PUBLIC WORKS MINISTRY OF AFGHANISTAN CASE STUDY

The multi-project departments like the ministry of public works of Afghanistan have really benefitted from the project management information system (PMIS). This paper measures the effectiveness of the PMIS in the ministry of public works of Afghanistan. To achieve this, the paper defines key terms, discusses the standard project management process and elements of an information system. The paper then focuses on the PMIS of the ministry of public works by examining its structure and discussing its strengths and limitation. Data from respondents who work with the system is used to effect this discussion. Through the entire project management process, the utilization of technology, specifically information systems has proven quite useful in effective and successful project implementation. An information system is a discrete set of information resources organized for the collection, processing, maintenance, use, sharing, dissemination, or disposition of information.

Literature review The project management process The initiation of the project through the implementation and assessment of whether the project met the desired objectives is not a straightforward process and it can be quite complex. However, there are some stages that have been developed to describe the process of project management. The figure below summarizes the project management process. Project planning involves the development of a documented project management plan which is the primary task of the project manager. Newton (2015) explains that the plan must include, among other things, the project scope, the time frame from inception to completion of the project, costs and budgetary proposal, human resource and quality standards to be adhered to through the project management process. The documented plan will determine the resource allocation from the relevant authority which includes budgetary allocations, human resource allocation as well as authorization for implementation of the project.

The figure above documents two key stages of the project planning phase. Project implementation This is the phase that is most evident to the public as actual work to solve the problem is commenced. Elements of PMIS The project management information system herein referred to as PMIS entails the integration of technology through the various stages of the project management process discussed above. In this case, a project can be identified out rightly through the system or can be updated in the information system once it has been identified by the respective department or organization. There are key elements to measure the effectiveness of the PMIS as presented in the figure below Technology Bourgeois (2014) defines technology as the application of scientific knowledge for practical purposes.

This, therefore, entails innovative solutions that are targeted at improving the performance of certain tasks. Government departments and various organizations rely on technology solutions in the production of goods and services as well as the performance of various functions. With relation to the PMIS, the people who interact with the system can determine the effectiveness of the system. For instance, malicious attackers and hackers can interfere with the system and jeopardize the operations. Key determinants of PMIS effectiveness in relation to people are: • Level of education of users • Technological know-how of the users • System monitoring and backup measures by people (Information system security) • Level of information access through the system Process This is a key aspect of an information system and cannot be ignored.

Bourgeois (2014) defines a process in an information system as a series of steps undertaken to achieve a desired goal or outcome. The process relies on the type of information system and it is simply a list of commands that direct users to maneuver through the system. Practical case: PMIS in the ministry of public works in Afghanistan Design and structure of the PMIS As retrieved from the website of the ministry of public works of Afghanistan1, there are key elements of the PMIS. These elements are presented in the figure below. The above figure captures the key elements of the PMIS of the ministry of public works. It is important to note that this is a representation of elements and they might not appear exactly in the same hierarchy as depicted in the figure.

This figure provides key data that can be accessed by the public to understand the performance of the ministry in project management. Furthermore, one of the respondents expressed that the system serves as a central point to collect reports and access any information. This underscores the prudence of data for an effective information system. Tracking the progress of projects The respondents expressed that one of the benefits of the PMIS is providing a platform for tracking the progress of projects. To support this, one of the respondents indicated that the system gives a picture of the actual situation of the project. The other respondent expressed that the system allows for a follow-up on the progress of the projects. Most of the finance department staff expressed that the system has a poor project graphic view of data and data analyzing tools are underdeveloped.

It is also important to highlight that inter-department access of information through the system is limited as well as data security isn’t so strong. Conclusion This paper has presented a detailed discussion of the PMIS system. To begin with, the paper defines key terms in the project management information system and presents the project management process and key elements of an effective information system. Furthermore, the paper has discussed in detail the PMIS of the ministry of public works of Afghanistan, by presenting its structure, the strengths of the system classified as; performance, tracking of project progress and reporting. ims-web. com/blog/the-core-benefits-of-a-project-management-information-system Light M, Rosser B, Hayward S. (2005), Realizing the benefits of projects and portfolio management. Gartner, Research ID G00125673, 131 Newton, P (2015): Project management processes, project skills.