Portfolio and project management in large business systems, as well as plant maintenance and production management, takes place at two levels:
1. financial strategy level, which includes project planning, project budgeting, project approval and later project financial controlling and accounting management
2. operational level, which includes detailed project planning, project activities, use of resources on projects etc.
These two levels are carried out with the help of diverse tools. For instance, financial processes are covered by SAP PPM, PS and PM systems, while the operational management of projects is conducted by using tools such as Microsoft Project Server or Oracle Primavera.
Furthermore, the financial strategy level is the responsibility of the financial and strategy departments and management
, while project management is the responsibility of the project bureaus, that is, the project, plant and production managers.
The processes are technically separated, and each side has only a part of the information, while the remaining information is collected manually, entered into the systems manually and exchanged
manually. For instance, data on project costs, posting invoices, ordered goods or services, internal labor costs etc. is available only in the financial system (SAP). On the other hand, data on the completion of specific project activities, data on used resources, data on operational risks, delays, information on the number of working hours spent, data on supplier deliveries etc. are known only to project managers and visible in MPS or Primavera tools.
Commondo EPPM Suite Approach
The Commondo EPPM Suite connects these two worlds technically and organizationally, and enables complete automatic synchronization of information among all participants. Thanks to this product, project managers have an overview of all financial project data, while management and employees in financial departments have precise and real-time insight into all projects.
The key advantages enabled by this product are:
– which is up to 10 times higher compared to the exchange of information via Excel, email, manual copying, that is, entry etc.
– changes are visible at any given moment and instantly in project management processes, regardless of where the data originated or were entered, which enables significantly better and faster recognition of risks and risk management.
Automation and simplicity
– some process activities are completely automated and simplified, for instance, writing reports, reporting working hours on projects is linked to the financial system (for instance, payroll) etc.
– given that, in this manner, all projects are visible, that project progress and delays are transparently shown, that all costs are visible (suppliers, goods, own employees), risk management at the company level and much faster decision-making is enabled.
– given that, for each type of data, there is one master system, data in all systems are consistent. For instance, data on recorded costs from SAP are visible to known project managers using external tools. Data on project progress or degree of completion of activities carried out by suppliers are originally entered in the external system and synchronized with SAP and available for significantly faster decision-making.