project for Windows is the first project management program designed for windows. The Gantt and PERT chart printing capability are very good. Changes in the charts are made easy by the physical interaction made possible with the graph.

Time Line for windows heavily dependent on the mouse and is very clear when it comes to options. The options are in a sophisticated concise management language, and is not forgiving to the novice. Gantt and PERT charts are exceptionally easy to use. The expert system helper, "Co- pilot" makes learning the system much easier. Whenever a questionable or confusing entry is made "CO-Pilot" appears to straighten things out. The appearance of "CO-Pilot" is not a hindrance and is not annoying in frequency.

V. SUMMARY AND CONCLUSIONS

The project management approach and project management software can help a business in the highly competitive environment of the 1990s. The project management process may be defined as a set of principles and methods for effectively planning projects and delivering them on time, under budget and to specifications. Many senior managers in the financial services, manufacturing and electronics industries see their work in terms of projects. Most of that growth is taking place in the microcomputer end of the market.

Project management software packages are very powerful, but have been known to be very difficult to learn and master. Recently developed project management software packages are much more user-friendly, and are being used by a much wider variety of people. Many of these packages utilize tool bars, which provide iconized buttons that are geared towards specific tasks. Many of the packages interact directly with graphical objects, which is helpful because the Gantt and PERT charts used for building are graphical. Other enhancements being utilized include: the addition of artificial intelligence-style features, functions for managing numerous projects and the ability to double-click on hot spots resulting in screen feature changes.

Project management needs an integrated approach and capable, experienced, well-trained people to implement the approach. One approach is to have all the system tools and capabiities applied, in some degree, to every project, regardless of size or type. The most important element is a detailed description of the goals of the project and the main steps to be taken to achieve thew goals. Then an integrated

110

plan and schedule and cost budget are developed. The schedule is developed further into a variety of schedules showing various level of detail, including a project summary milestone schedule and a project summary schedule. Timberline's Precision Microsoft Project Integrator and the Precision CAD-Link, link the company's estimating software with Microsoft Corp's Project and Autodesk Inc's AutoCAD to offer architectural and engineering f m s advanced levels of integration and efficiency. Precision CAD-link allows estimators to electronically quantify dimensions and building specifications in any AutoCAD drawing file for use with a Precision Estimating cost-estimate file, while the Precision Microsoft Project Integrator examines cost and resource details, and can allocate appropriate resources to each activity in project.

Users willing to pay the high price for high-end project management software are demanding a more custom approakh to the program. Project management packages allow users to bring their own needs into the software. This means users can regulate the way calculations are completed and menus are designed.

Enhancements in the advanced project management software packages include the ability to import files from and export them to relational databases, on-screen drawing tools, project-locking, and report and plot specifications by project. Activity limits for scheduling have been increased. Measure project performance over time is another new feature. The new systems use local area network's file-sharing while retaining control of project files. These LAN-specific project management software programs run on networks and feature record locking, which gives several users access to activity records, but does not let more than one user store changes to a disk at a time. The programs allow project leaders to assign read and write privileges to multiple users. They avoid conflicts by allowing only one person to write access to a record at a time.

A specialized market dealing with microcomputer to mainframe or to minicomputer connections is growing rapidly within the project management field. PC-based applications are being connected to larger systems and given access to databases and financial systems. The connections serve to give executives easier access to corporate business plans while supplying the planners with corporate information and greater access to data. The overall reliability, performance, and flexibility of project management software programs are the most important attributes.

REFERENCES

P. Harmon and D. King, "Expert Systems: Artificial Intelligence in Business," John Wiley and Sons, Inc., New York, N.Y., 1985. F.W. Mueller, "Integrated Cost and Schedule Control for Construction Projects, " Van Nostand Reinhold Co., New York, N.Y., 1986. J.A. Bent and A. Thumann, "Project Management For Engineering And Construction, " Fairmont Press, Inc., Lilbum, GA., 1989.

111