Project Management Software System

The Vendor is required to provide to implement an enterprise Project Management Information System (PMIS) that will function as the authoritative system of record for owner-managed project information.
- The PMIS is intended to support consistent governance, financial management, approvals, and lifecycle continuity from project initiation through closeout, including the structured capture of asset-related data to support facilities operations and long-term asset management.
- The University seeks a scalable, configurable solution that enables owner-governed workflows, integrates with existing enterprise systems, and reduces reliance on manual processes, spreadsheets, and fragmented document repositories, while supporting the University’s long-term capital planning and facilities management objectives.
- The system must support, at a minimum, financial management, document control, approvals and workflows, schedules, meetings, action items, issue tracking, field and quality reporting, and structured closeout.
- The PMIS must support integration with university’s enterprise systems, including AssetWorks AiM for asset and facilities data and Ellucian Banner for financial transactions.
- The PMIS must support day-to-day project management activities for agency staff and authorized internal and external stakeholders, while maintaining appropriate security, auditability, and role-based access controls.
- Ability to define and manage projects, sub-projects, programs, and portfolios with clear parent–child relationships.
- Roll-up reporting across projects and sub-projects, individually or in aggregate, without manual reconciliation or duplicate data entry.
- Portfolio-level reporting by project, department, funding source, or program type.
- Visualization and navigation of hierarchical project structures to support program level and executive oversight.
- Management of sub-projects with distinct budgets, schedules, and funding sources while maintaining consolidated portfolio visibility.
- Ability for users to locate relevant project, financial, and asset information across active and completed projects directly within the PMIS, without reliance on predefined reports or contractor platforms.
- Support budget versioning, multi-contract reconciliation, early procurement tracking, cash flow forecasting, and cost forecasting at both project and program levels.
- Support for multiple budget versions with clear version history and approval workflow.
- Budget creation using templates and contract-derived values.
- Placeholder line items and pre-contract estimates.
- Forecasting tools tied to project phase, funding approval status, planned spend curves, and spend schedule.
- Comparative analysis between original estimates, updated budgets, cash flow projections, and actual contract amounts.