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Our smart, hybrid multi-project management software supports your project, program and portfolio management as an all-in-one solution based on internationally recognized standards (IPMA/ICB or PMI). pm-smart is optimized for your role in project management and, as a practice-oriented tool, offers a high level of user comfort.
The overall solution pm-smart is divided into the modules multi project management, single project management and project portal and can be extended by the two additional modules strategic capacity planning and program management.
pm-smart can be seamlessly integrated into your existing IT infrastructure. Complete your project management by connecting to agile tools (e.g. Jira) as well as interfaces to your ERP system (e.g. SAP) or DMS system (e.g. MS SharePoint) and other common business software.
In the pm-smart MPM app, project management office (PMO), project and resource managers as well as portfolio managers control the project portfolio management and Multi-project management of the organization.
Core processes are the planning of new projects, their budgeting, economic analysis and prioritization.The core processes are the planning of new projects, their budgeting, profitability analysis and prioritization. Projects are released centrally for detailed planning and implementation. All ongoing projects can be tracked centrally via multi-project controlling. Any portfolio key performance indicators (KPIs) used in the company can be defined with the help of custom fields. The module can be adapted to your company-specific project management standard through simple configuration . All ongoing projects can be accessed via the multi-project controlling be tracked centrally. With the help of individually tailored customizable fields Any company-used portfolio key performance indicators (KPIs) The module can be easily configured to your company-specific project management standard customizable.
pm-smart can be quickly and easily connected to company-specific requirements and supports your project management according to the technical competency elements of the IPMA and the PMI standard.
In the pm-smart multiproject management (MPM), portfolio forms (e.g. project ideas, proposals, orders) can be freely configured. By using these forms, users can record project ideas or proposals. Project ideas and proposals can be assigned to one or several portfolios.
For the evaluation, any company-specific KPIs (e.g. EBITA, CO2 savings, risks) can be recorded or determined via project evaluation schemes. Created portfolio forms can in turn be signed or released electronically by the responsible persons via freely definable signature workflows.
The pm-smart multi-project management centrally manages the internal release of the individual projects (programs). After the project has been released in the MPM, the pm-smart single project management module (SPM) contains an electronic manual with all the necessary tools for detailed planning and control of the project.
Via the template management in pm-smart you can access standardized project templates as well as experience from past projects.
The various project applications can be displayed in freely configurable project portfolio views in tabular or graphical form and can be grouped and filtered by the user. The annual budgets recorded for the planned projects can also be used to display budget overviews for the organization's budget planning. All portfolio evaluations can be printed as a report for management or exported to Excel.
In pm-smart, a customer-specific project lifecycle can bedefined. By releasing the portfolio forms, the status of the project lifecycle can be set automatically.
The pm-smart chart module can be used to create any number of graphical representations of project portfolios. The individual evaluations are freely configurable.
Using the project portfolio display, portfolio managers can optimize and prioritize their project portfolios according to the desired criteria optimize and prioritize.
With the pm-smart CAPA module, it is also possible to optimise portfolios based on free capacities, taking into account the current resource situation of the organisation (company, divisions, departments, groups, key personnel, etc.).
The planned duration of the individual projects can be displayed in the project timeline. Important milestones can also be displayed in this view. The project milestones can be easily linked within a program.
For product development projects, pm-smart offers the option of storing a product development process. pm-smart can also be used to manage quality gate control for product development projects. The release of the quality gates can in turn be documented in pm-smart via checklist releases.
pm-smart is characterized by a comprehensive multi-project controlling reporting system. In the central project overview, tables with the desired project data for current projects and personal profiles can be set up individually. There are numerous reports with overviews of performance progress, target achievement, deadlines, resources, costs, risks, changes, etc. for the respective projects. The data is automatically updated by the project managers' project controlling activities in SPM.
Confidential mode can also be used to ensure that confidential projects can only be viewed by certain people or organizations.
For international groups, the currency module can be used to manage individual projects in national currencies. For central portfolio overviews, the planned costs are displayed in a defined reporting currency.
Of course, all project orders, progress reports and final reports can be viewed via multi-project controlling and updated as required.
Other helpful features, such as open issues, lessons learned, overviews of all project to-dos, meeting minutes, work packages and milestones, project costs per budget period, staff deployment plans, staff utilization, risks and changes support the PMO in its daily work.
Create an overview of the utilization of your departments/personnel (resources). Based on the project resource planning in SPM, you receive staff deployment plans for all projects in MPM. After storing the capacities in the person master, the utilization (e.g. normal, high, overload) of the individual resources can also be displayed.
Use the intuitive Project time tracking in the pm-smart project portal for feedback on the actual project hours worked and for the collection of empirical data for future resource planning.
Create your individual dashboards.
Dashboards with your desired key performance indicators (KPIs) can be configured in pm-smart for both multi-project management and single project management.
You can also use APIs to your BI system (e.g. Power BI) with key figures from the pm-smart project database.
The pm-smart SPM app provides your project team with a powerful tool for planning and managing your projects. The use of PM methods in single project management can be specified by the project management office according to project type and complexity. The management of templates makes it possible to save project experience and achieve a high level of efficiency in project planning. Single project controlling ensures that you are informed about the current status of your individual projects, thus creating high data quality in portfolio management.
The pm-smart SPM with its various methods and functions adapts to your PM standard depending on the project type and complexity. The individual features can be grouped together, e.g. project planning, project controlling, risk management and similar. A rights system regulates orderly access to the project data. Many auxiliary functions support project work in terms of communication, coordination and reporting. Interfaces to the ERP system (e.g. SAP) or to agile PM tools such as Jira and MS Office products avoid duplication of work.
Control via traffic light functions and key figures makes it easier to maintain an overview. The use of project templates reduces risk and increases efficiency in project management. Our project management software offers you ready-made reports for all project management documents in the form of a project manual as standard.
The project organization is displayed using drag & drop. The selection list contains line roles, project roles and people. During the creation process, you can define which of the people should have access to the project. In principle, however, the authorizations are predefined centrally for each role and automatically adopted for the respective project.
Project communication can also be planned and agreed and project rules can be defined. The meeting management tool can be used to manage structured project meeting invitations and minutes with an open points list.
The project environment analysis is a graphical modeller that depicts relationships with stakeholders and the project environment. Several separate environment analyses are possible for each project (e.g. social environment and factual environment). The individual environment items can be described in detail, evaluated and provided with preventive measures.
The defined measures are then visible in the central project to-do list. Critical environment items can be transferred to risk management. Synergies or conflicts between projects can also be displayed to analyze the environment.
In addition to the Gantt chart the graphical work breakdown structure (WBS) is, with many input and evaluation functions, the central planning and control area for your project management.
Structures, phases and work packages are available for project performance and project results planning. The planning depth of costs/deadlines/content per phase and work package is freely selectable. Further details, such as content and result descriptions, to-dos, checklists, documents, risks and revenues can be managed for each work package. The presentation of milestones and processes has the same database as the Gantt chart, including a traffic light system for deviations.
Inserted templates can be expanded by simply copying phases and work packages.
The project structure in the Gantt chart is taken from the WBS and can be changed and expanded in the Gantt chart as required. It is also displayed using phases, work packages, tasks and milestones. The schedule offers numerous display features: Dependencies, critical path, expand and collapse function, various viewing profiles, traffic light function for visualizing deviations, and much more.
Furthermore, it is possible to use different plan versions and to create the schedule with any number of stored controlling data compareFor selected work packages, detailed sub-schedules In the course of the milestone planning Milestones can be set with checklists for quality gate control be linked. As "reportable" Marked milestones are highlighted in the progress report. In addition, the schedule can be MS-Project or Excel exported or reimported.
Manage checklists in pm-smart for efficient processing of your projects.
Link checklists from the template library in pm-smart to work packages or milestones in your project planning. Checklists support in analysis, handover and quality assurance processes – especially in innovation processes.
Checklist items can also be edited in the projects portal for project members. The proper completion of checklists can also be documented via the digital approval process (quality-gate control in innovation projects).
The project management documents defined in your project management standards such as project proposal / order / progress report / change request / final report are created directly in pm-smart.
Each document can be configured according to project type and complexity in terms of content and form. In addition to the typical project characteristics, any number of company-specific key figures can be included. Forms can be approved digitally in stages via signature workflows.
Project documents can be managed in pm-smart via document links to a defined project folder on a file share server or directly in the pm-smart database.
With the pm-smart SharePoint API, you can also organize project document management via MS SharePoint DMS. Access permissions to the project document library can be controlled and managed as an additional feature in the project organization modeler.
The project management documentation (project handbook) managed in pm-smart can be printed out as a single pdf or online PHB via collective printing functions (report set printing) or published via the pm-smart projects portal.
The pm-smart Projects Portal is available for project employees, work package managers, information recipients in management and department heads for quality approvals. This inductively operated portal provides project employees with an overview of the work packages, tasks, etc. Furthermore, they can report back on the progress of their work and any impending deviations. Via pm-smart time tracking the hours worked can be reported directly on the project structure planned by the project manager.
The checklist module in the projects portal also supports your company in quality management. Electronic checklist approvals enable specialist departments, for example, to document acceptances using checklists for quality gate approvals. The top project list provides the management with a quick overview of ongoing projects.
Using the “my work” module, project employees receive an overview of the work planned for them within the project organization and can carry out detailed planning and report on the progress of the planned work:
As an output of resource management in pm-smart, project team members see their personal capacity utilization (planned and ongoing projects, work packages, line activities, planned absences). The visualization of overloads is done by a traffic light system.
With pm-smart time recording, companies can create a complete working time reporting system. This allows bookings not only for project work packages, but also for general line activities and absences (vacation, sick leave, absence from work, etc.).
With the module project overviews it is also possible to publish the project overviews defined in project portfolio management via the projects portal.
The top project list can be used to publish project overviews across several clients (project databases) in a compact management overview.
Using the additional module Checklists, it is possible to have checklists that have been released for processing in the course of the project processed by the responsible employees or users.
For quality controls, it is also possible in this module to organize so-called checklist approvals per department, etc. for quality controls or approvals.
additional module
The resource planning features included in the pm-smart standard can be extended to comprehensive capacity and resource management with the additional Capacity Planning module.
The “CAPA Planning” add-on module gives you a complete overview of your organization's workload, from future plans in project portfolio management at various planning levels to resource planning and management of your current projects and line activities.
additional module
The additional module Program Management in pm-smart supports the planning, management and controlling of projects that belong together in terms of content.
Programs contain several projects that are linked by common program objectives. The planned work in the program is clearly summarized with the data of the sub-projects in a program work breakdown structure.
The module provides the program manager with a program manual with all planning, controlling and coordination tools (such as in project management).
Additional features such as deadline dependencies between subprojects and program, commissioning of sub-projects from the program, overview of all tasks including subprojects, overview of risks and changes from sub-projects, help the program managers in planning and controlling the highly complex corporate projects.
The project data is clearly summarized in a work breakdown structure. In addition to projects, a work breakdown structure can also be used to manage structural elements, work packages and milestones that belong to the program itself. For example, milestones for program start and end or work packages including program management efforts can be created here.
Structural elements of a program aggregate values from subordinate program work packages and projects.
In addition to the project overview, a program overview with the overall data of the program and the data of the respective sub-projects can be displayed in the PGM module.
The individual programs with the associated projects are visualized here in a hierarchy display.
Milestones in the work breakdown structure can be linked to milestones from projects.
In addition to the milestones to be linked, the direction of synchronization is also defined here. A traffic light system indicates deadline deviations between milestones.
To avoid media disruptions, pm-smart offers interfaces to the most common business software products. All customer-specific requirements for the interfaces are implemented by our experts in Graz, Austria. We are happy to advise you and work out the detailed specifications based on customer-specific requirements.
The connection to MS Office including Outlook and MS Teams as well as MS SharePoint Online is available as standard.
pm-smart is available both as an on-premise and cloud solution.
You are free to choose whether you want to run pm-smart in your own cloud or through us. Our hosting partner is Microsoft Azure. The server locations in the EU ensure compliance with the GDPR and a high security standard.
Regardless of whether you opt for the on-premise or cloud variant: You can choose between the license purchase and license rental options.
Take advantage of a non-binding web demo or on-site presentation to discover how pm-smart can optimize your project management.
