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A Complete Guide to PMIS

An abundance of information is created, transferred and stored over the project management life cycle. Without a way to organize the documentation that’s produced, your project may be doomed to fail. That’s when PMIS comes in, an acronym for project management information systems. A PMIS enables an organized and controlled flow of information so nothing is siphoned off or misplaced.

Project management software that’s collaborative and offers unlimited file storage, such as ProjectManager , is a given. Our tool can organize your documents and make them accessible to the project team on any of our multiple project views. For example, the list view allows teams to share files and comment on tasks in real time to foster better communication. Get started with ProjectManager today for free.

What Is PMIS?

A project management information system (PMIS) is how a project’s information is organized. It collects and uses project information through one or more software applications. These programs help project managers plan , execute and close their projects and allow them to organize the flood of information so they aren’t drowning in data.

There are different types of PMIS software but most share feature sets that include tools for scheduling, work authorization, information collection and distribution, etc. Some also have automated gathering and reporting on key performance indicators (KPIs) while others are simply a collection of files.

What Is a PMIS Used For?

A PMIS is made to support all aspects of project management including the information that’s necessary to monitor or collect. This includes integration management, project scope management , project cost management, project time management, project quality management, project communications management, project risk management, project procurement management and project stakeholder management.

Essential Features of a PMIS

That’s a lot of information to keep track of, and when managing a project, it’s crucial to be able to immediately pluck the required information from all that data. A PMIS is an important tool that gives you instant access to the signal in the noise. The information is also critical for future projects to help reduce risk, improve efficiencies and estimate costs .

If a PMIS captures all project data and stores it in an organized way, it must also be retrievable, searchable, categorizable, shareable and analyzable. To achieve this, a typical PMIS has a series of tools.

• Project Scheduling : Computes early and late schedules, slack times and the critical path
• Project Resource Management : Includes resource loading, leveling, allocation, etc.
• Project Budgeting : Costs associated with individual tasks for more accurate budget estimation and generation.
• Project Tracking : Analyze and control cost and performance, update existing plans as actual against planned data changes and provide what-if scenarios for the project manager.
• Project Reports : Creation of graphs, reports and charts of collected and analyzed data that can be shared with stakeholders and team members.
• Integrations : Some PMIS will access data from different projects for multi-project analysis, integrating with other systems, such as payroll, inventory, etc. The easier a PMIS is to use, the less time and money required to train.

How Does PMIS Work Throughout the Project Life Cycle?

A PMIS has different functions depending on the phase of the project. At a basic level, a PMIS should offer the possibility to track your project scope, time and costs. A robust PMIS should include a wide variety of project management software features you can use as you go through your project life cycle.

ProjectManager has advanced resource management, time tracking, work management and project management features that you need from a PMIS plus real-time collaboration features, dashboards, reporting and more. Here’s how you can use an advanced PMIS to manage your project life cycle .

Project Initiation

During the initiation phase , a project manager uses a PMIS to establish a preliminary budget including cost estimates and resources. A PMIS used in conjunction with other tools can help schedule the project. In terms of approval, a PMIS helps to define the scope of work, assists with preparing the bid and can be used when presenting data to decision-makers.

Project Planning

When planning a project, PMIS helps with scheduling details including task and critical path analysis. It supports cost management planning including WBS analysis and integration of control processes. PMIS also proves beneficial to the project manager when resource planning in terms of availability and level. It can also help establish a baseline for project scope, schedule and cost.

Project Execution

Once the project has been executed, the PMIS collects, organizes and stores data as it comes in from the project team. This data can then be compared to the baseline projections. The PMIS helps with cost and schedule forecasts to determine if changes are required mid-project. Materials management, cost collection, performance measurement and, of course, reporting are all supported by PMIS.

Project Monitoring & Control

A PMIS should have all the cost management, resource planning , task management and time tracking features you need to make sure the project execution is going as planned and nothing affects your project schedule or budget. In case an issue does affect your project plan, you can use a PMIS to find all the information you need to mitigate that risk and adjust your project plan.

Project Closure

Especially when closing out a project , a PMIS is a great help. It helps review requirements to make sure the project has met all its goals and objectives. It also organizes the information collected over the course of the project for performance review, productivity analysis, final reports and keeps an archive of historical data for future projects.

Advantages of Using an Online PMIS

While there are manual project management information systems, the benefits of using an online or cloud-based system are numerous. With an online project management information system, the speed, capacity, efficiency, economy, accuracy and the ability to handle complex projects are supported. Of all these benefits, speed is the most practical.

Related: 20 Free Project Management Templates for Excel

Once the data is collected, it can then be adjusted to reflect the results a project manager needs with great speed and accuracy. A manual program is never going to match that nor can it create and revise project documents , plans, schedules or budgets as quickly. What once took days or longer is now completed in a matter of seconds.

Project managers and their organizations can store large amounts of data with a PMIS. That data is also easily accessed, prioritized and summarized as needed. And unlike a manual system which is large and requires many support personnel, an online PMIS requires far less support and space.

With these factors, there’s also a cost-benefit. The cost advantage of digital over a manual PMIS is usually significant, especially when considering storage and processing. And if inputs are correct, the chance of errors greatly diminishes with a cloud-based PMIS.

Try ProjectManager as Your PMIS

ProjectManager is project management software with the features to make a great PMIS. The real-time dashboard gives an up-to-date view of project metrics, crunching numbers for you and creating vivid and easy-to-read charts and graphs that can be printed out for presentations or shared digitally. They can also be filtered to reflect just the data you need to show to your team or stakeholder.

Unlimited Project File Storage

Because the software is cloud-based, there’s a great deal of file store to archive your documents, images and other files. Now they’re all in one place, which keeps them safe, organized and accessible when you want them.

Efficient Task Management

Communications between team members are also saved, but they’re not on email or lost in a long text narrative, both of which can waste valuable time searching for the right piece of information. Instead, with ProjectManager, those conversations are organized at the task level using our task management tools, including attaching the relevant documents, so everyone knows where to find them.

PMIS is essential to manage the massive amounts of data that swarm around every project. ProjectManager is a cloud-based project management software that has the features a project manager needs to collect, organize, analyze and archive all that information. It’s easy to use and the whole team can collaborate. What are you waiting for? Try ProjectManager for free with this 30-day trial.

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What is Research Management System? Top 7 Research Software

Research is the backbone of progress, innovation, and discovery. Whether you are a seasoned researcher or just starting your academic research journey, managing the various aspects of your research projects can be overwhelming. This is where a Research Management System (RMS) comes to your rescue. 

In this blog, we’ll explore what Research Management Software is and why incorporating it into your workflow can make a significant difference.

What is a Research Management System?

A Research Management System (RMS) is a software tool or platform designed to assist researchers, institutions, and organizations in managing various aspects of the research process. 

It provides a centralized and organized approach to handling multiple tasks related to planning, conducting, and monitoring research activities. The system typically includes features such as:

• Proposal and grant management
• Project organization
• Compliance tracking
• Financial management
• Multiple tools for collaboration
• Document storage, and
• Reporting capabilities. 

Essentially, an RMS helps streamline and optimize the workflow of research projects. It also makes it easier for researchers and administrators to coordinate and manage the different aspects of their work.

Key Features of a Research Management System?

The features and functionalities of a research management system can vary, but they typically include the following:

• Project Planning and Initiation: Research Management Software helps researchers plan and initiate their projects by providing tools for project proposal submission, budgeting, and resource allocation.
• Collaboration and Communication: These systems often include collaboration features to facilitate communication and cooperation among researchers, teams, and stakeholders. This may involve document sharing, messaging, and collaboration spaces.
• Grant and Funding Management: Many Research Management Systems assist in managing grants and funding by tracking application processes, monitoring funding sources, and managing financial aspects of research projects.
• Data Management: Research Management Software often provides tools for organizing, storing, and managing data created by numerous research. This can include data storage solutions, data sharing options, and data security features.
• Task and Deadline Tracking: RMS helps researchers and project managers keep track of tasks, deadlines, and milestones associated with the research project, promoting timely progress.
• Reporting and Analytics: These systems typically offer reporting and analytics features to generate insights into research projects’ progress, impact, and business outcomes. This can be valuable for both internal assessments and external reporting.
• Integration: Many Research Management Software can integrate with other institutional investors or systems, such as finance, human resources, or academic systems, to streamline administrative processes.

Making a list of these aspects can be helpful for identifying areas for improvement and determining what features your project management software should have.

Why Should You Need a Research Management System?

Here, we will discuss the crucial reasons why incorporating an RSM is essential for maintaining a seamless and efficient research workflow within the broader research ecosystem. 

Research management software plays an important role in enhancing the investment research process, ensuring that every part of the research, from proposal and grant management to collaboration and compliance, operates smoothly.

01. Enhancing Research Efficiency

A research management system improves every aspect of the research process, from handling proposals and grants to ensuring smooth collaboration and compliance. With a research management software, you can:

• Automate repetitive tasks
• Streamline data collection and analysis
• Reduce administrative burden

02. Simplifying Proposal and Grant Management with Research Management System

An RMS simplifies the creation, submission, and tracking of research proposals and grant applications. By keeping everything organized, it saves you time and effort, increasing your chances of securing funding.

It simplifies proposal and grant management in this way:

• Centralized proposal tracking
• Automated reminders for deadlines
• Templates for proposal creation

03. Efficient Project Management with Research Management Software

Managing a research project involves numerous tasks, timelines, and collaborators. An RMS provides a central research management software to plan, organize, and manage projects, making it easier to assign tasks, track timelines, and manage resources.

A research management software can help you with efficient project management like:

• Gantt charts for timeline tracking
• Task assignment and progress tracking
• Resource allocation and management

04. Ensuring Compliance and Ethics

Ethical considerations and regulatory compliance are vital in research. An RMS helps you manage approvals, human subjects protocols, and other regulatory aspects, ensuring your research meets ethical standards and regulations.

05. Financial Transparency and Accountability

Tracking budgets, expenses, and financial transactions is crucial for research management. A research management system provides financial research tools that give you transparency and control over expenditures, making it easier to monitor and manage your budget. The tools can help you in:

• Budget tracking and forecasting
• Expense reporting and approval workflows
• Financial audit trails

06. Increasing Collaboration and Communication

Collaboration is key in research, and an RMS enhances communication and collaboration. Features like project-specific forums, messaging systems, and document sharing enable you to share research papers, information, resources, and updates easily.

A research management software can help you increasing collaboration and communication with:

• Integrated messaging and chat tools
• Shared document repositories
• Collaborative workspaces

07. Document and Data Management

Organizing research documents, data sets, and other materials can be challenging. An RMS provides a structured platform for managing documents and data, ensuring everything is organized and easily accessible.

A research management system can provide:

• Secure storage for research data
• Version control for documents
• Easy retrieval of archived materials

How Does a Modern Research Management System Work?

Modern Research Management System helps a researcher or administrator to experience a comprehensive software solution designed to streamline various research administration and management systems. Here’s how the system generally works for you:

• Proposal and Grant Management: Create and submit research proposals using the system, with templates, guidance, and automated checks to meet institutional investors’ and funding agencies’ requirements. Manage the entire grant application and approval process efficiently.
• Funding and Budgeting: Utilize RMS to manage research budgets, track funding sources, and ensure compliance with financial regulations. Access tools for budget planning, financial forecasting, and monitoring project expenses.
• Communication: Collaborate with fellow researchers through the system, sharing documents, working on projects, and communicating effectively. Use features like discussion forums, messaging, and real-time collaboration tools.
• Document and Data Management: Centralize storage for all your research-related documents, data, and digital assets. Ensure version control, security, and access controls to protect sensitive information.
• Reporting and Analytics: Generate reports on various aspects of your research activities, funding, and compliance. Access analytics to make informed decisions and assess the impact of your research efforts.
• Integration with External Systems: Integrate the RMS with other institutional systems, such as finance, HR, and academic databases, to streamline information flow and avoid data silos. 
• Training and Professional Development: Take advantage of training modules and resources within the system to stay updated on compliance requirements, best practices, and professional development opportunities.
• Audit Trails and Accountability: Benefit from audit trails that track changes, approvals, and actions taken within the system. Enhance accountability and transparency in your research team.

The modern Research Management System aims to enhance your efficiency, collaboration, and compliance throughout the research lifecycle, ultimately supporting the success of your research endeavors within your organization. You can customize the system to meet your specific needs and requirements for a seamless research experience.

Top 7 Research Management Software for Your Organization

In 2024, staying ahead of the competition means choosing the right research management software created for your needs. Here, we present the seven best options for your organization.

1. QuestionPro InsightsHub: The best research management software

QuestionPro InsightsHub is a Research Management Software and a dedicated repository for all your insights data, research methods, and project lifecycles. It eliminates the problem of siloed research by providing a searchable database where all insights are stored. With InsightsHub, knowledge doesn’t disappear when team members leave, ensuring continuity in research efforts. It functions like a CRM for insights, making sharing findings across the organization easy.

How It Works: QuestionPro InsightsHub acts as a centralized repository for insights data, research methods, and project lifecycles. It allows users to store, organize, and search for insights, ensuring knowledge continuity within the organization. It’s also a research and reference management software that’s perfect for managing teams and organizing your workflow.

Best Features:

• Centralized Insights Repository
• Searchable Database
• Continuity Assurance
• Collaborative Platform
• Customizable Workflows
• Project Management Tools
• Cross-Project Analysis
• Cost for Advanced Features
• Essential Plan: Free
• Standard Plan: Starts at $99 per month

2. GanttPRO

GanttPRO is a resource management system that utilizes Gantt charts for efficient project management. It’s a helpful tool suitable for organizing teams and workflows, making it ideal for thesis research, business data analysis, and more.

How It Works: GanttPRO is a resource management system that utilizes Gantt charts for project management. It helps users organize teams and workflows efficiently.

• Gantt Chart-based Project Management
• Resource Management Tools
• Task Dependencies
• Collaboration Features
• Time Tracking
• Progress Monitoring
• Complexity for Beginners
• Dependency on Internet Connection
• Customization Constraints
• Support Response Time
• Free Trial available
• The business plan starts at $19.99 per user per month.

Tableau, powered by Salesforce, is a data visualization tool designed to simplify research data organization. It provides a single analytics platform with a drag-and-drop interface, making it easier to connect and analyze data from various sources.

How It Works: Tableau is a data visualization tool designed to simplify the organization of research data. It provides a single analytics platform with a drag-and-drop interface.

• Data Visualization Tools
• Drag-and-Drop Interface
• Interactive Dashboards
• Advanced Analytics
• Real-time Data Connection
• Data Source Integration
• Mobile Accessibility
• Costly Licenses
• Limited Customization Options
• Performance Issues with Large Datasets
• Dependency on IT Support
• The Tableau Explorer plan starts at $42 per user per month.

ClickUp earns the top spot on our list of Research Management Software due to its extensive features and seamless integration capabilities. This cloud-based powerhouse is highly rated and recognized as one of the best project management tools in 2024. It offers real-time collaboration, free Gantt charts, AI writing tools, and customizable dashboards.

How It Works: ClickUp is a cloud-based project management tool known for its extensive features and seamless integration capabilities. It offers real-time collaboration, task management, and customizable dashboards.

• Real-time Collaboration
• Task Management Tools
• Customizable Dashboards
• Free Gantt Charts
• AI Writing Tools
• Goal Setting
• Document Management
• Integration Capabilities
• Overwhelming for New Users
• Complexity of Features
• Free Plan available.
• Business Plan: Starts at $12 per user per month.

5. Klipfolio

Klipfolio is a business dashboard tool focused on real-time monitoring of research data. It’s a metrics-driven platform that aids in effective decision-making by providing self-serve access to information.

How It Works: Klipfolio is a business dashboard tool focused on real-time monitoring of research data. It provides self-serve access to metrics-driven information to aid in effective decision-making.

• Business Dashboard Creation
• Real-time Data Monitoring
• Self-serve Access to Metrics
• Customizable Widgets
• Pricing is available on request.

6. Whatagraph

Whatagraph is a reporting tool designed to manage and visualize research data efficiently, particularly for marketing projects. It streamlines data transfer, report generation, and analysis of web page performance data.

How It Works: Whatagraph is a reporting tool designed to manage and visualize research data efficiently, particularly for marketing projects. It streamlines data transfer, report generation, and analysis of web page performance data.

• Marketing Data Reporting
• Automated Report Generation
• Customizable Templates
• Performance Analysis
• Multi-channel Reporting
• Client Dashboards

Looker, also known as Google Looker Studio, is a browser-based data analytics platform. It leverages a unique modeling language for analyzing and visualizing research data. It makes it suitable for business intelligence and app development.

How It Works: Looker, also known as Google Looker Studio, is a browser-based data analytics platform. It leverages a unique modeling language for analyzing and visualizing research data, which is suitable for business intelligence and app development.

• Browser-based Data Analytics
• Unique Modeling Language
• Contact for pricing information

You can also explore a new blog published by QuestionPro about Idea Management Software .

How Can QuestionPro Help in The Research Management System?

QuestionPro contributes to the efficiency of the Research Management System by providing valuable tools for data collection, analysis, and participant engagement. In the context of the research ecosystem, including investment research, QuestionPro InsightHub significantly enhances specific aspects of the research process.

01. Survey Creation and Data Collection

With QuestionPro InsightHub, you can easily create surveys that match your specific research goals. It helps you design and send surveys to the right people, making data collection simple. For survey creation and data collection, you can use:

• Various question types like open-ended and close ended questions, single and multiple choice, rating scales, etc.
• Images, audio, videos.
• Advanced Branching logic .
• Survey templates .
• Mobile-friendly design.

02. Analytics and Reporting

QuestionPro provides powerful tools to help you get valuable insights from your data. Its features let you spot trends and create detailed reports to support your decisions. You can:

• Analyze data in real-time
• Create bar charts and graphs
• Customize your dashboards
• Use advanced statistical tools

03. Building and Engaging a Community

With QuestionPro Community software , you can create a collaborative research space. You can manage online communities, interact with participants, and collect detailed insights using:

• Focus groups
• Discussion forums
• Polls and live chats
• Member segmentation

04. Panel Management

For investment research, keeping a focused group of participants is essential. QuestionPro InsightHub makes managing panels easier, helping you recruit and engage participants efficiently. It can help you with:

• Profile participants
• Automate recruitment
• Manage incentives
• Get real-time panel updates

05. Integration with Other Systems

With QuestionPro InsightHub, you can easily connect with other systems. It makes your research management process smooth and efficient. This compatibility helps everything work together better. You can:

• Access APIs
• Integrate with your CRM
• Export data easily
• Connect with third-party apps

A Research Management System is not just a tool; it’s your research companion. It empowers you to the journey of research with ease. It ensures that your focus remains on what matters most – advancing knowledge and making a meaningful impact. 

While QuestionPro InsightHub doesn’t fall under the traditional definition of comprehensive research management software, its features contribute significantly to specific aspects of the research process. So, embrace the power of an RMS and watch your research process soar to new heights!

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Frequently Asked Questions (FAQs)

A research management system is a complete software tool that can help you organize and handle different parts of the research process. It can help you submit proposals, manage grants, oversee projects, ensure compliance, track finances, and collaborate with others.

An RMS enhances research efficiency by automating repetitive tasks, streamlining data collection and analysis, and reducing the administrative burden. It allows researchers to focus more on their core activities.

A research management software can help you with the capabilities like proposal and grant management tools, project management capabilities, collaboration tools, data management functionalities, etc. You can look for these key features to select the appropriate tool for you research management.

To choose the right research management software, consider your specific research requirements, budget, and the software’s features, user-friendliness, integration capabilities, and support services. Evaluating different options and seeking demos or trials can help make an informed decision.

Research management software typically includes robust security measures such as encryption, access controls, and regular security audits to protect sensitive research data

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Impact of Project Management Information Systems on Project Performance

• First Online: 01 January 2014
• pp 1339–1354

Cite this chapter

• Louis Raymond 7 &
• François Bergeron 8  

Part of the book series: International Handbooks on Information Systems ((INFOSYS))

4595 Accesses

2 Citations

1 Altmetric

Project management information systems (PMIS) usually acquired by organizations as software packages are meant to provide managers with the decision-making support needed in planning, organizing and controlling projects. However, the actual contribution of PMIS to project success or performance is still unknown. The purpose of this study is to empirically assess the quality of the PMIS presently used in organizations and to examine their impact on project managers and project performance, based on a PMIS success model. This model is composed of five constructs: the quality of the PMIS, the quality of the PMIS information output, the use of the PMIS, the individual impacts of the PMIS, and the impacts of the PMIS on project success. Analysis of questionnaire data obtained from 39 project managers confirms the significant contribution of PMIS to successful project management. Improvements in effectiveness and efficiency in managerial tasks were observed here in terms of better project planning, scheduling, monitoring, and control. Improvements were also observed in terms of timelier decision-making.

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Institut de recherche sur les PME, Université du Québec à Trois-Rivières, Trois-Rivières, QC, Canada

Louis Raymond

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François Bergeron

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Raymond, L., Bergeron, F. (2015). Impact of Project Management Information Systems on Project Performance. In: Schwindt, C., Zimmermann, J. (eds) Handbook on Project Management and Scheduling Vol. 2. International Handbooks on Information Systems. Springer, Cham. https://doi.org/10.1007/978-3-319-05915-0_30

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Published : 08 October 2014

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