DataMagic PMS – Project management software

What can it do?

The full life of a project on one platform

Planning, work and settlement run on the same database as purchasing, stock and finance. The project is therefore part of the business event chain, with no separate records to keep.

Full visibility

Plan and actual in one view: the financial and the time status in real time.

Cost control

Continuous comparison of budget and actual spend, with early variance warning.

One database

Documents, files and resources all assigned to the same project.

Closed settlement

The figures come together on their own, without a parallel manual record.

A single record

General data, documents and costs, resource plan and files on separate tabs.

Live status

As a document arrives, the picture of the project changes – no month-end close needed.

Project master list in DataMagic PMS with a filter panel, project identifiers, customers, deadlines and status

Project dimension

The project is an accounting unit in its own right

Every project is also an organising principle: the system assigns items to the right project along master data, settings and inheritance rules.

Automatic tagging – items reach the project on the basis of master data and settings, with no manual distribution.
Hierarchical identifier – the project identifier can be built on several levels and relates to the other dimensions.
Cost and revenue in one place – spend and revenue belonging to the project appear in the same view.
The full range of documents – orders, deliveries, stock issues, working hours and supplier invoices all flow here.
Several projects in parallel – each on its own identifier, without mixing.
No separate project bookkeeping – the data of daily work accumulates, with no parallel spreadsheet.

Project record in DataMagic PMS with identification data, customer, responsible owner, schedule and milestones

Cost tracking

From budget to payment, in six phases

Project cost can be followed per cost category along the purchasing chain, and at every phase the percentage reached is visible. An overrun therefore shows up while the work is still running.

01 · Budget

The planned cost budget per category, from the start of the project.

02 · Supplier contract

The committed amount, ahead of the order and the invoice.

03 · Order

The part ordered but not yet delivered, charged against the budget.

04 · Completion certificate

Accepted delivery, in the state before invoicing.

05 · Incoming invoice

The invoiced value per category, tied to the document.

06 · Settlement

Actual payment and the outstanding balance.

Is there budget left – it shows per category which item is running out of budget.
How much is committed – contracts and orders charge the budget in advance, before the invoice.
What is still to be paid – the difference between invoiced and settled value.
Where the bottleneck is – the lagging phase highlighted per category.
Net or gross – the two value views can be switched with one click.
For manufacturing too – in custom machine building the same chain can be followed on a bill-of-materials basis.

Cost tracking in DataMagic PMS: budget, supplier contract, order, completion certificate, incoming invoice and settlement per cost category, with completion percentages

Resource planning

The whole project on one timeline

Work items appear as bars per dimension or project phase, with their real length and their completion. A "Today" line shows where the project stands in time.

Bars at real length – every work item in its own time window, to scale.
Completion on the bar – the percentage is readable where the work runs.
"Today" line – a single glance shows whether the project is on time.
Daily and hourly view – from the broad arc to detailed scheduling, with one click.
Bars can be switched on and off – the view narrows to whatever is in question.
Overlap and congestion – parallel work and crowded periods are visible in advance.
Summary bar – the project as a whole in one row, with total completion.

Resource planning timeline in DataMagic PMS: work items as bars at real length with completion percentages, the Today line and a summary bar

Structure

Main and sub-projects, with a clear owner

Larger work can be broken into sub-projects and phases. Each unit runs with its own owner, schedule and budget, and the main project consolidates their figures.

Main and sub-projects – work can be split into parts and is also visible consolidated upwards.
Own budget and schedule per part – every sub-project with its own cost and deadline.
Project types – construction, development and internal work with their own logic.
An owner at every level – the project and each of its parts has someone accountable.
Customer and contact – partner data and the invoicing direction in one place.
Public procurement flag – separate handling of public procurement projects is supported.
Inactive state – a closed project leaves the daily view while its data remains.

Sub-project structure in DataMagic PMS: main project with its sub-projects, each with its own budget, deadline and owner, and the consolidated figures

Documents

Every file next to the project

Contracts, drawings, permits, correspondence, invoices and photos accumulate on the project record, sorted into folders and versioned.

Sorted into folders – contract, drawing, permit, correspondence, invoice and photo in separate categories.
Version control – alongside a new revision of a drawing, the earlier one remains available.
Upload from a phone as well – a photo taken on site reaches the project in one step.
Searchability – by file name and category, subject to permissions.
Source and date – every document shows who uploaded it and when.
Automatic documents – a report generated by the system files itself in its own folder.
Kept together after closing – the material of the project does not fall apart once it is closed.

Project document store in DataMagic PMS: files sorted into categories with version numbers, upload source and date

Integration

The project is part of the business event chain

Project data is created in the same system as purchasing, stock and finance data, so project reporting comes together without separate data collection.

Purchasing and stock – orders and stock issues are created carrying the project identifier.
Finance and general ledger – supplier invoices and settlements also flow into project reporting.
Working hours and resources – time worked is added to the spend of the project.
Document management – DataMagic DMS – project files live in the document store, versioned and searchable.
Reporting – project data can be queried in the report designer together with data from other modules.
Permissions and audit log – the field- and record-level permissions of the framework apply to project data as well.

Projects under control.