and a targeted adaptation to your company-specific requirements is possible through configuration
Portfolio/multi-project management of a company or organisation for planning, budgeting and project controlling is accessd in the pm-smart multi project module (MPM). The process, from the project idea/proposal, and the evaluation of these ideas, the portfolio scenario display and release of portfolios is displayed here with tables and graphics that are freely controllable by user settings and filters.
The definition of company specific key figures and project attributes happens here, as well as implemented company or organisation specific project management standards in the form of settings or configurations. Through the comprehensive possibilities from pm-smart in the range of parameters, the software can be modified to efficiently fit your individual requirements. We offer For the PMO team further work supporting features such as To-Do functions, Chat Feature and meeting management.
The starting point in pm-smart is the project idea-collection window. Ideas, proposals, and requests are populated with freely configurable data fields, including required fields. Later in the work-flow, these ideas can be assessed by different, freely defined criteria, for example margin contribution, monetary benefit, or risk. The various assessed ideas are presented with their data in selectable portfolio tables and are grouped by the user. Graphical representations support managers to retain an overview.
pm-smart offers customer-specific definable project life-cycles with graphical representations (project pipelines) of defined portfolios. Additionally, custom product life-cycles can be defined.
As many portfolios as desired can be defined. Project ideas and project charters can easily be assigned to (multiple) portfolios. The central filter allows creating various portfolio analyses for managers that can also be made available in a pm-smart web portal for managers in read-only mode.
Analyses are available as lists with freely configurable tables, data fields and the option to export to Excel, or, alternatively, as graphical representations of the various portfolios.
Another overview, especially for internal projects, is the “Product Roadmap” which uses Gantt charts with an overlay of the most important milestones. This overview allows to easily link milestones from different projects.
Once portfolios are released in the budgeting process, projects can, if necessary, also be released via a stepwise signing-process in digital workflows in the pm-smart web portal for managers.
pm-smart supports you in creating projects by offering to import data from templates to pre-fill work breakdown structures, work schedules, risk catalogues and checklists.
By importing data into new projects, project managers benefit from lessons-learned and established standards of your company.
pm-smart distinguishes itself through a comprehensive multi-project controlling and reporting system.
Another highlight are the configurable dashboard-views and earned-value analyses for selected project portfolios in the form of diagrams. These analyses show the development of goals, budget, and date targets.
The analyses of date and cost deviations of selected projects can be done via an analysis dialogue. This dialogue allows to search across projects, for example, for date deviations in all work packages called “Design”. In this way, potentials for improvement can be identified.
pm-smart can be freely configured to adhere to your company-specific project management guidelines and processes. This is reflected in the various commercial areas where pm-smart has been successfully introduced, from hospitals to banks to the steel industry. Company-specific data fields, or custom fields, where qualitative and quantitative data can be entered, can be added where necessary. This enables the easy implementation of pm-smart into your company. In addition, defined standards and templates let your project managers benefit from company knowledge and lessons-learned of past projects.
pm-smart Single Project Management is built to be process-oriented. This module contains all the standard project management methods and functions.
The individual functions can be grouped into categories such as project planning, controlling, risk management, etc. for a better overview. Restricting project data for certain user groups is possible. Depth of method operation can be set for different project types and complexities. Communication, coordination and reporting helper-functions support work in the project. Integration with ERP systems such as SAP, to Jira and Microsoft Office helps to avoid double-work.
Traffic-light-functions and key figures deliver an overview at a glance. Using templates reduces risk and raises efficiency. With pm-smart you can create standard reports in the form of a project handbook for all project management documents.
pm-smart can create all required project management documents directly in the software.
Build your project organisation and communication graphically for a clearer overview. Permissions are normally set centrally on a role-basis in the company, but indivdual users can be given different permissions in this window so that they can access various levels of the project. From here, users can also manage regular communications such as meetings and status reporting, all from within pm-smart.
The work breakdown structure is, together with the Gantt Chart, the main working environment and the central control area for the project leader. A large variety of entry and evaluation functions are available here.
The current values of your project can be entered either manually or automatically imported via an interface to your accounting software.
For time-booking we also offer the pm-smart web portal. Here, users can also report the progress of their work.
Project progress is normally reported in the web portal.
The controlling process is cyclical, employing rolling planning following the calculation of actual costs.
We offer a comprehensive reporting with cost overview, detailed cost reports, deadline overview and trend analysis for costs, gross margins and milestones. As a report for the project owner, a project performance report, configurable by project type, can be created and digitally released. The software supports the entry of data from those responsible for work packages through overviews and communication tools, such as reminder emails.
Our smart risk management module contains an overview list that can be pre-configured as a template.
Risks can be assessed both quantitatively and qualitatively and attached to work packages.
Important is the definition of preventative measures, supported by the central ToDo list. Processes for the implementation of a FMEA are supported.
A risk overview gives users a weighted summary evaluation. Other analyses for project risks, as well as risk trends analysis, are created during the cyclical risk controlling.
The stakeholder and environment analysis is a graphical representation of the stakeholder relationships and project environment.
The pm-smart web application is designed for project team members, such as those responsible for work packages and their employees.
Users can see at a glance the relevant projects are work packages that are relevant for him or her, appointment and expenditure data, his or her capacity and to-dos. He or she can see the content and results from the single-project management module and can report on the status and measures that may be necessary. An integral element is time recording for projects and normal business. In this module, users can record their time expenditure efficiently, with support from settings of favorites.
Furthermore, online project handbooks in PDF format are available.
For the extension to the so-called hybrid PM approach, we offer a connection to Jira for users who want to use agile methods.
The online time recording system is used for all projects, work packages and predefined rolls.
When configured, the user now has the possibilty to enter the current progress as a percentage or the still required hours. This value will be seen by the project manager at the next controlling as a suggested value.
As an output of resource management in pm-smart, project team members see a table the capacity in detail and as a final sum. These details include all projects and work packages, their standard responsibilities and planned abscences.
With a filter, the user can quickly see his or her capacity and planned tasks.
Overloads are easy to spot through the use of colour codes. Data such as status, start and end dates and planned hours are of course available.
For the assignment of Jira tickets to work packages, pm-smart provides a "flat" list of "assignable elements" in a web service. Via a web service provided by pm-smart, the Jira tickets are synchronized - event triggered - to pm-smart.
All assigned tickets to work packages are visible in pm-smart, e.g. for the project manager.
For a logged-in user, the following tickets are available for selection in pm-smart time booking:
• All tickets that are assigned to the selected work package in Jira and for which the user has a booking permission.
• All tickets that are not assigned to a work package in Jira and for which the user has a booking permission.
All pm-smart time bookings which are assigned to Jira tickets are also available in Jira for evaluations. A transfer of the performance progress per ticket is also possible.
We offer, as a standard feature, a simple personnel utilisation planning overview in pm-smart. Comprehensive resource management is available as an additional module.
All rough planning entries and values regarding capacity are centrally controlled. The fine planning of projects takes place in the single project management module and is, as decided by the project leader, carried over to the central resource management in the form of requests. The procedure repeats itself at changes in projects, for example, when schedules are altered.
We offer a working surface that shows possible overburdened resources and provides simulations from the project requests.
Central resource management as well as management of personnel capacity is integrated in pm-smart multi-project management.
For customers for whom a rough overview of the personnel utilisation is enough, for example, where no central, comprehensive resource management should be carried out, we offer a personnel utilisation plan in table form. Here, the project data from the individual project plans, according to organisational units and skills/capabilities, are visualised together. A direct entry of daily business and times of absence is provided here. Naturally, personnel utilisation plans per project are available.
In pm-smart resource management can be planned either on the level of organisational units (departments / groups), or rolls (skills / capabilities) or directly on the individual employee level. This applies to fixed projects and daily business as well as not-yet-confirmed duties such as orders and queries.
In pm-smart, resource management can be planned either by organisational units (departments / groups) or rolls (skills / capabilities) or directly on the individual employee level.
In addition to all our features for project managers, for project team members and management, the following section describes general features that make project management easier for all users.
Features that link documents and other files to your project management, and can be easily viewed, imported or exported from pm-smart.
Features for project coordination and workflow control, such as a central meeting management system and ToDo list, to make sure everyone on you team is on the same page.
Many software interfaces are available for cost management, tickets, customer management, master data and import/export from Office programs.
pm-smart offers the possibility to connect project documents over relative links with different PM processes. Over these links in pm-smart windows, documents can be opened from the explorer, over a web address or from the MS SharePoint DMS system.
Support the decision-making process with workflows, make collaboration concrete and increase clarity for better teamwork.
The chat should serve as an informal communication tool, but can also be used as a project diary. All contents of the chat are stored on the server and not in the cloud. This ensures maximum data security.
Save time and work with pm-smart’s inbuilt integrations to many popular business software. Here are a few examples
We gladly advise you, weigh costs and benefits, and develop, depending on your requirements, detailled specifications.
Depending on the use-case, we use the following base technologies: