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Project Management excellence should be based on a Business Process Management with outstanding automation functionalities. It should also be agile and flexible enough to carry out instant changes and adjustments without losing control.
Projects are naturally dynamic and therefore they should be managed with tools that are able to dynamically automate the lifecycle of each project in its entirety: Configuration, Planning, Execution, Follow-up and Result Measurement, allowing great agility and flexibility when undertaking any instant adjustments but without losing control at any time.
Project management is common in all entities, not just in companies whose projects focus on the entity’s core business as in construction, engineering, installations, repairs, etc. It should also control:
- Commercial actions: marketing or sales campaigns.
- Human resource projects: recruitment, training, staff awareness campaigns: hygiene, occupational safety, etc.
- Extra activities such as office renovation and, in general, any set of complex activities that need to be controlled.
An intelligent Business Process Management Suite (iBPMS) like AuraPortal can manage any type of project undertaken by the company.
Basic functionalities for managing projects
Project Management excellence should be based on Business Process Management, but not all iBPMS are capable of effectively managing complex projects.
Dynamic Project Management is only possible if the software includes, special features and capabilities, like those of AuraPortal, which are generally difficult to find as a complete package in specific applications or in Business Process Management Suites. These functionalities are:
The Project as a Control Unit
In Project Management the Project itself is the control unit, not the Process. This is because a project is usually comprised of more than one Process.
Therefore, the BPMS must have certain capabilities, such as:
- Management and Administration of theProjects themselves
- Control of all theProcesses involved in the project.
- Control of all theProject Tasks and activities.
- Management, Administration and Control of otherauxiliary elements involved in the projects that must be controlled.
Complex, Flexible and Effective Processes
Due to the special characteristics of the projects, the BPMS should:
- Be capable of instantlycreating and modifying complex processes, without resorting to programming.
- Include a Process Workflow that contains automated systems to safely resolve issues, such as the Treatment of Transactions and Compensations, the inclusion of Observatories in the Process Diagrams, etc.
- AdoptDistributed Treatment technology to help the currents flow between the possible processes of a particular case, due to the fact that in most projects, several processes run and should be interconnected. This technology makes it possible to direct the current to other processes at any given time, with or without returning it to the original process.
- Include the intervention ofForeseen, Unforeseen and Mandatory Tasks, with Dynamic Forms that are capable of being displayed or hidden depending on the circumstances.
- Allow the agile creation ofAdditional Management functions (without the need for any programming) to control the different types of Projects and the elements that must be controlled within these projects.
Documents and Digital Content
The handling of documents and other content forms part of the activities involved in project management and therefore they must be closely linked.
The BPMS must be capable of automating the entire document lifecycle: Capture and Creation, Storage, Flow, Access and Elimination, the automatic creation of intelligent documents with automatic digital signatures, and an agile and automatic filesystem.
Intranet and Extranet
Another important aspect of project management is the necessary Communication between all the project participants, and the Collaboration (active participation in the BPM Processes) between the personnel in the entity’s different departments, work groups, delegations, etc., and the external users (agents, customers, suppliers, subcontractors, etc.).
Analysis and Control Tools
Project management needs software that make it possible to observe, control, and analyze the execution of each project in its entirety, and to analyze the results from completed projects.
Above all, these capabilities must be fully integrated and have the necessary agility and flexibility to instantly and securely make any type of change.
Take a look at these AuraPortal customer case studies in which project management forms the basis of their work.