PROJECT PLANNING

  • How to plan a project?
  • How to synchronize a new project with the ongoing ones?


Providing support for work scheduling and resource allocation facilitates project management. It helps the project-based companies to save resources and shorten production and service completion times. With Xpertis, it is possible to accurately plan task deadlines and to create a schedule which has a better chance of being followed without delays. Planning may also be performed on the basis of historical data. Project Manager may use the existing company knowledge when planning deadlines and allocating resources. This way, project planning is accurate and based on experience gained in previous projects. Graphical presentation of project plan and each project stage makes it easier to schedule a project. Xpertis Projekty allows for a presentation of project-related data i.e., required resources, budget, and milestones.

RESOURCE PLANNING

  • How to plan resources for future project?
  • How should resource allocation be prioritized?
  • Why should subcontractor and supplier quality be monitored?


Xpertis Projekty, on the basis of information regarding the deadline and planned requirements of a task, indicates resources needed for its completion. Accurate planning of human, material and equipment resources at the initial stages of a project enables their efficient use. With Xpertis Projekty, it is also possible to jointly manage material delivery requests for many projects. Since future projects are also included, companies can secure adequate amounts of resources needed for the completions of the tasks. As a result, material costs are optimized through price reduction due to larger delivery volumes and lower transport costs.  The ability to set a priority level for each project allows for allocating the best resources to the most important tasks. Such resources include, e.g., the most highly trained personnel or the highest quality materials. Moreover, Xpertis gathers information regarding subcontractor categories together with the assessment and opinions about the cooperation. This way, Project Managers choose the right cooperating companies and negotiate suitable contract terms. The choice of reliable, proven suppliers minimizes the risk of delay-related costs.

PROJECT BUDGETING

  • Are the ongoing projects profitable?
  • What are the reasons of variances from the planned budgets?


Xpertis provides an extensive support for financial control of projects. The Financial Director receives information regarding the estimated result and planned expenses. During the project execution, all tasks, materials used, labor costs, etc. are recorded. Juxtaposing the data on the actual use of resources with the planned amounts will allow the company to assess the economy of its resource management and improve planning indexes for future projects. It is possible to perform an ongoing project analysis – budget tracking also allows for identifying the reasons of any potential variances in individual projects and tasks. Project Manager will react earlier if the budget is exceeded and will be able to improve profitability of the project. All this information is available in Xpertis Projekty.


PROJECT MONITORING

  • How to monitor projects individually and globally?


With Xpertis Projekty, each Project Manager can search and analyze the information on ongoing projects. Such analyses allow Project Mangers and Project Sponsors to control time and resources. Project Managers are aware of the work progress and are able to coordinate and monitor the completion of individual stages. They can track the material and man-hour consumption as well as the costs of individual subcontractors. Project Team is additionally supported by a system of alarms reminding of the necessity to complete works within a scheduled time. Alarms also concern the budgets for individual tasks. It allows a quick reaction when planned project budget limits or task completion times are going to be exceeded. Such a solution reduces the risk of project failure and protects the company from losses. With such tools, Project Manager can present the final results, especially the return on investment (ROI), to the Management Board.

CIRCULATION OF INFORMATION

  • How to speed up the circulation of information within a project team?
  • What is the best way to coordinate project-related actions?


Each project requires a large number of formal documents. Employees responsible for the completion of works must dedicate a lot of time to searching and updating the documentation created for just one project. By enforcing a common procedure of conduct, Xpertis supports document circulation management, which results in a logically organized project documentation – from request for quotation through document approvals (including all revisions) to the agreement execution. IT system also streamlines the circulation of documents related to the execution of the ongoing projects, including plans, schedules, subcontractor documents, authorizations, business correspondence, protocols, invoices and any possible complaints. Thanks to the support provided by the software solution, members of the Project Team are able to use documents more efficiently, which allows them to concentrate on project-related actions only. Xpertis supports the company operations at each project stage. Full cooperation with other departments of the company (i.e., financial management, controlling, HR, logistics, and sales) is also important. Xpertis supports companies in each of these areas. Our consultants have been providing advice to companies for 20 years and the experience they have gained allows them to offer expert management consultancy services to project-based companies.