pm-smart - the IPMA/PMI conforming multi-project management software solution.

Have full control over your projects from the idea, implementation to project closing.

Project Portfolio
Single project management
Multi project management
Collaboration
Resource management
Documents
IT Connections

pm-smart the solution for your project management

Based on the international project management guidelines of the IPMA / DIN69901 and PMI
Supports the entire project organisation effectively and efficiently with a digital project handbook
Achieves with consequent use higher quality, reliability and standardisation
Can be used for all project types in many business fields, regardless of project size or complexity
Multi-language and can be easily integrated in your existing IT landscape.

pm-smart is optimised for your role in project management

and a targeted adaptation to your company-specific requirements is possible through configuration

pm-smart for managers / PMO

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 and meeting management.

  • Portfolio / Multi project management
  • for planning, budgeting und controlling
  • release of portfolios
  • key figures management

Project ideas & proposals

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. In further work-flow, there is the possibility to assess these ideas by different, freely defined criteria. The various, assessed ideas are presented with their data in selectable portfolio tables and are grouped by the user. pm-smart offers customer-specific definable project life-cycle, with project pipeline.

Portfolio formation / budget planning / project release

Generally you can define as many project portfolios as required, and organise projects into these portfolios. These tables can be imported or exported from Excel. The data is then analysed and either be seen in user definable tables, or as graphical portfolio charts. For internal projects a "product roadmap" as a Gantt chart with a view of the significant milestones is also available.

Milestones can be easily linked between different projects of a program.

After the release of a portfolio, next comes the release of individual projects, either traditionally with a signed report, or with digital release workflows.

At project creation, templates can be imported as defined by the managers or PMO. By importing the data into a new project, the project leader has access to the established knowledge of the organisation.

Multiple project controlling

pm-smart distinguishes itself through a comprehensive multi-project controlling and reporting system.

  • The central project overview can be viewed as a table with selected projects and columns saved into a filter profile for later use.
  • Many forms are available for printing or saving as a PDF such as performance progress, activity, deadlines and naturally costs.
  • Especially valued is the Gantt deadline overview for selected portfolios. Here the user has a comparison between the project request defined deadlines and the current data, as well as a display of the deviations.

Key figures

The user configurable dashboard shows how goal, budget and deadline fulfillment is developing. Here you can also see open issues, information about lessons learned and the project final report.

Finds deadline deviations across multiple projects in a simple report generator. This report searches though all work packages of all projects for a defined term, such as "design", and shows all the deadline deviations. In this way weaknesses in the company can be identified

pm-smart follows your project management methods

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 used, from hospitals to banks to the steel industry. Company specific data fields, or custom fields, where qualitative and quantitative data can be entered, are freely available, and this leads to an easy implementation into your specific company. In addition, being able to define your standards at the start of a new project through templates, means project managers have access to company knowledge.

pm-smart for project managers

pm-smart Single Project Management is built to be process oriented and 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 from 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 the work in the project. Integrations with ERP systems such as SAP, to Jira and Microsoft Office helps avoid double-work.

The control by traffic-light-functions, "phase-gate process" and key figures makes seeing an overview easier. Using templates reduces risk and raises efficiency. With pm-smart you can create standard reports the form of a project handbook for all project management documents.

  • Graphical work breakdown structure
  • Gantt charts
  • Project management documents / forms
  • built to be process oriented
  • Risk management
  • Stakeholder / context analysis
  • online project handbook

Project management documents & forms

pm-smart can create all required project management documents, directly in the software.

  • Every document can configured according to the project type and complexity.
  • Beside the typical project indicators, many company specific figures can be included.
  • Document releases can be carried out digitally.
  • Documents can become part of the project handbbook with just one click.
  • With the Report Designer, companies can create individual documents and reports.

Project organisation und communication

Build your project organisation and communication grafically for a clearer overview. Permissions are normally set centrally per role in the company, but indivdual users can be given different permissions in this window to 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.

Graphical work breakdown structure

The work breakdown structure is, with the Gantt Chart, the main working place, the central control area for the project leader. A huge array of entry and evaluation functions are available here.

  • Presentation of the structure, objects, phases and work packages in the form of a graphical modelling of the work breakdown structure.
  • Templates can be imported as a basis for new projects.

Cost and cashflow management

  • Keep track of planned, commited, previewed and actual values.
  • Yearly, monthly or quarterly view is available.
  • Import actual values directly from other software, such as SAP, with inbuilt integrations.
  • See cost trends in tabular form or graphically.

Gantt Charts

  • The project structure is imported from the work package breakdown and can be edited from here.
  • View phases, work packages, milestones and their relationships.
  • Critical path display
  • Compare original plans and changes to your project grafically.
  • import and export to MS-Project.

Actual costs and project hours management

The current values of your project can either be manually entered or automatically imported via integrations to your accounting software.
In order to keep track of the amount of spent time we also offer the pm-smart web portal. Here, users can also report about the progress of their work.
Project progress is normally reported in the web portal.

Performance, cost und schedule controlling

The controlling process usually follows cyclical, rolling planning after calculating the actual costs.

  • In distributed organisations suggested values, such as progress and required expenses from the person responsible for the work package, are entered via the web portal and are checked by the project manager before being definitevely saved.
  • Deadline controlling takes place after examination of the deadline change suggestions, imported from the web portal, direcly in the Gantt chart.
  • Risk and change management can be constantly updated.

We offer a comprehensive reporting with cost overview, detailed cost reports, dealine 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.

Change & claims management

  • Identify and and asses changes and claims
  • Define the status and set measures
  • control the claim or change release via digital workflows
  • Automatically integrate changes and claims in cost management
  • Checklists are integrated for efficient claim handling

Risk management

Our smart risk management module contains an overview list that can be preconfigured as a template.
Risks can be assessed both quantitatively and qualitatively and attached to work packages.
Important is the definition of preventative measures, supported over the central to do list, processes for the implementation of a FMEA are supported.
A risk overview gives users a measured summary evaluation and other analyses about project risks as well as risk trends analysis, are created in the cyclical risk controlling.

Stakeholder- / environment analysis

The stakeholder and environment analysis is a graphical representation of the stakeholder relationships and project environment.

  • Multiple, separate environment analyses can be made per project e.g. one social and one technical
  • Describe, evaluate and create measures for each entry.
  • Measures are automatically saved in the central to-do list.
  • Transfer directly to the risk overview

pm-smart for project team members

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.

  • my work overview
  • personal capacity
  • time recording
  • To-Dos

Overview - My Tasks

  • List of all released projects and their work packages, the order and release for the user happens in the work package breakdown. Tasks can be planned in phases/objects or in the work package level.
  • Display and editing of the content and result of the work packets.
  • Status and deadlines imported from the work package breakdown/Gantt chart. Planned expenses in hours or working-days taken from the cost planning.

My To-Dos, meetings & project handbooks

  • Assigned and individual To-Dos lists can be worked on an added to direcly in the web portal
  • Documents attached to the To-Dos can be opened directly and worked on
  • Reminder emails for To-Dos can be set up
  • See all invitations and minutes from meetings
  • Online project handbooks and other linked documents

Time recording & progress

The online time recording system is used for all projects, work packages and predefined rolls.

  • Bookable elements can be worked on from a personal favourite list - save time.
  • Every time booking can be extended to include the type of activity through comments.
  • Time entry can be made either with from-to values or the total number of hours.
  • Time booking right, or who can book for whom can be configured.
  • Is is possible to compare the time spent in the office and compare that with time booked to projects.
  • Analysis is available online or as a report.

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.

Overview personal capacity

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.

pm-smart for resource managers

We offer, in standard, a simple personnel utilization planning overview in pm-smart. Comprehensive resource management is available as an additional module.

All rough planning entries and values about the capacity are centrally controlled. The fine planning of projects occurs 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.

  • Rough and fine planning
  • Resource conflicts
  • Capacity scenarios

Personnel capacity & utilisation plans

Central resource management and also the management of personnel capacity is integrated in pm-smart multi-project management.

  • Define personnel capacities in the personnel master data – part-time employees are also covered
  • Rolls & skills are individually customisable, an organisational membership of the person in a group, department or area as well as a hierarchical structure of the organisation is a part of the solution.
  • The capacity definition for project work appears directly in the utilisation-view through entry of general tasks and times of absence.

For customers where a rough overview of the personnel utilisation is enough, for example, where no central, comprehensive resource management should be carried out, there is a personnel utilisation plan in table form. Here the project data from the individual project plans according to organisational units and skills/capabilities are seen together. A direct entry of daily business and times of absence is provided here. Naturally, personnel utilisation plans per project are available.

Rough planning of tasks and activities

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. This applies for fixed projects and daily business as well as not yet conformed duties such as orders and queries.

  • Rough planning for ideas or proposals will be populated as planning requests directly in the utilisation overview. Naturally, utilisation simulations can be carried out with these planning requests.
  • The rough planning of projects, daily business and small projects takes place direcly in the utilisation overview, Project rough planning does not happen here on the work package level.

Detailed planning for projects

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.

  • The detailed planning of projects is mostly carried out by the projects manager in phases, objects or work packages. Though the entries in the project, a new statement about the utilisation results with these new duties. The transfer of project data to the central resource management happens mostly by the project manager sending a request. This request is evaluated by the resource manager and can be agreed to identically or with adjustments.
  • pm-smart creates typical analyses for resource managers with a button click
  • In the web portal, a “my capacity” table is available for every user.

Central functions

In addition to all our features for project managers, for project team members and management, the following section describes out general features that make PM easier for all users.

Features that link documents and other files to your PM, 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 to-do list, to make sure everyone on you team is on the right page.

Many software integrations are available for cost management, tickets, customer management, master data and import/export from Office programs.

  • Document management by links
  • integrations to MS SharePoint DMS
  • To-Do editing
  • Checklists with central template management
  • Event manager / Workflow control
  • meeting management
  • IT integrations to ERP systems / Jira / Microsoft Office...

Document management – integration with MS SharePoint DMS

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.

  • Inbuilt file explorer communicates with SharePoint.
  • Link files to specific project topics, such as project orders, project objects or work packages.
  • Control access rights for the SharePoint library directly in pm-smart.
  • Copy template documents complete with folder structure into new projects.

Event manager & workflow control

Support the decision-making process with workflows, make collaboration concrete, and increase clarity for better teamwork.

  • Digitally release project management documents.
  • Inform project team members automatically when new work packages are ready to be worked on.
  • Many individual notification settings are available.
  • Document the release of project management documents optimally.

Central To-Do list

  • Central project to-do management with integrations with MS Outlook and Lotus Notes.
  • Reminder function via email.
  • To-dos contain a reference to their source, e.g. from a meeting minutes or a work package.
  • Meeting to-dos can be directly saved in the to do list are referenced in the minutes.

Meeting management & project handbooks

  • Create meeting appointments and invite participants.
  • Take meeting minutes directly in the system and send them via email.
  • Supports multiple project handbooks and share them.
  • Create personalised reports with the Report Designer.
  • Export data and project information to Word, Excel or PowerPoint documents.

Checklists

  • Use pre-configured or create custom checklists
  • Checklists are often centrally maintained and become available depending on the project typewindows
  • Checklists are available in many dialog windows in pm-smart.

IT integrations

Save time and work with pm-smart’s inbuilt integrations to many popular business software. Here are a few examples

  • Connect to ERP systems for cost management
  • Syncronise tickets with JIRA and record time
  • Connect to customer databases
  • Share documents
  • Web services, databank views, CSV, Excel and remote function calls are used most often.