What is Project Management System?
Basically, the project management software was created with the aim of facilitating the workflow of the team in the project. This software is suitable for small startup teams as well as large seasonal teams or even several different teams that need to collaborate to complete a project. In addition, this software allows you to assign tasks to people, track deadlines to ensure they are met, and of course control the entire process from a central management location.
In addition, the mentioned software helps the personnel and managers of organizations to advance projects, achieve team goals and synchronize individual tasks. A good project management software will provide you with a set of tools. It also allows you to distribute resources, control outputs, and control workloads. Project management software can be used in any type of job where you need to manage projects along with the tasks within that project. Also, this software helps to divide projects into separate tasks, analyze productivity, create timelines and communicate between team members.
Big advantage!
Project management software goes beyond task management. In essence, project management software offers a complete solution to manage your organization’s personnel. Manage documents and balance your projects. While the software divides the tasks of the people in the same project, it provides a space for self-management and determines the deadline for the completion of the project. It also turns workflows into automated processes.
When considering project management software for your company, you need to decide whether you want it to be cloud-based or not. Which option best meets your business needs? This decision will help you reduce some of the project’s startup costs, as you won’t be paying for features that your company doesn’t need. Make a list of your specific needs and then look for a vendor with your preferences.
Types of project management software
All project management software can be divided into two major types:
1. On-premise software:
This service is hosted on your organization’s server located in the data center and maintained by a team of IT professionals.
2. Online software:
This is especially popular among small and medium-sized businesses that operate in a variety of industries. This type of project management software works on cloud-based technology and is offered by application service providers as SaaS (Software as a Service).
Categories of project management software
We can highlight two categories of project management software:
- Task management software
- Project scheduling software
It is clear that task management software is very useful for collaboration. It allows you to create tasks, set deadlines and add people to created tasks. The software shows you the due dates but does not specify when these dates will be met.
In the case of project scheduling software, it takes into account task dependencies and staff availability, and then calculates the entire project schedule. In other words, project scheduling software shows you what stage of the project you can reach given team availability, work hours, and vacation schedule. With this data, you can confidently predict the end date of the project.
If your project has no time limit, you can choose task management software. But if you have a deadline, it’s better to choose a suitable project planning software that shows you the dates you can achieve and puts you on a clear path so you don’t miss them. Trello is an example of a simple and efficient task management tool. It has been adopted by many companies around the world.
8 advantages of using PMS:
The main purpose of project management software is to help managers in different stages of the project. In this sense, complete systems have countless advantages. By integrating project planning, resource management, team collaboration, finance and billing, time tracking and reporting, you can manage projects from inception to completion.
1. Effortless Project Planning
In economic enterprises, most of the time spent on planning is wasted. The most important advantage of advanced project management software is automation during project planning and scheduling. These softwares not only help project professionals to create a solid foundation for their projects. They provide tools to determine milestones, milestones, and roles before implementation. They also keep plans up to date and help you track progress against your roadmap baseline.
2. Balanced Management of Resources
Seasoned project managers know that in order to successfully deliver projects, they need an effective resource management strategy to keep their teams in top shape without being overbooked for work or vice versa. The importance of resource planning should not be underestimated as it creates more up-to-date standards for work. Resource management tools have the best features for identifying bottlenecks and resource insights as more people join the team.
3. Pipeline Forecasting
Most of the time, the role of project manager means managing multiple projects. Of course, with more initiative and their parallel direction, companies enjoy higher competitiveness and profitability. However, what often comes with managing multiple projects is a lack of visibility into how multiple projects are allocated and progressed. Project management software provides managers with an overview of completed, ongoing, and planned projects. So all kinds of bottlenecks can be avoided before they lead to a disaster.
4. Improving Teamwork
In addition to the various benefits of resource management software, project management solutions are designed to improve team collaboration. Managers often assign separate tasks that are part of a larger project that the entire team is working on. Project management software provides a standard way for employees to work on projects by discussing tasks, timelines, dependencies, milestones, and more.
5. Project Budget Management in Real Time
Budget is one of the most important things in controlling your projects. Progress for each job depends on how much you can save on the projected budget. Project management software helps control budgets from initial statement of work to final delivery.
6. Reporting Every Minute
To achieve long-term success in any business, monitoring the progress of the work is essential. Dedicated software plays an important role in monitoring the progress of projects and can provide insight into whether everything is being completed on time or not. This is achieved through daily time logging that feeds directly into the reporting mechanism. Project management software solutions can help you make the right decisions because you have all the details in one place.
7. Effective Communications
Project management software creates a channel of communication about tasks and projects for both your internal team and your customers and other stakeholders.
8. Increasing Customer Satisfaction
Another mentioned benefit of project management software is increased customer satisfaction and a satisfied customer is someone you will see again.
Project Management Module in Focus ERP Software
Focus ERP software makes project management easier than ever through its advanced costing and project management module. This software covers all aspects of project management including project collection, estimating, quoting and budget definition. By using Focus ERP project management software, you will benefit from project progress insights along with its financial information. In addition, this software is the best program for businesses active in project-based industries such as planning, facility development, and architecture, which has many features.
Features of Focus ERP project management software:
- Providing an integrated PROJECT-CENTRIC solution that manages all phases of the project cycle.
- Providing reports based on real-time information
- Offering advanced scheduling and tracking tools specifically designed to meet unique needs.
- Ability to identify projects, synchronize dates, control status/deadlines and ensure productivity regardless of whether you are running a single project or multiple projects.
- The Focus ERP project management software module also addresses comprehensive project invoicing needs. You can ensure resource availability and avoid running out of resources by using inventory optimization. It also allows you to have a complete view of resource capacity to increase their efficiency.
Advantages of Focus ERP project management software:
Mobile phone accessibility
Access the system from anywhere with your mobile phone and get real-time reports on project progress.
Inventory management
Powerful inventory management features help you avoid overstocking and stockouts.
Easy management dashboard
Custom dashboards with live charts that can be assigned based on user roles and responsibilities.
User definable state
Assign a status to a project and introduce your important steps to easily recognize the progress of each project.
Electronic invoice and document management
This software facilitates completely paperless processes. It also has the ability to support electronic invoices and document management.
Budget estimation/control
Receive estimated budgets based on resources, plant, machinery and subcontracts with advance cost alerts.
Focus ERP Company Awards from Reputable Websites in 2021
Engineering Service Requests (TSR) and Project Management Module:
Every year, many actions and projects are carried out in petrochemicals with the aim of reducing the risk and reducing the costs of the organization, which are tracked based on the amount of the cost under the title of TSR and Project.
Managing the performance and progress of these projects, along with reviewing requests and related approvals, includes a significant amount of the organization’s daily activities. In addition, the Rial value of projects and corrective activities carried out during a year also constitutes a large share of the organization’s expenses.
For this purpose, the use of an integrated project management system and all the resources related to them will undoubtedly increase the efficiency and speed of the implementation of each project along with reducing their costs.
Using the module:
Using the ERP project management module in petrochemicals, along with eliminating paper approvals and increasing the speed of approvals and financial and budget reviews related to it, will increase the transparency and level of documentation of this process. This level of transparency and documentation will help to better understand the status of each project and identify their possible bottlenecks.
Also, due to the integration created among all the units of the organization, in addition to managing the performance and progress of the project, the possibility of defining and managing all side activities of the project, such as: requesting purchases related to it, financial management of the project, recruiting and hiring contractual employees related to the project, Project warehouse management and… will exist under the main project.
In this way, it will be possible to monitor, plan and even identify the bottlenecks of all activities related to this project and try to solve them in an integrated manner, which can create serious savings in this field due to the centralized information of all these activities.
Last Word:
In general, managing contents based on the project and storing information and all contents related to a project, including all technical and legal documents related to it under the title of that project, can be very effective in retrieving information related to a project.
It also allows managers to easily analyze all activities and information related to a project. For example, the attachment of contractors’ records and evaluations related to the project and project contractors will give the organization’s managers the opportunity to make decisions with a better view and information regarding the selection of contractors and the implementation requirements of similar projects.
