Information project office - Milan Krajnc
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The information system must provide all data in one place and must not duplicate work. Such information systems are expensive, so we can also use partial solutions or simple web applications, which we turn into intranets. In this way we mainly connect data from different programs and combine them in one place. It must allow delegation of tasks from one place and an overview by projects. It is
important that the information environment is user-friendly and above all easy to use.

Especially project work can lead to more administrative work. For the security of the project, things must be recorded and reported on a regular basis. This is the most common reason why project management is rarely brought to life. But administrative hurdles can be overcome with a good information system.

The information system is only a support for project work. We do not start the implementation until we have a strategy, a complete organization chart and an analysis of the knowledge of computer science and information technology of all those who will use the information system.

Before we decide on a new information system, we should carry out an analysis of the old system and see what really makes it possible. Only when we find that it is not suitable do we start to look for new possibilities. We must be very careful about the possibility of data transfer, as this can be the biggest obstacle to changing the way we work – no data should be lost or changed.

What do we expect from the information system?

The information system, which we call the project office, must enable us to link all data together. Above all, it should simplify work and rationalize costs and time. It must function as an intranet and extranet, making it possible to work remotely. It must contain all the programs that the company has used up to now: from the financial accounting and marketing program to the reception book, warehouse, etc.

What is a project office? Milan Krajnc

The basis of the information system as a project office must be the business plan of the company.
Every order must be treated like a project, i.e. by clicking on it we see its entire history: all information
about the client and the contractors. All documents in electronic form, news, financial reports and all
activities that have been or will be performed must be attached.

You should communicate directly with the client through the information system (depending on the type of activity) and have an overview of the occupancy of all employees. The system must therefore also contain a common calendar. All documents required by the employees for a smooth work, as well as descriptions of the procedures, the occupancy of the premises and the cars / working machines must be attached. At the same time, it has to inform us about critical paths, missed tasks, traffic jams and similar particularities. In short – the information system must provide all data in one place and must not duplicate work. In all this we must also think about safety, although this can cause some
problems, especially when working from a distance.

Information project office - Milan Krajnc

Such information systems are expensive, so we can also use partial solutions or simple web applications, which we turn into intranets. In this way we mainly combine data from different programs and combine them in one place. It must allow the delegation of tasks from one place and an overview by project. It is important that the information environment is user-friendly and above all easy to use.

If the project offices are not used by everyone involved, the system will not deliver the desired results. However, this can have fatal consequences for the analyzes and reports that are available to management at all times. It is therefore important that the implementation of information solutions does not begin until the project management program is fully prepared.

Avtor - Milan Krajnc
Author of the article: Milan Krajnc, pedagogue, entrepreneur & crisis manager I teach you to look “at yourself” as a third person. For more information or an introductory meeting, write to me at official@milankrajnc.com

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