Using Essential Features to Launch Your Project Management Information System

This is the third segment of a four-part series sharing tips to select and implement a successful Program Project Management Information System. 

The first segment, How to Optimize Your Program’s Project Management Information System (PMIS), discussed the importance of assessing the needs of your program by defining requirements and prioritizing tool categories before selecting a PMIS. Next, Selecting the Right Program Management Information Tool walked through the different categories of tools based on identified program needs such as speed of implementation, total cost of ownership, integrations and customizations. 

Introduce Your PMIS Using a Minimum Viable Product

During the preliminary implementation period following selection of any key software for your program, establishing a Minimum Viable Product (MVP) can introduce a new product with the essential features required to satisfy your program's priorities. The software you have selected may have many available features. However, in the context of PMIS, an MVP serves as the minimal version of the system, including only core functionalities necessary to meet the basic operational needs of the program management team.

Using an MVP for PMIS offers several advantages, including:

• Speed to Implementation: Teams can utilize PMIS tools without waiting for full implementation, supporting on-time project delivery.
• Focus on Scalability: Establishing an MVP allows the system and the project team to grow together, accommodating increasing project management needs over time. A scalable system provides long-term value and no wasted configuration time or effort.
• Reduced Risk: By starting with a simplified version of the PMIS, organizations can identify potential issues early and address them before a full-scale rollout.
• Cost-Effectiveness: Developing an MVP requires fewer resources and less time compared to a complete system, making it a cost-effective approach.
• Prioritized Functions: Since an MVP implements only the required features, “nice to have” features are not prioritized during the selection process.
• Immediate Feedback Loop: Iterative development of an MVP allows the team to gather and incorporate feedback from users, creating opportunities for system refinement and improvement. This approach increases the likelihood that the final system is user friendly and meets the program’s needs. 

5 Key Steps to Develop an Effective Minimum Viable Product

Following a step-by-step process to develop an MVP cultivates an inclusive approach and strategic application of your PMIS.

1. Identify Core Functionalities: Begin by determining the essential features of the PMIS to support your project management processes. These may include collaboration, document and task management, and ability to report status in the early stages of the program.
2. Develop an Implementation Schedule: Develop a project schedule using agile principles. Break down the development process into sprints focused on delivering a specific set of features. This iterative approach allows for speed-to-implementation, prioritization of features and adaptation based on user feedback.
3. Develop Program MVP: Create a basic version of the PMIS that includes the identified core functionalities. This prototype should be functional enough to allow users to perform key tasks.
4. Test with a Small User Group: Select a small group of users representing different roles within the program management team to test the MVP. Test for usability, proper workflows and required functionality. In addition, check process documents and any additional training requirements.
5. Gather Feedback and Iterate: Collect feedback from the test users regarding the MVP’s performance, usability and deficiencies. Use the feedback to make necessary improvements and iterate on the MVP.

Selecting the right PMIS is a critical decision for any organization. By using an MVP approach, an organization can test and validate the requirements and features before committing to full-scale implementation. Organizations can implement the program faster, reduce risk, save costs and make quicker, more informed decisions.