Recordkeeping for project management information system in public procurement: an action research

Abstract

Purpose This study aims to examine the impact of laws, regulations and standards (i.e. the sources) on implementing a recordkeeping system in the public sector. It then provides an approach to set up a recordkeeping system in public procurement that complies with modern project management (PM) paradigms, information technology best practices and sources. Design/methodology/approach This study used the action research methodology to implement a recordkeeping system module within a PM information system for an Italian public procurement project. The study involved mapping the existing information flows, analyzing stakeholders’ needs and constraints and developing, testing and analyzing PM approaches and tools. Findings Regarding the impact of the sources, national laws set usability parameters and specify the content to store but often overlook storage methods and formats. Customs dictate data exchange formats, significantly affecting storage efficiency and retrieval, and are challenging to alter. Contracts outline content requirements and may standardize formats among parties. Standards establish foundational principles, ensuring records remain authentic, retrievable and usable over time. The proposed approach to address these constraints involves implementing information systems across multiple layers. Practical implications This research proposes a blueprint for effective recordkeeping in public procurement. This can lead to cost savings, reduced paperwork and faster access to critical data. In terms of proposed policies, it is also discussed how contracts could address these issues at the root by imposing suitable formats for PM data exchange. Originality/value The novelty of this study is associated with the proposed approach for designing and implementing recordkeeping systems that comply with laws, regulations and standards aligned with modern PM paradigms.

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