Implementation of projectfacts at Innoface GmbH

projectfacts at Innoface GmbH

In autumn 2010, the decision was made to introduce a system for project management. The background was the number of projects at Innoface, which had grown considerably by that point. In the early years, projects were mostly handled by only 1–2 resources without interruption. In a smaller team, this was still manageable. However, over time not only had the number of projects increased but the development and project team had also grown to approximately 15 people by 2010. It was not uncommon for projects to be handled by more than two resources. On top of this came the many already realized and productive installations that required additions, updates or support. It was unavoidable that a network-based and ideally web-based project management system was needed. Beyond project management, there were some topics such as time tracking and invoicing that were still handled via isolated solutions. The time tracking system was outdated. The invoicing solution was not multi-user capable. Due to the impending problems, the requirements for the system to be used were expanded. At a minimum, time tracking should also be covered so that there would not again be a coexistence of project time and working time recording. Furthermore, the solution should also be installable within the company. Due to sensitive contracts with some larger clients, a pure SaaS solution was out of the question.

The market was surveyed and several systems were presented or evaluated via demo download. Many systems offered basic project management functionality, but there were no or only isolated additional modules that would enable integrated working. Various systems were still purely client-based or simply outdated in their architecture. Some systems were available exclusively as a SaaS solution.

Through internet research we discovered the software projectfacts. Projectfacts was the first system that from the outset had integrated a series of important additional modules needed in a service company. In the first versions, the following modules were already included:

• Project management
• Time tracking
• Ticket system
• Open items
• HR

After a web-based demo, the decision was made to install a trial version and try out some functions. After a brief trial period, it was clear that projectfacts could be introduced as a solution for project management and time tracking. In the course of the implementation, the outdated time tracking system could also be replaced.

Over time, further modules were developed and added that we now use intensively. The following modules are now additionally in productive use:

• Customer Relation Management
• Invoicing (quotes, orders, purchase orders)
• Calendar with synchronization to Outlook and iPhone

The projectfacts solution has been significantly further developed in recent years. The functions used by Innoface are all included in the standard version. All required settings could be made without additional programming. In particular, we appreciate the close integration of the various modules, which gives our organization powerful support. Today we have a good and complete overview. Starting from customer acquisition, the sent quotes can easily be found. The quotes are converted into orders after the customer places an order. The projects and resources are scheduled on the basis of the orders. All employees book their activities to projects. This in turn simplifies billing. After invoicing, receivables management provides a good overview of invoice due dates. This means the entire order processing can be mapped completely via projectfacts. Projectfacts is also used to store all order-relevant documents such as minutes, contracts and project documents. The projectfacts calendar is used as the central calendar. In addition to appointments, vacations, resource deployments and project milestones are managed.

In summary, it can be said that Innoface GmbH today uses projectfacts as its central business software and is therefore well equipped for the timely and professional handling of its growing number of demanding customer projects.