Information System
Highlights
It provides a single point of access to proposal and project information.
It streamlines proposal preparation
during all important tendering phases (e.g. Forecast, EoI, Tender, etc.).
It leverages planning, monitoring and controlling of project execution
through one holistic view of operational and financial data.
Itimprovescollaboration and communi-cation with integrated Relationship and Document management.
It leverages the recruitment lifecycle for project experts for best-fit assign-ments.
It provides enterprise social network-ing and search capabilities.
It enables simple and efficient report-ing and advanced analytical research
with dashboards, filtered views and ad hoc reports.
It provides a comfortable and familiar user experience.
Introduction
Today, there is a wide range of dif-ferent funding mechanisms offered by organizations like the European Union, the World Bank, national governments or other financial insti-tutions. The main goal of these of-fered instruments is to provide
funding and grants for a broad range of projects and programmes covering areas relating to the econ-omy, education, health, research and innovation, environmental pro-tection, humanitarian aid, institu-tional, infrastructure and judicial de-velopment, etc.
Funding is managed according to strict rules to ensure that there is tight control over how funds are used and that funds are spent in a transparent, accountable manner. Since there are many different types of programmes managed by different bodies, related processes can be regarded as very complex. Often they involve multiple activi-ties, participants, requirements, deadlines, documents and reports in order to ensure that suitably qual-ified contractors and grant benefi-ciaries are chosen without bias and that the best value for money or the best price is obtained, with the full transparency appropriate to the use of public funds.
But even before applying for certain funds, companies interested in re-ceiving funds have to deal with the preparation activities including anal-ysis and research of strategic docu-ments, funding procedures and workflows, programming structures and funding opportunities,
network-ing with potential consortium part-ners, experts and other useful busi-ness relations in order to be ready to submit a successful application.
Main objectives of the
so-lution
The Project Portfolio MIS (PPMIS) is a complete project management solution that helps improve collabo-ration, communication, operational insight and overall efficiencies. Built on and accessed through cutting
flexible and affordable platform that gives organizations a 360-de-gree view of tender and project in-formation in order to enable them to quickly and easily resolve issues and track progress. The PPMIS au-tomates and streamlines key tasks associated with proposal prepara-tion, stakeholder communicaprepara-tion, project reporting and much more, thus empowering organizations to meet their unique requirements and improve service delivery across all departments and functional areas.
Teched’s PPMIS can help organisa-tions attain the following objec-tives:
Streamline processes and au-tomate tasks
Automating workflows and reduc-ing administrative tasks minimize paperwork, errors, delays, and wasted time, so efficiency and ef-fectiveness of staff are increased.
Enhance business intelli-gence
PPMIS facilitates data access, analysis and reporting by consoli-dating project information into one central source, with real-time up-dates. This single, holistic view of your proposals and projects allows for more effective tracking, quicker and more accurate reporting, and in-creased ability to detect and re-solve issues and discover trends as well as elimination of duplicated
data entry. Reports, dashboards and other tools are readily available.
Increase intra- and inter-agency collaboration, com-munication and satisfaction
The amalgamation of project infor-mation equates to “a single view of the truth”, reducing miscommunica-tion and errors and improving rela-tionships, as the flow of infor-mation within the organization and between organizations becomes smoother, more accurate and con-sistent.
Manage contracting pro-cesses and project implemen-tation
Monitoring proposal preparation ac-tivities and output reviews, project management and tracking progress help ensure that the application for projects and the funds received are managed and used efficiently, ef-fectively, and as planned, in order to maximize project results and benefits.
Provides a comfortable and familiar user experience
Most workers are already proficient with the Microsoft suite of products such as Outlook, Excel and Word to facilitate data handling and corre-spondence handling, so that users are able to quickly learn to use the system. A smooth and intuitive nav-igation system streamlines tasks and eliminates extraneous clicking, searching and window pop-ups. Process enforcement has also been enhanced to ensure that each inter-action is handled in the best way.
Main modules and
fea-tures of the Project
Port-folio MIS
1. Project Lifecycle Management
This module incorporates two main sub-modules, namely for Proposal
and Project Management. It records and updates information in order to support management and control activities.
1.1 Proposal management
PPMIS helps you to prioritize pro-ject opportunities and make risk-ap-propriate decisions with consistent pipeline and proposal management processes. The system provides a seamless end-to-end experience from lead generation to opportunity management to project scoping and initiation, including the tactical
management of proposals, con-tracts and changes for projects al-ready in execution.
The main task of the proposal man-agement sub-module is to support the daily activities related to com-munication: search and evaluation of potential partners and collabora-tors; analysis and research of exter-nal/internal data sources and their collection; storage or update within the system; as well as preparation
activities related to forecasts, ex-pressions of interest or tender doc-umentation.
1.2 Project management
This sub-module ensures repeata-bility and profitarepeata-bility in every pro-ject activity with reusable planning templates, configurable cost con-trols, and standard, as well as ad hoc, reporting.
From the high-level handshake with business development during scoping and budget formulation, through project detailing, contract, project implementation and final handover, the Project Manager (PM) bears the burden of profitabil-ity. PPMIS helps to lighten that burden by giving PMs the tools
Figure 6. Project’s Terms of Reference form
they need to streamline the entire process. Whether working on a small or a major project PMs, assis-tants, project experts can access data within one unified project management system that delivers real-time views into the status and trajectory of the project.
Project cost, revenue, timetable of activities, quality, risk and other controls are essential and quantita-tive foundations for project moni-toring.
2. Information and Know-ledge Management
Recording and on-going update of information and support to execu-tion of Business development and Project implementation. This mod-ule has the following submodmod-ules:
2.1 Relationship management
This submodule offers several data registers and is easily and highly customizable. It includes registers such as Accounts, Contacts, Pro-jects, Experts, Project References, Stake- holders, Partners, Beneficiar-ies, Competition, etc. If necessary, additional registers can be defined and created during customization activities.
This solution addresses the recruit-ment lifecycle for project experts as well as tracking of education, certi-fication, expertise, project experi-ence and other data required to en-sure that the best expert is found for each position.
By incorporating enterprise social networking and search capabilities that traverse Human Resources, Project Management as well as Pro-ject collaboration systems, our
identify and leverage the right ex-pertise for any given situation.
2.2 Document management
Project proposals, contracts, pro-ject plans, status and progress re-ports, timesheets, invoices, and many more digital and hardcopy documents flow through organisa-tions every day. Therefore it is im-portant to streamline contracting and project execution across dis-tributed internal and external teams, with secure role-based doc-ument management. Our solution improves the necessary team coor-dination and communication re-lated to documents such as Ex-pressions of Interest, proposals, contracts, project plans, project re-ports etc. – enabling appropriate version control, change audit his-tory, and formal records manage-ment.
2.3 Collaboration management
Creating value starts with people. The right person assigned to the right project at the right time. Of course, the right person also needs the right information to deal with the appointed task. The Collabora-tion sub-module makes it easier to collaborate within specific groups or teams. It structures and organizes information and data silos by com-bining multiple tools within the so-lution. As a result, end users of the system are able to use one tool for all project collaboration require-ments.
2.4 Analytics, Reporting & Search
This sub-module contains several components for simple and efficient report generation, as well as ad-vanced analytical research and data mining. It offers search capabilities that make it possible to search and find all data and information throughout the overall solution.
The solution also provides ad-hoc features for advanced reporting needs. Data can be easily exported to external business applications. Reports or aggregated information,
most important to executives and managers are presented through performance dashboards that visu-ally show business trends and sta-tus.
3. Security and administration module
Defining, maintaining and adminis-tering secure data access, data ex-change rules, users’ rights and au-thorizations, as well as other rele-vant system information that needs to be organized.
The PPMIS Security system is de-signed to work with security roles. For each entity in the system, a se-curity role can have different per-missions. The most common entity permissions are Create, Read, Write and Delete, but some entities allow additional permissions to be speci-fied: Append, Apply To, Assign or Share. Permissions for performing
certain system functionalities can also be configured through security roles.
Audit features of the solution ena-ble compliance with various regula-tions to ensure availability of inter-action history, audit logs, access re-ports, and security incident tracking reports.
The solution also supports an audit-ing capability where entity and at-tribute data changes can be rec-orded over time for use in analysis and reporting.
Contact us
If you would like to find out more about our Project Portfolio Manage-ment Information System please con-tact us.
Teched Consulting Services Ltd.
Radnička cesta 80/VII 10 000 Zagreb, Croatia Phone: +385 1 4697 600
Fax: +385 1 4697 615
E-mail: [email protected]
Web: www.teched.eu
