Ensuring Data Availability and Accessibility

Audiit
Apr 25
3 min read

In the previous blogs, we explored the power of project data, the transition from regular reporting to advanced analytics, and the importance of data quality. Now, let’s delve into a crucial aspect of Enterprise Project Portfolio Management (EPPM) data management - ensuring data availability and accessibility. For planners, schedulers, Project Management Office (PMO) leaders, senior corporate managers, and other stakeholders in the infrastructure industry, having data readily available and accessible is paramount to maximizing project performance and returns.

Find the summary here.

Data Availability: The Backbone of EPPM Productivity

Why Data Availability Matters

Data availability refers to the ease with which data can be accessed and retrieved when needed. In the context of EPPM, this means having up-to-date project data at your fingertips to make informed decisions quickly. Without readily available data, project delays, cost overruns, and inefficiencies can become commonplace.

Key Benefits of Data Availability

Enhanced Decision-Making: With data readily available, stakeholders can make timely and informed decisions, reducing the risk of project delays and cost overruns.
Improved Collaboration: Easy access to data fosters better collaboration among team members, ensuring everyone is on the same page.
Increased Transparency: Data availability promotes transparency, allowing stakeholders to track project progress and identify potential issues early.

Accessibility Challenges: Common Issues and Solutions

Common Accessibility Issues

Data Silos: Data stored in isolated systems can hinder accessibility, making it difficult for stakeholders to get a comprehensive view of project status.
Outdated Systems: Legacy systems may not support modern data accessibility needs, leading to inefficiencies.
Security Concerns: Ensuring data security while maintaining accessibility can be challenging, especially with sensitive project information.

Solutions to Accessibility Challenges

Integrated Systems: Implementing integrated EPPM systems can break down data silos, providing a unified view of project data.
Modernization: Upgrading to modern EPPM platforms that support real-time data access can enhance accessibility.
Robust Security Measures: Employing advanced security protocols ensures that data remains secure while being accessible to authorized personnel.

Tools and Technologies: Enhancing Data Availability

Cloud-Based Solutions

Cloud-based EPPM platforms offer several advantages, including scalability, real-time data access, and enhanced collaboration. These platforms allow stakeholders to access project data from anywhere, at any time, ensuring that critical information is always available.

Data Integration Tools

Data integration tools help consolidate data from various sources into a single, accessible platform. This ensures that stakeholders have a comprehensive view of project data, facilitating better decision-making and project management.

Mobile Accessibility

With the rise of mobile technology, having EPPM data accessible on mobile devices is becoming increasingly important. Mobile accessibility allows stakeholders to access project data on the go, ensuring that they can stay informed and make decisions even when away from their desks.

Best Practices for Ensuring Data Availability and Accessibility

Regular Data Accessibility Audits: Conduct regular audits to ensure that data is up-to-date and accessible. This helps identify and address any issues that may hinder data availability.
User Training: Provide training to stakeholders on how to access and use EPPM data effectively. This ensures that everyone can make the most of the available data.
Continuous Improvement: Continuously evaluate and improve data accessibility practices to keep up with evolving technology and stakeholder needs.

Cloud-Based Platforms vs On-Premise Implementations

Some cloud-based platforms may offer various benefits compared to the on-premises implementations. In each particular case it is recommended to perform a thorough analysis to ensure that same benefits are applicable to your organization.

Scalability: Cloud platforms offer better scalability, allowing organizations to easily scale resources up or down based on demand.
Accessibility: Cloud platforms provide better accessibility, enabling data access from anywhere with an internet connection.
Collaboration: Cloud platforms enhance collaboration by offering real-time data sharing and collaboration tools.
Security: Modern Cloud platforms offer robust security measures such as data encryption and regular updates.
Disaster Recovery: Often overlooked, Cloud platforms offer better disaster recovery solutions, ensuring data is backed up and can be quickly restored.
Automatic Updates: Cloud platforms provide better automatic updates, ensuring the latest features and security patches are always in place.

Practical Exercise

Evaluate your current data accessibility. Identify any silos and propose solutions to integrate data sources.

Conclusion

Ensuring data availability and accessibility is a critical component of successful EPPM in the infrastructure industry. By addressing common accessibility challenges and leveraging modern tools and technologies, stakeholders can unlock the full potential of their project data. This not only enhances project performance but also improves overall returns, driving success for the organization.

In the next blog, we will explore the value of leveraging transactional history in project management, providing insights into how past data can inform future decisions and improve project outcomes. Stay tuned as we continue our journey to maximize the value of EPPM data.