Project Management

What is a Project Management System?

A Project Management System (PMS) is a software application or digital platform designed to help project teams run more smoothly.

PMSs have all kinds of bells and whistles and can help you track your project, manage your resources, manage your budget, and more.

The system is a set of processes and related control functions that are consolidated and combined into a functioning, unified whole. The project management plan describes how the project management system will be used. The content of the project management system will vary depending on the application area, organisational influence, complexity of the project, and availability of existing systems.

The organisational influences shape the system for executing projects within that organisation. The system will adjust or adapt to accommodate any influence imposed by the organization.

If a PMO exists in the performing organisation, one of the functions of the PMO would typically be to manage the project management system, in order to ensure consistency in application and continuity on the various projects being performed.

Why use a Project Management System?

The reasons to use a project management system are numerous and can greatly benefit any organisation or individual involved in project work. Let’s dive into some of the key advantages:

1. It helps in managing tasks, meetings, and projects

A good project management system enables efficient task management by providing features such as task assignments, due dates, reminders, notifications, and progress tracking. It helps ensure that everyone knows what needs to be done when it needs to be done, reducing confusion and promoting accountability.

2. It helps in better communication

Clear communication is essential for keeping all team members aligned towards common goals. A project management system offers various communication features, like chat functionality or comment sections, that allow team members to communicate about specific tasks or issues directly within the platform.

3. It helps in tracking time and resources

In addition, with PMS, you can easily record how much time has been spent on a particular task and how much time will be spent on other activities. Furthermore, you can easily identify how much time will be required for the project.

4. It makes project planning easy

PMS makes the process of planning easier and faster. With PMS, you can easily plan for new projects, as well as for new activities. You can also easily identify whether any task is being delayed or should be removed.

5. It helps in better collaboration among all stakeholders

Effective collaboration is crucial for successful project completion. A project management system facilitates collaboration by providing a shared space where team members can access relevant project information, collaborate on documents, share updates, comment on tasks, and discuss ideas in real-time.

What are the different types of Project Management Systems?

Nowadays, there are different types of PMS solutions available in the market. Let’s talk about it.

1. Centralised PMS

In a centralized PMS, all project-related data and information are stored in a central repository that can be accessed by team members from different locations. This type of system offers several advantages, including improved collaboration among team members, real-time visibility into project progress, and better control over resources.

One key benefit of using a centralized PMS is enhanced collaboration within the team. With all project-related data stored in one place, team members can easily access and share information with each other. This eliminates the need for constant communication back and forth to gather updates or locate important documents. Instead, everyone can work together seamlessly on the same platform, streamlining communication channels and fostering a collaborative work environment.

2. Distributed PMS

Distributed PMS refers to a system where the team members are located in different geographical locations, often working remotely.

One key advantage of a distributed PMS is increased flexibility. With team members spread across various time zones, it allows for round-the-clock productivity as work can continue even when some team members have finished their day. This flexibility also means that companies can tap into a global talent pool, hiring the best individuals regardless of their location. Additionally, with the advancements in technology and communication tools, collaboration between remote team members has become seamless and efficient.

3. Cloud-based PMS

A cloud-based project management system is a software tool that facilitates planning, organizing, and managing projects over the Internet. Unlike traditional software installed on individual computers, it runs on remote servers accessible from anywhere with an internet connection. This allows teams to collaborate in real-time, share documents and information easily, and keep track of all project aspects, like deadlines and budgets, regardless of location.

5. Multi-tenant PMS

Multi-tenant PMS is used for managing and managing multiple projects. The data is divided into multiple accounts. With multi-tenant PMS, you can easily manage multiple projects.

6. Mobile PMS

Mobile PMS has revolutionized project management systems in recent years. This type of system allows teams to access and manage projects from anywhere, at any time, using their mobile devices. With the increasing popularity of remote work and the need for flexibility, a mobile PMS is essential for companies looking to stay competitive in today’s fast-paced business environment.

There are several types of mobile project management systems available on the market. One popular option is cloud-based project management software that can be accessed through a web browser or an app on a smartphone or tablet. This type of system allows for real-time collaboration, document sharing, task tracking, and scheduling across multiple devices.

7. On-premise PMS

On-premise PMS is a special type of PMS that is installed on-premise. With on-premise PMS, you can manage projects in the organisation.


A Project Management System (PMS) is a tool or framework that helps individuals and teams plan, organize, and control projects from start to finish. It encompasses the people, processes, and technologies used to effectively manage a project, ensuring its completion within defined scope, time, and budget constraints.

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Raj Maurya

Raj Maurya is the founder of Digital Gyan. He is a technical content writer on Fiverr and When not working, he plays Valorant.

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