Project controlling: You should keep an eye on this

Project controlling: You should keep an eye on this

Companies operating in project-oriented industries are faced with the challenge of having to keep an eye on many different tasks and activities in order to ensure business success and to be able to accurately, promptly and correctly account for the projects carried out. […]

Companies working in project-oriented industries (IT service providers, management consultants, advertising and Internet agencies, etc.) face the challenge of having to keep an eye on many different tasks and activities in order to ensure business success and to be able to accurately, promptly and correctly bill the projects carried out.

This starts with the preparation of quotations and goes from time recording to billing and dunning. In addition, there are numerous internal works related to project management, e.g. time sheets, leave requests, break compliance or travel expense reports for the employees involved in the projects.

And whether all this would not be enough, the project or management must keep track of all currently running projects. On the one hand, it is about target/actual comparisons in the ongoing projects to ensure that they run within the agreed project framework. In addition, employee utilization plays a central role when it comes to planning both existing and new projects.

The ” Where can I find what?“-Phenomenon

Many companies still suffer from the “Where can I find what?“-Phenomenon. In order to have a permanent overview of all the above – mentioned tasks and activities, the persons responsible-management/project management, project managers, project assistance/administration, financial accounting-usually have to resort to the most diverse data sources and applications and combine the information contained therein in such a way that either the necessary detailed image (for creating an offer, an invoice) or the required overall overview (project status, employee workload) is created at the end.

The “That can not be?“-Phenomenon

In addition to the Sisyphean work of having to obtain data from various sources, there is another phenomenon in project controlling in many companies: the “that can not be”phenomenon. This phenomenon occurs in particular when companies manually enter project data and usually use a spreadsheet program such as Microsoft Excel for this purpose.

If the project assistant sends an e – mail with a table to five project managers with the request to enter their hours, they usually receive five different tables back, which they must first summarize into a table – phenomenon 1-and in addition will often encounter “inconsistencies” and “inaccuracies”, because who remembers which project he worked on exactly a few days or even weeks ago. Endless inquiry and rework requires time and effort and hinders the important proof of the project work performed and their billing.

If the project/management then wants to create a target/actual comparison of a project, they will not be able to do the same with the tables and lists. An up-to-date and precise project overview is almost impossible.

ZEP: We keep an eye on your projects

The solution can only be to get a project controlling tool such as ZEP into the company. Thanks to central data storage in an application, the “Where can I find what?”- Phenomenon eliminated once and for all. All project-relevant data and facts can be retrieved at the click of a mouse and displayed in meaningful dashboards or overviews

A web-based user interface and mobile apps also facilitate timely time recording. The project employee simply books the start and end of work into ZEP every day at the click of a mouse – and the data is already available – also at the click of a mouse – to the project assistance (billing), the project management (target/actual comparison) and the management (employee utilization). That includes the “That can’t be?”- Phenomenon also a thing of the past. You can find proof of this on the ZEP website.

* Oliver Lieven is co-founder and Managing Director of provantis IT Solutions GmbH. Provantis IT Solutions GmbH was founded in 2000 with the aim of developing and marketing a web-based, industry-independent standard solution for time recording and project controlling, especially in project-oriented service companies. With ZEP-Time recording for projects-this goal was achieved.

Today, ZEP is already successfully used by more than 1,150 companies in Germany, Austria and Switzerland on a daily basis. This includes companies that offer consulting or software development as well as engineers. The company size ranges from freelancers to companies with several hundred employees.

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