The Concept of Project Management Platform using BI and Big Data

Technology

Jolanta Pondel

and Maciej Pondel

University of Business in Wroclaw, Ostrowskiego 22, 53-238, Wroclaw, Poland

Wrocław University of Economics, Komandorska 118/120, 53-345, Wrocław, Poland

Keywords: Project Management, Project Management Software, Workflow, Big Data, Business Intelligence.

Abstract: In current world, organizations need to adapt to the changing business environment. They decide to conduct

projects that result with new business processes, new products or services. Very often the goal of the project

is to streamline specific area of company or a whole business. The projects become a very complex set of

activities that require a sophisticated IT tools to support the efficiency of all the actions. Probably none single

software application is able to handle every aspect of the project. That is why the authors decided to identify

the kinds of software necessary for supporting the project and choose the applications that from their

perspective can aid specific project activities. We have to remember that projects can generate a significant

amount of data. If we are able to transform data into relevant information, we can maximize the possibility of

success (both project and organization). In this paper authors propose the foundation of a complex platform

supporting project management and execution with an emphasis on the analytical and reporting part by usage

of Business Intelligence and Big Data technologies. Evaluation of such a platform is the subject for the future

work.

1 INTRODUCTION

Nowadays organizations are facing new challenges.

They run multiple project simultaneously to achieve

various business goals. They also gain the experience

from completed project that finished with a success,

partial success or a failure. Enterprises require

software applications to support every aspect of

project management and execution. All those

applications generate a significant amount of data.

The data is stored in various IT systems in

miscellaneous formats and very often in different

locations. The effectiveness of the project decision-

making is not resulting only from the amount of data

collected, but also depends on the ability to the proper

choice of sources of information. The speed of

extracting the information is also crucial if we want

to make the most successful decisions and limit the

risks appearing in projects or regular business

activities. The usage of advanced tools supporting the

project management and reporting application very

often based on the artificial intelligence seems

essential to run a business, particularly in area of a

project management.

2 PROJECT MANAGEMENT

Organizations decide to run projects when they want

to (see (Burke, 2013)):

 deliver products or services to outside

customers,

 increase internal efficiency by introducing the

internal change.

Projects are activities in companies that have little

(usually none) repeatability but a very high degree of

complexity. Typically, those undertaken actions are

related to the new (unique) activities that bring

solutions for a new business situation or a problem.

To achieve the effect, we must specify, among others,

its duration and costs. We usually assign the author /

owner / manager for those actions who is responsible

for achieving the final result of the project.

The international organization consisting of

companies and individuals interested in managing

projects - Project Management Institute defines a

project as a temporary activity that is undertaken to

provide a unique product / service or achieve unique

results (Kerzner, 2013). Z. Szyjewski believes that

the project is a unique, non-routine process meeting

specific targets in a given time by means of specific

166

Pondel, J. and Pondel, M.

The Concept of Project Management Platform using BI and Big Data Technology.

In Proceedings of the 18th International Conference on Enterprise Information Systems (ICEIS 2016) - Volume 1, pages 166-173

ISBN: 978-989-758-187-8

measures (Szyjewski, 2004) (see (Pondel and Pondel,

2011)).

Project can be also defined by indicating its

individual characteristics. Various authors claim that

a project is non-repetitive, time-limited and it has

defined objectives. It includes various management

methods and techniques. It solves new and previously

unknown problems and it is associated with certain

risks. Project must have a corresponding budget and

during the performance of work, the project

participants are under pressure (Kellner, 2001).

The basic attributes of the project include:

location in time, uniqueness, complexity,

purposefulness.

Project management can be defined as a set of

managerial activities related to the implementation of

projects and a set of used in these operations

principles, methods and tools (Guide, 2001). Project

management involves the application of knowledge,

experience, tools, methods and techniques during the

project activities, to achieve or even surpass the needs

and expectations of stakeholders. Implementation of

the project requires meeting many aspects, such as:

scope, time and quality, various needs and

expectations of stakeholders, identified and

anticipated requirements, risks and their

neutralisation plans.

Modern organizations to streamline their

operations and project management, use the access to

various electronic information resources. Multitude

of available information and the diversity of sources

make the decision-making more complex. We should

take into account such factors as: reduction /

extension / asymmetry of time and information and

the responsibility of many people for making

decisions (various locations of the company). At each

stage of project in companies we can identify many

of the key elements that influence the success of the

whole project execution. All this encourages

companies to investigate and use different types of IT

tools that allow to facilitate efficient decision-making

process.

Managing the project, we have to be aware that it

requires the efficient communication and proper

relationships management. Those relationships exist

(Kerzner, 2013):

 within the project team,

 between the project team and the functional

organizations,

 between the project team and senior

management,

 between the project team and the customer’s

organization, whether an internal or external

organization.

3 SOFTWARE SUPPORTING

PROJECT MANAGEMENT

According to many sources we can divide the

software supporting project management into the

following groups (see (Rus and Lindvall, 2002),

(Wikipedia, 2015)):

 Collaborative software,

 Issue tracking system (ITS),

 Planning / Scheduling,

 Project Portfolio Management,

 Resource Management,

 Document Management,

 Workflow system,

 Reporting and Analyses.

Team collaboration is essential for the success of

projects. When team members are spread across

different locations, individual awareness of the

activity of others drops due to communication

barriers (Hattori, Lanza, 2010).

Collaboration software is designed to improve

productivity of individuals, teams and organizations.

This is achieved through the following capabilities of

collaboration software (see (Hildenbrand and

Rothlauf and Geisser and Heinzl and Kude, 2008)):

 informing,

 coordinating,

 actually collaborating,

 cooperating.

Issues are common part of every project. They may

appear on every stage and requires the actions leading

to its successful resolution.

An issue tracking system (ITS) is a software

application that allows an enterprise to record and

follow the progress of every problem or "issue" that a

team member identifies until the problem is resolved.

With an ITS, an “issue”, which can be anything from

a simple customer question to a detailed technical

report of an error or bug, can be tracked by priority

status, owner, or some other customized criteria.

An ITS provides the user with a way to report an

issue, track progression towards its resolution, and

know who is responsible for resolving the issue. It

also allows the manager of the system to customize

the tracking procedure so that unnecessary

documentation on the part of the problem solvers

does not become a waste of time. Many kinds of

enterprises use ITS applications, including software

developers, manufacturers, IT help desks, and other

service providers (Techtarget, 2015).

Planning is determining what is necessary to be

done, who should be responsible for the task, and

when the task should be completed to fulfil defined

The Concept of Project Management Platform using BI and Big Data Technology

167

requirements. We have to consider the following

element of planning (see (Kerzner, 2013)):

 Objective – a goal to be achieved.

 Schedule – a plan defining in what point in time

the activities will be started and when they will

be completed. It shows also the resources

assigned to the task and people responsible for

task successful execution. In the schedule the

references and dependencies between activities

must be also presented.

 Budget – planned expenditures required to

achieve objectives.

 Forecast – a projection of what will happen in

a certain moment in time.

 Organization – a list of position of team

members with corresponding duties and

responsibilities required to complete defined

tasks.

 Standard – a level of individual or group

performance defined as adequate or acceptable.

We have to be aware that planning is based on

forecasting and the uncertainty is involved with

planning in an inseparable way. That is why planning

is a continuous process of making decisions and

organizing the effort needed to carry out these

decisions. Planning must be based on monitoring the

completed tasks and designing the future in order to

achieve goals. If the systematic planning is not

effected, it ends up with reactive management leading

to crisis management, conflict management and

firefighting.

Software supporting planning and scheduling

often use a project structure to describe a given

project. A project structure maps real-world aspects

of a project, such as timelines and tasks, into an

electronically accessible format. For example, many

project development systems describe a start, finish,

and other schedule dates of a project, the tasks that

are performed and the results that are achieved during

the project, and the data objects that are generated by

the project or used to complete the project. A Gantt

Chart is an example of a project structure that can be

used to describe a given project. A Gantt Chart is a

graphical representation that shows the time

dependency of several tasks of a project within a

calendar. A Gantt Chart provides a graphical

illustration of a schedule that helps to plan,

coordinate, and track specific tasks in a project

(Meyringer, 2006). Gantt Chart is most commonly

used in a software supporting project planning.

The ultimate goal of Project Portfolio

Management is to maximize the contribution of

projects to corporate success. Thus, PPM can be

considered as the simultaneous management of the

collection of projects that make up an investment

strategy of a company (Heising, 2012). Project

Portfolio Management is about more than running

multiple projects. Each portfolio of projects needs to

be assessed by its business value and adherence to

strategy. The portfolio should be designed to achieve

a defined business objective or benefit. Project

management guru Bob Buttrick summarised it when

he said; Directing the individual project correctly will

ensure it is done right. Directing 'all the projects'

successfully will ensure we are doing the right

projects (Projectsmart, 2015).

The most important features of Project Portfolio

Management Software are:

 project evaluation process or methodology,

 cost and benefits measurement,

 progress reporting,

 communication of key project data, for

example executive dashboard,

 resource and capacity planning,

 cost and benefits tracking.

Resource management

software is supporting

users in following tasks (see (Kerzner, 2013)):

 Resource levelling is an attempt to avoid the

manpower peaks and valleys by smoothing out

the period-to-period resource requirements.

 Resource allocation which is an attempt to find

the shortest possible critical path based upon

the available resources.

During every project execution a number of

documents appear. Document management systems

are essential to store, share, search and protect the

documents. Some of the key features in document

management include:

 Check-in/check-out and locking, to coordinate

the simultaneous editing of a document so one

person’s changes don’t overwrite another’s.

 Version control, so tabs can be kept on how the

current document came to be, and how it differs

from the versions that came before.

 Roll-back, to “activate” a prior version in case

of an error or premature release.

 Audit trail, to permit the reconstruction of who

did what to a document during the course of its

life in the system.

 Annotation and Stamps.

Workflow systems are considered mainly as

tools supporting business processes. A workflow

application implements a business process model.

The model describes the process steps to be

performed to achieve a specific business goal,

business rules for coordination of those steps and

responsibilities of process participants (Schmidt,

1998). The steps include tasks that should be

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performed by agents that can be human, computer

systems or combination of both (Demeyer, 2010).

Workflow systems, with the benefits of efficient and

flexible process modelling and process automation,

have been widely used for managing business

processes. Although the business process and project

are two different subjects (business process is

repetitive and project goal is always to create the

individual deliverable) the stages or tasks in projects

can be treated as a small process that should be

executed according to the business rules defined in a

workflow tool eg:

 Document approvals - business rules define

who is responsible for creation and approval of

documents. Every kind of document can have

individual list of approvers.

 Change management – the workflow can

define how the change should be identified,

described, estimated and who should be

responsible for its approval and execution.

 Risk management – the workflow can enforce

the specified risk description by a project

manager and can lead the process of execution

of preventive actions.

 And many more.

Reporting and analyses are essential when we

would like to control and monitor all aspects of the

project execution. We can rely on a reporting modules

of mentioned software to prepare simple analysis

(usually as tables or charts) presenting the

information from one area of project management and

execution field. We can also use Business

Intelligence tools that could integrate the data from all

the systems used during project and present the

holistic reports. Regarding Business Intelligence

tools we can distinguish 2 main approaches:

 traditional BI based on ETL Process, data

warehouses, data marts, OLAP, dashboards,

scorecards and analytics,

 Self Sevice BI where Power Users connect to

various data sources and create their data

models on which they build visualisation layer.

Authors believe that for more sophisticated

purposes also the techniques called Big Data can be

useful in a project management.

4 THE CONCEPT OF SOFTWARE

PLATFORM SUPPORTING

PROJECT MANAGEMENT

As it was mentioned in the previous chapter we can

distinguish several roles that PM software can play

and there is a number of software applications

between which we can choose the most efficient and

convenient tools.

Depending on the project specifics, we can define

different criteria of PM tools selection. For a purpose

of this paper we will take the following assumptions:

 we will focus on IT projects,

 a platform must support not only individual

project but a number of projects that are

conducted in the organization,

 a majority of project team members are office

workers, but we can meet also handworkers

dealing with hardware installation, computer

network construction, inventory delivery,

 a significant portion of project members and

stakeholders are mobile workers who travel a

lot and use mobile devices for professional

purposes.

Taking into account those conditions authors will try

to choose the list of IT systems that will meet the

following criteria:

 They have an open API to allow integration

with other items of the platform.

 They are portal solutions – allow access

through the Internet Browser.

 They are can be hosted in cloud environment.

 They should provide the mobile access to their

features.

 They should support the world wide standards

(eg. most common files formats, ways of data

presentations).

The proposed solution is aimed to be a

comprehensive platform that can support every single

aspect of project management and execution.

While choosing the software tools authors

followed previously defined criteria, their own

experience, popularity of software tools, ability to

integration with previously selected tool and

available description of chosen tools. Authors do not

claim that every chosen software product is the best

in its category. For sure the discussion about better

selection of tools could be initiated.

For collaboration and document management

platform authors chose the services being a part of

Microsoft Office 365 Platform. Those are cloud

services that contain: Yammer – the world leader of

social software, MS SharePoint – the platform for

document management, MS Exchange that provide

the features for business email, calendars and task

management, Skype for business that is unified

communication platform providing such features as:

IM, audio and video calls, online meetings and

sharing. Authors decided to use those software tools,

because they are compatible with MS Office which is

The Concept of Project Management Platform using BI and Big Data Technology

169

the most common tool for document creation. This

platform is also considered as a world leader in Social

Software (Gartner 2015). It also includes a number of

features that together constitute the unified platform

for collaboration, communication, information

management and document management. It is

possible that we could find in every single area some

specified product that could be in some criteria better

that those chosen, but in would require integration

with the rest of tools. In case of Office 365 those tools

are already integrated.

Table 1: The list of software tools constituting the holistic

Project Management Platform.

Type of software Chosen IT system

Collaborative software Yammer,

MS SharePoint Online

available in

MS Qffice 365,

MS Exchange online,

Skype for Business

Document Management

Workflow system

MS SharePoint Online

with Nintex Workflow

and Nintex Forms for

Office 365

Issue tracking system (ITS) Atlassian Jira

Scheduling MS Project

Project Portfolio

Management

MS Project Online

Resource Management

Reporting and Analyses

Data Warehouse:

MS SQL Server

Business Intelligence,

BI / Self Service BI:

QlikView,

MS PowerBI

Big Data:

Hadoop

MongoDB

Pentahoo Business

Analytics

Authors decided to build the workflow platform

also on SharePoint to keep the consistency of tools.

Microsoft platform contains the Workflow engine

available to SharePoint. Unfortunately, in its original

form it is difficult to be applied so authors chose the

application for modelling and maintaining the

processes called Nintex for Office 365. That include

the tool for process automation (Nintex Workflow)

and a forms designer application (Nintex Forms).

For issue tracking and task management in project

authors chose the Atlassian Jira Software that allow:

 Planning tasks and assigning them to project

members.

 Tracking the work of team members.

 Collaboration and communication in terms of

assigned tasks and issues.

 Creating workflows automating tasks and

issues execution.

Jira was chosen because its large functionality and

existence in many rankings on top positions eg.

Gartner considers Atlassian products as one of the

leders in his Magic Quadrant for Application

Development Life Cycle Management together with

IBM and Microsoft Products (Atlassian, 2015). We

must add that Jira is used not only in software

development projects but also in many more types of

projects.

We can observe that some features in Jira exist

also in Microsoft Office 365 Platform. Authors

assume that the collaboration and information

management on a management level will be

performed in the Microsoft Office 365 platform. The

task management on a project execution level will be

performed in Jira. Moreover, in the specific areas

those platforms must be integrated to provide a

consistent tool useful for both managers and project

team members.

Regarding the Scheduling on a managerial level

and also project portfolio management authors

propose to use the Microsoft platform that consist:

MS Project Professional Application for scheduling

purposes and MS Project Online which is an EPM

(Enterprise Project Management) tool allowing the

management of whole Project Portfolio. Together

with portfolio management this platform includes the

resource management capabilities. It is directed to

project managers, project stakeholders and the

management personnel involved in the project. This

platform requires integration with task and issue

tracking system (Jira) which is directed to project

executors. The integration has the following aims:

 Convey the information about scheduled

actions to Jira and assign specific tasks to the

team members.

 Inform back the Project Management Platform

about a current state of assigned tasks.

The diagram visualizing the concept of the

platform is presented on the Figure 1. It doesn’t

include the reporting and analytical platform that will

be described in the next chapter.

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170

Figure 1: The concept of Project Management Platform.

4.1 Reporting and Analyses

In a project management processes and portfolio

management decision making is an immanent activity

of managers, project owners, stakeholders and

sometimes also project executors. That is why

analytical platform can have a crucial meaning in

making decision regarding Project and Project

Portfolio. Those decisions regard among others:

 scheduling,

 resources utilisation,

 risk management,

 approvals,

 technological decisions.

Fundamental assumption of an analytical system

in a Project Management Platform should be

provision of targeted information for every layer of

its users. That is why we propose to build the

analytical tool based on a 3 pillars:

 Data warehouse with a regular BI system,

 Self-Service BI platform,

 Big Data platform.

Authors decided to base a data warehouse on a

Microsoft SQL Server capabilities that can used as

on-premises solution and also the cloud service

hosted in MS Azure can be used. The presentation

layer for the Business Intelligence system can be the

MS Power BI application that is part of Office 365 so

it is consistent with the other components of platform.

However, authors recommend using also other ways

of information presentation like QlikView which is

the leading tool for data analytics and visualisation.

In the BI platform we would gather data from

every component of our Project Management

Platform and allow to analyse the following

characteristics:

 Project Portfolio Management - Data regarding

project characteristics, timelines, objectives

and deliverables.

 Scheduling - Data describing the timelines and

the progress of the project and influence of the

materialised risks on the project schedule. Also

the changes in project timelines. They include

also financial data and the project efficiency.

 Resource management - The estimations and

real resources utilisation. The resource

characteristics. The references between

resource skills and their efficiency.

 Document Management - Document metadata

(dates of creation, authors, dates of

modifications, etc.).

 Issues and Tasks Tracking - The amount of

issues and tasks at specific stage of the project,

the resource consumption during tasks

execution and issues solving, the types of

issues.

 Workflow - The current progress of every

process, planned dates of process completion.

 Collaboration support - The number of topics

discussed during project planning and

execution.

The analysis available on this layer would be

directed mainly to the portfolio managers, project

managers and whole management personnel.

Sometimes the specific analysis describing specific

project of specific resource efficiency would be

useful for the team members.

Self-Service BI platform would be directed

mainly to project managers. As mentioned earlier the

aim of the project is to deliver a unique product or a

service that is why every project has its own

individual specifics and characteristics. Looking from

this perspective we should be aware that it may be

impossible to build a universal data warehouse that

can cover every specific information requirement.

That is why the BI tool that enables creation of

specific and individual reports would be very useful

in such case. It can be based on the same tools

mentioned above.

Regarding the Big Data platform, it can bring the

benefits mainly to project managers and team

members. We assume that Big Data mechanisms can

store mainly the information about all events in the

Project Management Platform which can be:

 The statistics about accesses of every team

member to every component of the platform.

Such analysis can confirm if the project

executors possess the sufficient information

about the project characteristics, decisions,

assumptions and boundaries.

The Concept of Project Management Platform using BI and Big Data Technology

171

 The changes in documentation and the

influence of document lifecycle on the project.

 The issues descriptions and comments of

employees providing resolutions can give us

knowledge helping risk management.

 Data describing events appearing during

process execution. Natural language comments

analysis may give us valuable knowledge.

 Media appearing during collaboration, text

content of discussions, findings, commitments,

conclusions and their influence on the project

execution.

Those events should be gathered by event hub

mechanism and feed Dig Data repository and trigger

user notification if applicable. As described the Big

Data platform store mainly unstructured data and we

can expect that the amount of the data can exceed the

abilities of relational databases to efficient processing

(especially in the organisation where a number of

projects are executed at the same time and there is a

significant number of historical projects that also

consist a valuable data). Analysis of events happening

in historical project together with the findings and

observations relating to the corresponding projects

bounds to bring managers the valuable knowledge

allowing:

 streamlining the projects efficiency,

 avoiding or minimalizing the risks,

 improving the quality of deliverables.

Being aware of the assumptions and expectations

directed to the Big Data platform authors propose to

build it using the common technologies like:

Hadoop - framework that allows for the distributed

processing of large data sets across clusters of

computers using simple programming models. It is

designed to scale up from single servers to thousands

of machines, each offering local computation and

storage (Hadoop, 2015). In our case Hadoop will

improve the performance of the system storing a large

dataset from a number of projects.

MongoDB - it is an open-source, document database

designed for ease of development and scaling. It is

one of the most popular and appreciated NoSQL

Databases management system and it is positioned by

Gartner Magic Quadrant as a Challenger (Mongodb,

2015). MongoDB is equipped with MongoDB

Connector for Hadoop what allows to pull MongoDB

data into Hadoop Map-Reduce jobs, process the data

and return results back to a MongoDB collection.

Pentaho Big Data analytics tools allow to extract,

prepare and blend the data. It includes the

visualizations and analytics capabilities. It contains:

data ingestion manipulation integration, enterprise

and ad hoc reporting, Data Discovery and

visualisation and predictive analysis. Pentaho Big

Data is capable to communicate directly with

MongoDB database.

Project Management

Platform

Data

Warehouse

ETL

processes

Applications

Databases,

storages

Event hub

Big data

repositories

Data mining

models

Monitoring /

Notifications

Visualisation,

self service BI

Text based

Users

Figure 2: The concept of Project Management Platform.

Presented on a Figure 2 concept of BI / Big Data

analysis is a general level considerations of authors

and needs to be verified and evaluated during the next

stages of research. The highest benefits that authors

predict of such approach are:

 Management information visualisation

 Event analysis related to project team

communication, collaboration or documentation

lifecycle resulting with real time alerts that warn

against possible risks and possible project

issues. Those alerts are based on data mining

based analysis that recommend undertaking of

specified actions to avoid predicted problems

that may impact the project’s success

 Large text sets analysis allowing to search for

sufficient project information across all

heterogenic systems and applications

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5 CONCLUSIONS

The Project Management processes require adequate

software applications that together should act as a

seamless platform supporting all the actions that can

be undertaken. It is essential those applications to

communicate and together bring the value to the final

users and project stakeholders. It is also crucial to

have experienced people that manage and execute the

project. In the modern enterprise environment, where

a number of projects are executing at the same time a

proper data collection and processing seems also

essential. Modern techniques of collecting and

processing data can benefit for the decision making

during the project especially in areas of risks

identification, better resource workload estimations,

more adequate planning and information and

knowledge sharing. The experience gained during

project execution is also helpful for improving

efficiency of the future projects. Authors of the paper

claim that the Business Intelligence tools and Big

Data analysis can provide Project Managers,

stakeholder and regular team members with a very

valuable information and knowledge. Authors

proposed the list of software applications that can

support the project management processes with a

special emphasis on a reporting and analytical

capabilities. The future research will contain

identification of more detailed Project Management

use cases that can be improved by proposed platform.

Authors will also focus on empirical verification of

effectiveness of proposed platform. Authors are going

to investigate every single item of the platform but

also want to focus on the evaluation from the holistic

perspective.

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