Implementation and design of Cool\'n\'Project - web-based project management software

Implementation and design of Cool'n'Project web-based project management software I. Špeh Virovitica College, Virovitica, Hrvatska [email protected]

Abstract - In this paper, a web-based Project Management Information System (PMIS) application aimed for project tracking, monitoring and analyzing in local government units is described. This tool is used to collect, combine and distribute information about projects across different enduser devices. Projects are categorized into groups based on the project type, financing source, maintainer, deadline, priority and several other attributes. Each project is presented in a GUI with tabs that are filled with real-time data and information about project status and achievements, tasks, schedule, go-location view, gallery, phonebook and timeline. Employees of a local government unit have different roles and abilities in a specific project in which they participate. Project managers are provided with decision-making support needed in scheduling, controlling and organizing a project. During the project execution phase, the project management team collects information, files, images, reminders, contacts and contact history information into several databases. At each project phase, different types of reports and diagrams are available. This type of a Project Management Information System tool is developed by the local governments need to track a large number of projects*.

Keywords: Project Management Information System, project tracking, web-application, local government I.

INTRODUCTION

Multi-project environment features can be recognized in local government units which handle with a large number of projects. The multi-project environment is defined as a setting in which project managers and project members are participating in several projects at the same time. In organizations that are engaged in many projects simultaneously, management is faced with multiple challenges in resource planning, prioritization and monitoring [1]. Problems in managing multi-project environments are the improper implementation of the pre-project phase, infrequent project-progress monitoring, no defined owner, lack of information on projects, inadequate flow of information across the organization, inadequate project activities, unclear roles and responsibilities, improper information distribution and many others. These problems can lead to longer project execution time or even failure of the specific project. [2] The use of Project Management Information System (PMIS) is considered advantageous to local government leadership because of the contribution regarding project success [3].

The implementation of PMIS in a multi-project environment may help accomplish a realistic project assignment, which is an effective strategy when handling multiple projects [4]. Project Management Information Systems can be defined as tools and techniques used in the management of simple or complex projects. It can be described as an electronic information system used to plan, schedule, control, report, communicate, forecast, and handle cost for most aspects of a project [6]. Therefore, PMIS should provide project managers with decision-making support for planning, organizing and controlling project [5]. For efficient work performance among team members, PMIS supports three basic functions [7]: communication – PMIS delivers related knowledge and information promptly between members of the team; collaboration – PMIS supports an active cooperative management system among the members; community – PMIS supports the accumulation of related information and data through information sharing. During the project and following completion, large volumes of information is generated. Any project will involve huge volumes of drawings, photos, documents, emails, with multiple versions arising throughout the lifecycle of the project [8]. PMIS provides the framework for collecting, organizing, storing, and processing project information. It provides the basis for assessing the status of the project with respect to time, cost and performance goals and objectives. Project management software has become a prerequisite to manage projects more efficiently and effectively, and to aid project managers in their decisionmaking. With an estimated $255 billion being spent on IS/IT applications annually, it is significant that Information Systems projects should effectively manage. [9]. Although projects are most often used in information technology (IT), software and development, business process reorganization and research and development [10], constantly growing the number of projects in local government units and local project management organizations makes them one of the most important factor in community development. Among various IT solutions, the web-based PMIS has been highlighted because of its strong advantages [7]. The aim of this paper is to describe a proposal of a web-based Project Information System Application which is the product of cooperation between IT department and local

This paper is the result of implementation Cool-N-Project software in several local government units in Virovitica-Podravina County.

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Data

Third party DB

Database layer

Users

PHP json creator

PHP config

Application layer

Apache Web server PHP PHP action

AJAX response

2) A PHP script that prepares data – after a request for data is received, this type of script is used for connecting and retrieving data from MySQL server which is then encoded in JSON format and sent back to client

Configuration

XMLHttpResponse JSON

Ajax request sent by the client is received on the application layer with PHP scripts. There are three types of PHP scripts: 1) PHP script that handles users actions – used for inserting, updating and deleting data from data server

MySQL server

SQL result

Presentation layer – functionality of HTML-based graphical user interface has been extended with custom javascript/jquery functions and several plugins of which most used and most important are jquery datatable for display data in functional tables, parsley for validating data, datetimepicker, selectpicker and other bootstrap friendly jquery plugins. Using AJAX for communication with Apache web server features of a single page application are achieved. When a user action generates a client call to retrieve new data, the server only returns view fragments. This means that is possible to update parts of the application, without reloading entire viewport. At the side of design, the responsive bootstrap framework is used.

RELATED WORK

Browser HTML, JavaScript, Jquery, CSS

Presentation layer

ARCHITECTURE

III.

In the project management literature, the definition of the project has been discussed by numbers of literature. One of the definitions defines projects as a temporary (definitive beginning and definitive end) endeavor undertaken to create a unique (projects involve doing something that has not been done before) product or service [8]. In the presented PMIS, a project is defined as a logical framework within multiple project activities can be defined. For example, generic types of project in local government unit can be an organization of city festival, restoration of city buildings, education of older city population or improving city traffic infrastructure. These projects consist of several activities which need to be accomplished. After activities are finished, the project can be closed.

SQL query

II.

An architecture of the web application can be described as a client-server three-tier architecture in which the graphical user interface (presentation layer), application functions and logic (application layer) and computer data storage (database layer) are developed and maintained as independent modules, on separate platforms.

On the database layer, there are several MySQL database servers where information is stored and retrieved. Data in this tier is kept independent of application servers. There is the database used for configuration storage, data storage and domain with users storage. A domain stored in users database is an organization (public administration unit) with users (employees) which have access to the application and can share projects with each other.

AJAX request

The aim of described web management application is to track projects with a large number of participants and low dynamic. In most cases, a local government unit has a large number of projects which have been created over the past few years. Using described web application local government employees are able to get information about current project status and other project information in just a few seconds. There are dozens similar web applications available online like Aceproject and Teamwork, LiquidPlanner [16]. Main differences between alternative applications are:  Low cost - problem lies in the fact that similar applications are most often not affordable to local government units  Language - low-level of foreign language skills for most employees is most often the reason why similar application are not usable.  Different end-user devices - most of the similar applications are executable, so additional installation is required. A web browser and Internet access are only requirements for using this application.

3) configuration PHP – used for manipulating with session storage, database connection and other application configuration variables.

XMLHttpRequest GET, POST

government. The application is currently in use at several local government units in Virovitica-Podravina county.

Aggregation Third-party IS

Documents

Phone calls

Web Forms

Tasks

Existing DB

E-mail

Meetings

Image 1. Web application architecture

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Image 2. Web application architecture

A. Project portfolio Every project is described with several attributes which can be defined during application usage - project title and description, type, category, deadline, finance sources, maintainer, status, priority, geographic location and visibility type. The class diagram with main project attributes is shown in image 2. These attributes are defined through web form during project creation. After information is saved, the new project portfolio is available. Project type and category – during testing application, a feature that enables filtering has been implemented in application because of the need for project list wich contains projects which have something in common. Some of the key filters are project type (local, county, regional, state..), project categories (IT sector, sport, culture, education...), project priority (low, medium, high), project value and project deadline. Deadline - Each project might have a specific deadline, or require completion with a certain time frame. While it might be difficult to know the exact moment a project will finish, allowing additional time can give project members additional flexibility. Project deadline is defined while creating a new project through datetimepicker and can be changed in edit project form.

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Every project has certain phases of development known as life-cycle phases [13]. Dividing a project into phases makes it possible to manage it in the best possible direction. There are different approaches to project phases – some claim there are 3 phases to a project while others say it's 5 [11]. Projects in presented PMIS could have following phases: Project planning phase – project is named, defined and treated as an idea. The goal of this phase is to determine whether or not the project can be completed, is it feasible, who are possible partners, who are in the project team and what should result be. Project execution - project teams are performing their tasks and activities defined in the planning phase. Most of the project documents and information are collected in this phase. Project closure – a project is formally finished in this phase. After project tasks are completed and the project goal is reached, the project can be moved to archive with finished phase turned on. Project phase is shown in project table as a flag indicating current phase. After project closure project phase is updated to inactive phase and project is moving to project archive – tab with all finished projects.

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Image 3. Application GUI

Project visibility determines what kind of project team will be. There are three types of visibility – public, custom and private. If public visibility is selected, every member of the domain will be part of the project team. When creating a project user can choose specific users or entire department if custom visibility is chosen. And finally, the user can have his own project for a private purpose. After choosing project visibility, project manager and project members can be selected from dropdowns. A specific user role is assigned to every project user, where the role can be generic or custom from different project management functions (administration, planning, design, data management, technical support, communication marketing) [14]. Project location – geographic latitude and longitude are used for showing project(s) on google maps as shown in image 4. In the current version of this software a risk management is not included, but certainly it will be included in next generations. B. Project tabs Project portfolio is made of tabs containing a different type of content which is populated during project execution phase. Each container listed below provide different type of project information: 

Project Info – quick overview of basic project information such as current status, description, value, finance sources, maintainer, project team and deadline;



Activities – every project has fragments (or phases) which need to be completed for successful project closing. These fragments are called project activities.



Tasks – tab containing decision-making support where project manager and project team can assign tasks to each other

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

Contacts – phonebook of particular project



Location – geographical presentation of the project with google maps as background



Files – document repository of project



Gallery – images and photos organized by project activities



Reminders – if some meeting, task or some other project obligation it could be useful to set a reminder to notify project team about it.

These containers together with project row in the main table make project portfolio. Project tabs can be expanded with more option, such as Gantt diagrams or finance analyze, which will be included in next version of the application. During the project execution phase, decision-making support through Workflow Management System (WfMS) in project activity tab is available. Workflow system partially or completely automates of a business process, in whole, or part, during which documents, information or tasks are passed from one participant to another for action, according to a set of procedural rules [15]. Work procedures that have same execution flow can be

Image 4. Projects on google maps

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described as unique task type in the system. Configuration of task types is stored in configuration database with following parameters: A number of phases – task type can have more than one execution step – task phase. Every working procedure must have at least one phase. Owner – after defining activities, the project manager can assign a task to project members after which he becomes task owner. Worker – every phase has assigned user who is responsible for executing it. The worker can be a specific member of project team, or alias name, for example, head of the department. Deadline – a final time that a task must be completed by. Indicators of deadline are shown as progress bars. The closest the deadline is, deadline bar is turning his color into red. If deadline of the task has expired, email can be sent at specified time of a day. Actions – task phase has predefined actions that worker can choose as the result. According to chosen action, the task is closing or moved to next phase, next worker. Typical types of worker actions are approve – task is moving to next phase (or finished if the last phase is active), reject – worker is rejecting task, forward – worker is forwarding current active phase to another worker, cancel – owner can cancel the task or postpone owner can reschedule tasks.

Analyze

 technology choice (hardware, software)  defining architecture  defining visual identity  functional specification

Design

   

software development hardware provision defining application modules establish test environment

Realisation

    

Integration test Establish test envirnonment Performance testing User training defining application user roles

Support

    

Performance monitoring User training Usage monitoring Updates Customization

Build

So, in the project task tab project manager can assign a task to specific project activity and specific project member. Task creation and deadline is visible in project calendar and in worker/owner table of tasks. C. Implementation The process of implementation Cool-N-Project software in local government units can be divided into 5 basic phases: analyze, design, build, realization and support. After identification of processes in units, functional specification containing visual identity, hardware requirements and database design is published. According to functional specification, programming team developed an application which was published in cloud surround. Using cloud surround additional costs for hardware infrastructure and hardware maintenance at each local government unit are avoided. Once the application is published, difference tests are performed. According to test results, upgrades are made on the application. During realization phase, users (local government unit employees) are trained and additional functions are added in application functionality. Every local government unit inside the system is presented as a domain with a unique identifier and assigned administrator, users and default settings.

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 Identification of processes in local government units which are included in project management  Defining unit organization structure

Image 5. Phases of implementation

D. User satisfaction and PMIS success Results of the short questionnaire for the measurement of user satisfaction and project management improving are presented. Respondents are employees of local government units from Virovitica-Podravina county. The purpose of the questionnaire is to see to what extent does the application improve project management and how users can describe the application.

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Development of described application started in 2014. The first version was published after 6 months in several local government units in Virovitica-Podravina county.

In the literature review of project success, one of the critical success factors of the project is time [7]. To improve time efficiency of project management several features are developed or included as a plugin in the application. More than 60% of respondents confirmed that using this type of application time efficiency is improved. Users are asked to write down additional functionality which cannot be found in current versions. These are submitted changes:  Integrated SWOT analysis tools  Timeline  News feed from the projects  Enrollment of users in multiple projects  Improved project portfolio  Improved project search  Risk management IV.

Only 10% of respondents said that this type of application is unique. As mentioned in the introduction there are many other web applications which can provide similar functionality, but in most cases they are not affordable to local government units, so users are satisfied with the price. All respondents described the application as useful which proves that project management is improved.

In this paper, a web-based application aimed for project tracking and monitoring used in local government units is described. The need for this type of application is derived from the fact that local government unit has multiproject environment characteristics. In such organizations management is faced with multiple challenges and problems in project execution phase which can be solved or, at least, less complicated, using this kind of application. There are several other reasons listed in the paper which explain why multi-project environment should use PMIS tools. In the next version, more features, like Gantt diagrams and finance reporting will be included. V. [1]

[2] [3]

Image 8. Projects on google maps

[4]

[5]

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CONCLUSION

REFERENCES

Elonen, S., Artto, K. A., “Problems in managing internal development projects in multi-project enviroments”, Internal Journal of Project Management 21, vol 6, 2003., 395-402 K. Rava, “Multi-Project Management in Organization”, Information System Project Management, 14. Lecture, 2014. Raymond, L., Bergeron, F. “Project management information systems: an empirical study of their impact on project managers and project success”, International Joournal Of Project Management 26, vol 2. 2008. 213-220 Patanakul, P., Milosevic, D., “The effectiveness in managing a group of multiple projects: factors of influence and measurement criteria”, International Journal Of Project Management 27, 2008. 216-233 Marjolein C.J. Caniëls, Ralph J.J.M. Bakens, “The effects of Project Management Information System on decision making in a

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multi project environment”. International Journal Of Project Management, vol 30, 2012., 162-175 [6] Kahura, M., “the Role of Project Manangement Information Systems towards the Success of a Project:The Case of Construction Projects in Nairobi Kenya”, vol 3, 2013. [7] Lee, S. K., Yu, J.H., “Crtitical Success Factors for Project Management Information System in Construction”, KICEM Journal of Construction Engineereing and Project Management, 2011 [8] http://www.pmi.org, accessed february 2016. [9] Havelka D., Rajkumar, T.M., “Recovering troubled projects: prescriptions for sustained recovery”, Issue in Information systems, vol 7, 2006 [10] Karim, A.J., “Project Management Information Systems (PMIS) factors: An empirical study of their impact on project management decision making (PMDM) performance”, Research Journal of economics, business and ICT, vol 2, 2011¸

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[11] http://project-management.com/top-5-project-managementphases/, accessed February 2016. [12] White, D., Fortune J., “Current practice in project management an empirical study”, International Journal of Project Management, [13] Project management: A System Approach to Planning, Scheduling, and Controlling John Wiley [14] K.Burnett, The Project Management Paradigm, 1998. [15] E. Zembia i I. Obłąk, “The Survey of Information System in Public Administration in Poland,”, Interdisciplinary Journal of Information, Knowledge, and Management, vol 9, 2014., 31-56 [16] http://project-management.com/software/top15/,accessed February 2016.

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