Storage of information
There is a vast amount of information used and stored on a project; everyone knows this. It is how we use that information that sets us apart. Information is received at a project in many different formats. An information management system needs the ability to accept this information in its native form and be able to manage the data in the form to be used by the different parties on the project. This is not a job for the all-powerful spreadsheet (see Chapter 4, The Almighty Spreadsheet). The system must incorporate security, accountability, and storage so that all parties that need access to this information can have it in real time from anywhere in the world.
PCM utilizes a network (intranet or Internet), a browser, a secure database back-end, and a search engine to allow users quick and easy access to the information that is relevant to them: the network to be able to access the information from anywhere; the browser for the easy-to-use, familiar interface; the security of the database to restrict information from users as required; and a database to store the data fields in a tabular structure for easy search and retrieval of information.
There are several methods that PCM allows the organization to to store external documents or attachments. Since the search engine within PCM does not allow for robust searching inside of attachments, Oracle has provided options for this functionality. There are three methods for storing external attachments, as follows:
- Server file storage: The attachments wil be stored in a directory that the administrator selects for each project. This can be, (and is recommended), as a location that is not accessible to the users.
- SharePoint: For those organizations that already use SharePoint in one way or another, PCM allows connection to a SharePoint site with the attachment files stored there. This allows for accessibility from the SharePoint side with SharePoint security.
- Oracle Universal Content Management: Attachments will be stored in the Oracle content repository. This also allows for accessibility from the repository side.
Any of these methods will store externally attached files in a secure location. You must be sure to apply some security to any of these methods to protect the one version of the truth from within PCM.
As stated before, there needs to be a determined document flow and distribution matrix for each project. PCM can then be used to manage the information and notify the proper parties of items that need their attention. PCM records the initial receipt date of a document and then the distribution of that document to various parties. Dates are entered that tell the parties involved when a response or action needs to take place. All this information is used across all documents in one or multiple projects to inform the users of the documents that they need to concentrate on, and allow them to be proactive in getting these items accomplished.
There are many ways to store information; this aspect is typically not the element that hinders the project control aspect of a successful project. It is how the information is used. It is the use of an application on a computer to analyze the data quickly and without bias to help determine what specific information the users should be concentrating on. This allows for efficient use of time, telling the user about items that are about to come due before it is too late.
You might wonder why in the world we have to store every little bit of communication on this project. If you are ever involved in a claim or dispute, then having all this information will be in your favor. In litigation cases, the largest and most organized pile of paper wins; PCM provides a very large and very organized pile of electronic paper with search capabilities. This project information can be held in a database for a long time. PCM allows for the concept of archiving, which is to pull closed projects off of the active database but still have them available to review data. Security can be placed on these archived projects that limit the access to "view only."