Impacts of implementation of 4PM Vesna Kobal, Arctur d.o.o. Rijeka, april 2014

Co-existence of order and chaos Problems?

Open working relations & transparent communication Needs?

Senior management Project managers Employees Strategic goals Project goals Execution of projects Insight into resource loads Project health Planning scope of work Coordinating teams Reporting Project monitoring Documents and information Assignments and tasksReporting work progress Challenges

TOOL FOR PM Top management Project managers Team members Overloaded by project administration Lack of up-to-date project information Collaborative tool for daily work reporting Decision making support Enhance project management competences

Finance plan Collaboration plan Activity plan FINANCE: Costs Personnel costs Incomes COLLABORATION Documents Information Reporting HUMAN RESOUCES Activities Tasks Milestones Projects

Why 4PM? power of enterprise project management to every business The result: – productive teams & efficient organization – successful projects – & better decision making

What is 4PM? One place to manage your: Projects Resource Budgets Timesheets Expenses Documents and more…

Manage multiple projects 4PM allows you to plan, budget, staff, manage and review all types of projects ALL IN ONE, CENTRAL PLACE

PROJECT MANAGEMENT

Activity and project schedule planning View resource loads and plan Collaborate on deadlines and milestones Manage your tasks as well as your projects’ tasks

Work progress monitoring Work monitoring – percentage completed – Hours reported, comments – Progress Evaluation of work – Numerical / Descriptive – Motivation tool Work analysis – By people – Accomplished work – Analysis & comparison of projects

Maximum visibility and strategic goals alignment Work progress monitoring Financial overviews Reporting

Project finance management 4PM facilitates planning and monitorting of project costs and incomes

Financial overviews Detailed daily & periodic analysis by costs Different overview levels Comparison of budgeted to actual Overview of personnel costs

Reporting Various types of reports: Timesheets Costs report Control periodic reports Other Different levels of reports: Each team members reports own part for every project, for every partner organization (consortia projects) Summarized, personalized…

Project reporting – exceeding project management Better decision making, use of funding Timesheets are compiled on-line, parallel to the work progress A real-time overview of project progress Project revisions !!!

Efficient communication & coordination Task status Task /project progress Comments Documents s

Document managment Accessible anytime and from anywhere – on- line 24/7 Different levels of access rights to documents Various types of the documentation Access register (who, when, what) Comments as part of project documentation – functional integration with other parts of 4PM

DOCUMENTS Where needed TASKS & MILESTONES Documents always available, in folders, last version COMMENTS project team FINANCE invoices, contracts, revisions… TEAM, CLIENTS Access right, External accesses TEAM, CLIENTS Access right, External accesses OTHER FOLDERS notifications & links

MANAGEMENT OF CO-FINANCED PROJECTS

Benefits LEAD PARTNER - PROJECT MANAGER – Project plan of activities and costs – Overview of over work of all project partners – Plan of project financial flow and actual project financial flow PROJECT MANAGERS – PROJECT PARTNERS – Project monitoring: activities and costs > one access point – On-line simple forms for timesheets and cost reporting – On-line support by lead partner and Arctur team – Minimal administraion for maximal output PROJECT TEAM – Reduced stress – In-time project reporting

MORE THAN JUST PROJECT MANAGEMENT SYSTEM 4PM business information system

State-of-the-art IT support for project management: – Access to data with no time and place limitations – Personalization for various classes of users – Communication tools – Projects, tasks, planning and overview – Documents repository and exchange

Financial project management Plan vs. Realization Cash flow planning Work planning and realization reporting to monitor personnel costs On-time insight to project finance Overview to project portfolio finance Better decision making

Human resources management Dynamical work planning Reporting: time & content Transparent employee rewarding Workload distribution Integration with IS Work standardization Employee satisfaction & motivation for work Knowledge transfer Active participation of top management in promotion of project culture

Overall projects management Open, focused and documented communication Knowledge transfer Document workflow Multi-level reporting system Support for creative processes within structured platform

Lessons learned Successful multi project management is in efficient support of employees: – empowerment (planning, reporting and controlling) – transparent work evaluation, – open communication. The use of PMIS improved HRM and financial management in a collaborative and transparent way. Clearly defined process of implementation aligned with organizations‘ strategy and top management support.

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