As a municipal technical services department, we are looking for project management software (PMS) for the structured handling of projects in one of our business areas - from the start of planning to the completion of construction work. This software will also be used for internal tasks involving several employees. It is important that the new software can be integrated into our existing IT landscape with Citrix Terminal Server.
We have the following requirements for the software we are looking for:
Project-independent:
- Address list: The PMS should contain a central address list for all users (project-independent). Assignment to a project takes place when a project is created.
- Standardized tasks and checklists: Standardized tasks and checklists used in operations should be stored centrally. They should be assignable to a project and adaptable to it.
Project-dependent:
All information, communications, activities, plans, addresses, tasks, participants, etc. should be stored in a project-related manner under the umbrella of a project. Furthermore, tasks should be defined whose completion is visible (to-do lists).
- Creating a project: Projects should be defined according to predefined templates, which can still be refined on a project-specific basis (definition of standards for projects, e.g., topic lists, the structure of the list of participants, plan coding, etc.).
- Tasks within the project:
- Calendar: It should be possible to plan all appointments using a calendar function. It should be possible to define tasks for individual employees from the calendar, the completion of which can be tracked.
- Email: Email correspondence should be handled via an integrated email function. The email function should also offer the option of notifying other employees of the email and/or defining tasks for employees resulting from the email.
- Documents: All documents relating to the project should be stored in the project structure. The document management system should offer the option of setting write and read protection and include change tracking. Different processing statuses and versions should be manageable (e.g., draft contract versions 1, 2, and 3).
- It should be possible to automatically create a distribution file (.pdf) from the documents created (e.g., Word documents).
- Plans: Plan coding is defined for the project. The PMS should offer the option of documenting plan distribution. It must be possible to access external plans (e.g., from the drawing program).
- Protocols or notes: The PMS should contain a standardized protocol or note function that can be adapted to the project. This function should make it possible to
- assign the tasks resulting from the protocols or notes to an employee
- track the completion of tasks
- filter uncompleted tasks
- Information, notes, tasks: Not all important content of a project results from notes, coordination meetings, communication, etc. The PMS should therefore offer the option of storing project-related notes or information and forwarding them to other employees for their information or completion.
- Communication: A communication list should provide an overview of the communication that has taken place. It should also be clear what type of communication is involved (e.g., email, telephone memo, plan dispatch, etc.) – chronology of communication.
Approximately 30 software workstations are required.