Project Information Management Jiwei Ma Project Management Project Information Management Jiwei Ma

Content Concepts Project Information Code System Project Information Management Web-based Project Management

Concepts Information Information Management The useful knowledge, message and data transferred from one source to another Information Management The organizing and control of information storing, processing and communicating, etc. Project Information Management The effort in project management to facilitate project information collecting, storing, sorting, filtering, combining, transforming, processing, interpreting, summarizing, communicating, etc. so as to assure the success of the project

Concepts Categories of project information By format By content Numbers, words, drawings, pictures, voices, video, etc. By content Technical information Management information Financial information Legal information By project phase Pre-planning information Planning information Execution information Project closeout information …

Project Information Code System Breakdown of the information system By format, content, project phase, participant, etc. By subsystems, i.e. project breakdown, cost breakdown, organization structure, WBS, CWBS, etc. Determined by project information management needs Clear and definite for data sorting and storing Easy to understand and use Flexible for further revision and development

Sample System Pre-project Project proposal 0110 Bidding Consulting 0410 Feasibility study 0120 General contractor 0420 Approvals 0130 Architectural/Civil work 0430 Correspondence 0140 ME work 0440 Site survey 0150 Furnishing work 0450 Regulations 0160 Contract Planning/survey/design 0510 Public Info Project Information 0210 0520 Announcement 0220 Construction 0530 Government personnel 0230 Material/equipment 0540 Owner’s personnel 0240 Facility 0550 Designer’s personnel 0250 Government 0610 PM personnel 0260 Owner 0620 Contractor’s personnel 0270 Project Management 0630 Supplier personnel 0280 Design 0640 Experts 0290 Contractor 0650 Request for design 0310 Supplier/vendor 0660 Conceptual design 0320 Meeting minute … 0700 Preliminary design 0330 Cost control 0800 Construction document 0340 Time control 0900 Furnishing design 0350 Quality control 1000 Sample System

Project Information Management Tasks Categorize and organize project information Establish project information processing procedure Monitor and control project information processing Monitor and control project information exchange Establish project meeting and reporting system Assure project information security and information exchange

Web-based Project Management Computer network supported by Internet or Intranet based server Personalized and controlled access and authorization Centralized management of project information Individualized project information exchange environment highly-efficient project communication and collaboration environment for all project participants

Fragmented communication Changing the Process The AEC industry needs solutions that address its needs for improved communication, coordination between different participants and stages of the process, effective collaboration and information sharing. Today that communication takes place largely on a point-to-point basis among the project participants. If, instead, all project participants interacted via a common project model that was shared among all project participants, the communication challenges would be significantly reduced. Importantly, a significant portion of the project information that can and should be shared throughout the AEC facility life cycle is created in the design process using Autodesk's current design tools. What is needed is the information architecture, the database and communication infrastructure, to permit the effective sharing of this information, as well as the applications that enable other participants in the AEC facility life cycle to take full advantage of this information. Fragmented communication Collaboration

Main Functions of the System Project communication Individual information exchange Mass information distribution Document management Centralized management Individualized access Project collaboration Collaboration among all project participants Automatic control of procedures Project logging Automatic record of all project activities

Application of the System Configuration of the system Web based virtual organization Web based archive system Web based information distribution and exchange mechanism Steps of the application Project users and groups analysis Construction project information analysis

Available Software Products PKM – Project Kommunication Management German product developed by Drees & Sommer, one of the largest project management firms in Europe Buzzsaw Developed by Autodesk, widely used by Architects and engineers in North America SharePoint Developed by Microsoft, “facilitate collaboration within an organization or with partners and customers” ProjectTalk Developed by Prolog, “a full-featured project management, collaboration, and scheduling solutions” …

PKM Introduction Main function Desktop Archive Info Options Search Appoints Tasks Messages Files Cockpit Archive Fully customized documentation system with access control Info Fully customized reporting and publishing section with options, authorization and access control Options All the functions to configure and manage the system Search Help

The PKM Desktop Appointments Tasks Messaging Document Inbox Members, Invitation, Journal Tasks Tasks from journals, workflow steps or manually defined Messaging Integrated messaging, no additional e-mail required Document Inbox

The PKM Cockpit Detect weak points Overview of all users, tasks, messages, and unread documents

The PKM Info General project news Main aspects in one view Summary Main aspects in one view Online reporting Task list, detailed reporting, project members, project description

The PKM Archive Document management Project defined structure Free attribution Delivery information Automatic index Automatic history function

Project Application PKM example Project High speed railway Cologne Frankfurt Project contains circa 180 km double tracked high speed rails 6000 single objects like tunnels, bridges, passages, platforms

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Jiwei Ma jiweima@hotmail.com Thank You Jiwei Ma jiweima@hotmail.com