Graphical User Interface

The user interface is the part of the operating system that

allows you to communicate with it so you can load
programs, access files, and accomplish other tasks.
GUI
the part of the operating system that the user interacts
with that uses icons and mouse to issue commands and
make selections.
uses icons, bars, buttons, boxes, and other images.
GUIs rely on pointing devices like the electronic mouse
or trackball to make selections that help you get things
done.
 Word Processing Softwares

Software for word processing has transformed the process

of writing.

computerized the creation, editing, revision, and printing of

documents (such as letters, memos, and reports) by
electronically processing your text data (words, phrases,
sentences, and paragraphs).

These packages can also convert all documents to HTML

format for publication as web pages on corporate intranets
or the World Wide Web.
 Electronic Spreadsheets
Used for analysis, planning, and modeling.

help in developing an electronic spreadsheet, which is a

worksheet of rows and columns which can be stored on
your PC, a network server, or converted to HTML format
and stored as a web page or web sheet on the World Wide
Web.

performs necessary calculations based on the relationships

(formulas) you define .

a decision support tool to help you answer what-if

questions you may have
 Database Management
An important system software package that controls the
development, use, and maintenance of the databases of
computer-using organizations. A DBMS program helps
organizations use their integrated collections of data
records and files known as databases.

Database management packages such as Microsoft

Access, Lotus Approach, or Corel Paradox allow you to set
up and manage databases on your PC, network server, or
the World Wide Web.

It allows different user application programs to easily

access the same database.
Database Management
 Presentation Graphics and
Multimedia
Presentation graphics packages help you convert numeric
data into graphics displays such as line charts, bar graphs,
pie charts and many other types of graphics.

Most of the top packages also help you prepare multimedia

presentations of graphics, photos, animation, and video
clips, including publishing to the WWWeb.

multiple-color and multiplemedia displays also can more

easily emphasize key points, strategic differences, and
important trends in the data.

proved to be much more effective than tabular

presentations of numeric data for reporting and
communicating.
Hardware
 Hardware

Hardware physical aspects of

computers, telecommunications, and
other information technology devices
Example: Keyboard, monitor

Software -a general term for the various

kinds of programs used to operate
computers and related devices
Example: Microsoft Excel
Hardware

Figure 6-1
 Central processing unit
It is the actual hardware that interprets and executes the program
(software) instructions and coordinates how all the other hardware
devices work together.

A CPU contains two primary parts:

1. Control unit
2. Arithmetic/logic unit

Control unit - interprets software instructions and literally tells the other
hardware devices what to do, based on the software instructions

Arithmetic/logic unit (ALU) - performs all arithmetic operations (for

example, addition, and subtraction) and all logic operations (such as
sorting and comparing numbers)
 Storage Devices

Primary storage temporarily stores data and program

instructions during processing. There are two.

RAM primary memory

Random Access Memory - will be erased when power is turned off.

ROM
Read Only Memory preprogrammed, for booting up the computer.
 Storage Devices
Secondary storage devices store data and programs when
they are not being used in processing.

Examples include:
High-capacity floppy disk
Hard disk
CD-ROM (compact disc - read-only memory)
CD-R (compact disc-recordable)
CD-RW (compact disc-rewritable)
DVD-ROM
DVD-R
DVD-RW or DVD+RW
Flash memory device
Memory card
 Input devices
Input devices, such as a keyboard or mouse, convert data
and instructions into electronic form for input into the
computer.

Examples include:
Keyboard
Microphone
Mouse
Pointing stick
Touch pad
Touch screen
Bar code reader
Scanner
Audio Input
 Other Components

Output devices, such as printers and video display

terminals, convert electronic data produced by the
computer system and display them in a form that
people can understand.

Communications devices provide connections

between the computer and communications
networks.

Buses are circuitry paths for transmitting data and

signals among the parts of the computer system.
Project Management
Information Systems
 Introduction

Construction is an information intensive business, which

depends on accurate, reliable, up-do-date and timely
information, ranging from legal requirements, building
codes and standards to project and site-specific current
and historic data/information about techniques, cost and
schedule.
In this era of dynamically changing world, construction
projects are increasingly more complex, and time frames
available for decision-making are shrinking.
Success of a project in todays world is heavily dependent
on timely and dependable flow of effective information.
 Introduction
The task of managing a vast amount of diverse information
in an effective and efficient manner is a critical factor in
order to improve profitability or to ensure success of most
construction organizations
Information systems provide the mechanism through which
information flows to different departments within/outside an
organization.
To facilitate proper and optimal decision making, the
availability of the desired information at its required level of
detail is necessary.
The flow of this information further facilitates the
interactiveness of all the managers in providing them with a
better understanding of what is happening in the project
and thereby allowing them a certain degree of control and
proactiveness when making decisions.
Introduction
The Information System

Data $
Cost Schedule Performance
Information
Plan vs. Actual

Timely,
Accurate &
Structured
The Control System
Information
Management

Decisions
Organization, Policy and
Procedures
 Project Management
Information System (PMIS)
The Project Management Information System
(PMIS) is intended to serve as a mechanism to
provide all levels of management with meaningful,
accurate, and timely information in order to assist
in making quality decisions.

It should also provide an easy-to-follow system to

allow for a hierarchical tracking of project progress.
 Project Management
Information System (PMIS)

Provide an organized and efficient means of planning, collecting,

storing and organizing data reflecting project status.

Provide an organized and accurate means of converting data from

operations into meaningful management information.

Provide a mechanism to update and communicate information.

Generate report by analyzing and consolidating information at a

level of detail most appropriate for the individual managers.

Select and isolate most important and critical information for a given
situation.
Project Management
Information System (PMIS)
Project Drawings
PP Estimating

Specifications Procurement

Eng. Calculations M
M Eng. & Field Audits

Vendors Information
II Labor Control

Electrical Master Equipment Control

Mechanical Master Material Control

SS
An outline of an effective integrated PMIS
 Flow of Information

There are several identifiable stages within this

process, namely preliminary design, conceptual
design, detail design/ engineering, and
construction. The type of work performed during
each stage is much different from one another.

This is also true about the information that needs

to be acquired, generated and considered during
the course of each stage.
Flow of Information
Cost Engineers
Field Engineers Consultant/
Quantity/Cost Contractors
Earn
Quantity/Cost
Daily Estimate Quantity/Cost
Photo
Reports Field Data
Records

Field Project
Management Management

Daily Reports
Change Order
Photo Records Daily Reports
Safety Notice Cost Record & Progress
Cost Record & Report for Executive
Progress Report for Management Level
Project Management
Level

information Executive
Management

feedback

Major Decisions
Flow of Information

High
Field

Information
Middle
Explosion

Management
Involvement
Executive
Information
Quantity
Low

Conceptual Detail design Construction

stage & engineering
 Flow of Information

It is important to recognize that during preliminary design,

not much information is available, although major and
critical decisions are made during this stage.
Likewise, information during the conceptual design is also
extremely critical for the success of the project since this
information is used to formulate the project basis. At this
stage, too, decisions are made on the basis of limited
information.
During detail design and engineering, the system should
provide information related to the cost and schedule impact
of different design alternatives so that realistic budgets and
schedules can be developed based on detailed drawings
and specifications.
 Flow of Information

As soon as construction starts, the amount of available

information increases exponentially since resources have
been mobilized.
The information system should enable the project
management team to keep track of all resources (labor,
materials and equipment) as they are procured and
consumed. One of the major functions of management is
to make sure that the resources are available as and when
needed.
Management must also monitor any deviations from the
original plan and take necessary corrective actions if and
when necessary based on the available information.
 Relationship between Organizational
Hierarchy and Information System

The need for information processing

depends on the amount of information
generated, number of organizational units
involved, and interdependency among
these units.
Construction is a process where a vast
amount of information is generated,
processed and exchanged; where a large
number of inter- and intra-organizational
units are involved; and where the
interactions between these units are,
more often than not, complex. Therefore,
construction organizations and their
hierarchy should be structured in such
a way as to satisfy this need.
 Relationship between Organizational
Hierarchy and Information System

Each level of management, within the organizational

hierarchy, needs appropriate information in a suitable
format.
Management, depending on its level is responsible for
making both long-term and short-term decisions all aimed
at assuring that the goals and objectives of the project
under consideration are met.
Executive and middle management usually makes strategic
and tactical decisions, and field or functional management
makes operational or functional decisions.
Flow of information in a
construction organization

Project objectives

feedback Executive
Strategies & plans
Management
for objective
achievement/
Middle Implementation
feedback Management

Strategy/Plan
Functional/Field implementation
Management

Data Processing

Information Flow/Transfer
Information transgression between
different management levels

Knowledge

Executive Management

Information
Information

Interpretation

Project/Middle Management

Data
Processing

Field/Functional Management

Data
 Executive Management
Information Needs
The prime decision making focus of executive management
is directed mainly towards strategic decision-making such
as.
Government regulations
Market regulations
Historical performance data
Future prospects
Financial status/standing of the company
Budget and schedule at summary level

Executive management also needs informational feedback

on current and forecasted problem areas and
recommended procedures for controlling/solving them.
 Project/Middle Management
Information Needs
The prime decision making focus of project/middle
management is directed mainly towards tactical decision-
making. Some of the main informational needs of
project/middle management for their effective decision-
making are listed below:

Historical performance details (experiential data)

Resource procurement regulations/conditions
Resource availability and price trends
Construction techniques/methodology
Project participant interaction/inter-relationship
Operationary conditions
Brief schedule, cost and resource details
 Project/Middle Management
Information Needs
Project/middle management also needs
informational feedback on estimated versus actual
project control parameters (schedule, cost and
resource in particular) for them to identify and
forecast problems and to recommend counter
measures and solution to those problems.

The main focus of project/middle management will

be targeted at system control and updating.
 Field/Functional Management
Information Needs
The prime decision making focus of field/functional
management is directed mainly towards
operational/functional decision-making such as.
Project plans
Project execution methodology
Construction techniques and methodology
Resource procurement, storage and control
Inspection of schedule, cost and resource status results
Detailed schedule, cost and resource

Field/functional management needs information to capture

detailed work progress data, to identify problematic project
area and to recommend solution to these problems.
 Reporting System
The reporting system is very important for project
monitoring and control. Not only the executive
management but also all project participants need to
perceive current project status to catch any errors, which
may make cost and schedule deviated from the planned.
A good progress report should have the following
characteristics:
Should be in a standard format and allow readers to quickly
grasp the projects pulse.
Indicates current project cost, schedule and any variances.
Forecasts the future trends and provides enough information for
decision-making.
Identify issues and proposes an action plan.
Should be very brief and requires less than 10 minutes of reading
time.
 Reporting System

The existing reporting system is in the form of hard copy

reports, which are prepared and distributed to all the
project participants. A common problem with these reports
is the availability of either too-little or too-much
information.
Moreover, it is difficult to update them on a very frequent
basis. With the advancement of information technology, it is
now possible to produce electronic reports which could be
available to all users any time anywhere.
Also, such reports can filter data according to the persons
needs and can be updated round the clock.
a modern construction
reporting system
Updating data
Information database

Consultation
Estimated Corrective action
Estimated Baseline quantities Improvement
cost planned of all works
schedule in project Summit
progress
report
Actual Actual Actual
cost duration work done
Cost Schedule
report report

Cost Schedule Percent Monitoring

variance variance completion
Physical
progress Suggest-
report ions
Variance analysis Causation Control
Progress Reports
 Reporting System

Time Control Reports

Actual versus planned bar chart schedules

and time analyzed network reports.
Activity status reports with early and
scheduled starting and completion dates,
for current and balance activities and floats.
 Reporting System

Resources Control Reports

Actual versus planned resources report.
Resource productivity analysis report for
activities, work packages, resources and
departments.
Histograms of resources and forecasts for
planned, actual and balanced work.
Optimum schedules of resources by
varying resource availability patterns.
 Reporting System

Cost Control Reports

Actual and budgeted cost variance with respect to
activity, work item, work package, resources and
departments.
Cost performance analysis w.r.t activities, work
packages, resources and departments.
Planned versus actual costs and sales forecasts
and future trends.
Monthly progress payment invoices.
 Data Collection
The data collection is a very crucial element of an effective
project management information system. Not only the
decision making but also the successful completion of a
project within estimated time and cost depends on the
reliability of data collected on-site and off-site.

Financial data: Purchase records; Payment records; Payroll sheets;

Bank statements etc.
Administrative data: Employees records; daily, weekly or monthly
time sheets; Vendors and suppliers information, Contractors and
consultants information etc.
Field data: Project status report, Project resources (materials,
equipment and labor) report, Time management report (number of
hours spent on a particular activity).
Technical data: Contracts and specifications, Project drawings.
 Data Collection

The most troublesome and most important is the field data

on which all estimation, forecasting and decision-making
depends.

There are various ways to collect field data like time and
task sheets, work and activity sampling, questionnaires,
video clips etc.

Whatever the method is used, the important thing is that

the information should be complete, reliable and
meaningful.
 Data Collection

GUIDELINES
Keep daily record of all the activities performed at the site
and the distribution of manpower for these activities.
Keep daily track of resources (labor, material, equipment)
utilization.
Record everything which can effect project cost and
schedule like change orders, bad weather, delayed delivery
of material or equipment, labor strike and so on.
Record any technical or non-technical problems which can
affect project performance and report to the main office.
Always keep backup of important data particularly if the
data recording system is computerized.
 Communication

Proper communications are vital to the

success of the project. Communication is the
process by which information is exchanged.
Communications can be:

Written formal
Written informal
Oral formal
Oral informal
 Communication
The process selected will obviously depend on with whom
communication is made. The communication process is
more than simply conveying a message; it is also a source
for control. Proper communication let the employees in on
the act because employees need to know and understand.
Communication must convey both information and
motivation.
Some techniques to improve the communication process:

Obtaining feedback, possibly in more than one form.

Establishing multiple communication channels.
Using a simple language.
Avoiding redundancy, i.e. sending the same information in different
ways.
 Communication
Construction is a multi-organizations process with heavy
dependent on exchange of large complex data and
information. The successful completion of the project
depends on the accuracy, effectiveness and timing of
communication and exchange of those information and
data between the project team.

Communication in construction covers both within and

outside organization. One of the major problems is the lack
of efficiently and timely communication between functional
segments of the firm and various parties which give rise to
many disputes. However, the availability of modern
communication tools provides the opportunity to different
parties to work closely on project and to improve working
environment.
 Communication

Traditional and Modern Communications Process

Traditional Modern
 Communication

Modern Communications Tools

World wide web Electronic mails

Electronic data
Facsimile Communication exchange

Internet Satellite
conferencing communication
 Use of IT Tools in Construction

Comparison of Traditional and IT Supported Technologies

 Use of IT Tools in Construction

Latest IT Tools

Internet

E-mail

Local Area Network (LAN)

Intranet and Extranet

Database Management System

Softwares
 Use of IT Tools in Construction

INTERNET:
The use of the Internet for information access and financial

management purposes independent of time and locational

constraints is fast becoming a medium for distance
communications and furthermore decision making.
Now managers can access specific project information in
desired formats in an accurate, timely and pertinent form
from anywhere across the globe and this too practically at
any time. They can even view live happenings at the site
location without physically being at the site, in its city, or
even country. Furthermore, any type of information and
data can be searched across the globe using World Wide
Web (WWW).
 Use of IT Tools in Construction

Electronic Mail (E-mail):

E-mail provides a medium to transfer and receive
information virtually anywhere in the world.

Without numerous time-consuming, it makes direct

communication possible between owners,
contractors, suppliers and manufacturers.

Apart from text, images, drawing files, schedules

and other such data can be transferred.
 Use of IT Tools in Construction

Local Area Network (LAN)

A local area network (LAN) is a system interconnecting
computers in the fairly close area, with in 2,000 feet. The
LAN usually links within the same department, same
organization, or the same building.

For the connectivity, most of LANs use cable, but in some

positions use wireless as the communication line.

In LAN, there is at least one computer delegated as the

server. The other computers on the LANs can electronically
access both programs and data stored on the server. This
allows effective data flows and data sharing.
 Use of IT Tools in Construction

INTRANET AND EXTRANET

The Intranet is the private web-based network within a
corporation. It connects employees and business partners
to company information. However, the Intranet applies the
WWW model within the boundaries of an organization.
Therefore, the Extranet technology is developed to fulfill the
Intranet function.

An Extranet is a network application that lets companies

use the Internet for secure business relationships with
partners, suppliers, and customers. Extranets bring
competitive advantages by allowing companies to extend
internal systems to external business partners.
 Use of IT Tools in Construction

Database Management System

Database management system (DBMS) is a set of software

used to develop, implement, management, and maintain

the data stored in a database.
It is simply a computerized record keeping system.

DBMSes furnish the means for storing, retrieving, and

sorting of data.
In estimating, for example, they provide convenient and
systematic access to input the historical data such as unit
prices and productivity rate. In the areas of construction
document management, the ability to retrieve and query
stored data provides information for claims management.
 Use of IT Tools in Construction

KEY FACTORS
Information technology is expensive, and before it can
be incorporated into any organization, several key
factors must be considered from both business and
technical points of view such as:

Cost: Initial investment versus the savings in terms of reduced

man-hours.
Flexibility: the feasibility of the system to accept changes and
be adapted to multiple user demand and use.
Scalability: system adaptability to future trends and use.
Quality: the degree to which the IT system aids the manager in
doing his/her work effectively.
Importance: the level of dependence of the project on the IT
system
Content: the accuracy of the data in the system
 Storing Information for Future
Use
Company records, which have accumulated over
the years, present a valuable resource of
knowledge and experience.

In construction, however, re-use of such

information has not been taking place very often
due to its bulky volume and difficulty in searching.

However, now the volume of digital data is growing

and so are the opportunities to reuse old solutions
and data in the new problems.
 Storing Information for Future
Use
Floppy Disk and CD Rom
most traditional way of storing digital data.

Most people now prefer CD Rom due to its large storage

capacity (650 MB as compared to 1.44MB in floppy disk),

reliability and durability.
These devices also serve as a tool to transfer data from
different site-offices to main office, or outside/within an
organization when the different offices are not
interconnected through some network.
This system is good and cost-effective for small-to-medium
scale companies. The disadvantage is the information is
not readily available and needs human search efforts.
 Storing Information for Future
Use
Data ZIP Drive
The data ZIP drive works in the same way as
Floppy disk or CD Rom however it can store more
information due to its large capacity, which is
usually 1.7GB or more.

Through ZIP drive, it is possible to store all

information of a project in a single drive, however
the disadvantage is that the information is not
available on-line.