Optimize Project Process

Digitalization for more transparency budget

The implementation of a project management software allowed the Max Frank corporate group to establish a transparent budget process for all investment projects, especially in the area of product development. The optimized project processing allows for a more precise cost control, efficient date tracking and substantially contributes to the improvement of processes and the enhancement of efficiency in the entire company.

Max Frank made their choice in favor of the sector-independent project management system PLANTA project which they use across all of their departments to optimize their project process. The projects they plan are mainly development projects for numerous technology products in the ferroconcrete sector as well as internal construction projects and new purchases within the corporate group. New proposals and projects are created in the system for planning the budget of the following years and to maintain them in terms of investments.

Having been active on the market for more than 60 years, the Max Frank Group produces and sells a large range of products for form work technology in concrete construction as well as reinforcement technology, sealing technology, and architectural acoustics. They also offer services covering everything from the planning phase up to the completion. However, the company does not plan these services with the new software.

Problem Definition Before the Implementation of the New IT System

Before the implementation of the new PM software, there were various challenges to be tackled in the area of project management. These challenges concerned missing project structures as well as the controlling of costs and dates. Projects were planned with Excel lists which lead to missing structures, inefficient multi-project management and varying working methods on the part of the project managers. It was difficult to have a precise cost controlling and a clear mapping of the budget process was missing. Project information like the current project status and delays were not communicated sufficiently.

The problem resided in the absence of a uniform software solution and communication platform which could be used by all departments. The isolated procedures of the project managers prevented the establishment of a real flow of information for relevant project information and there was a certain lack in project definitions as well as in acceptance for structured project management.

Project Process: Transparent Overview of Current Projects

The most important objective was to improve processes by creating a transparent overview of ongoing plans and projects to improve project management and identify projects that could not be implemented. Furthermore, the responsible managers at Max Frank wanted to achieve better cost controlling to allow budgets to be managed in a company-oriented way over a 3‑year plan, as well as improved date tracking, prioritization of projects and discarding of proposals that do not meet the objectives. Another goal was to improve the general control of acquisitions and developments within the 17 companies of the internationally active corporate group.

Adjustments to Each Individual Project Process

An internal project team consisting of representatives of product management, IT, Central Administration Operations (PMO), production, purchases, and the ERP area developed and verified different solutions which are on the market before making a decision in favor of PLANTA. The company implemented the PLANTA project, portfolio, and customizer, components and later also PLANTA link, which serves to set up interfaces to external systems, and PLANTA pulse which is used for task management and the recording of hours worked.

The software suite allows companies of all sectors to make adjustments to their individual project processes, which enabled Max Frank to map their entire budget processes in the system. Furthermore the PM tool of the Karlsruhe-based software company provides an option for combining different project planning methods like Scrum cascade. This allows you to use agile task management and traditional project planning in your projects depending on the respective requirements. Max Frank use both methods, planning some projects in a hybrid way (outline and budget planning in PLANTA project, tasks in PLANTA pulse), while planning other projects in an entirely agile fashion, e.g. regular meetings, editorial plans, organization of catering, as well as smaller projects.

Going Live within Only Six Months

The standard system has been adapted to meet the company-specific requirements. An interface to the ERP system has been set up to import actual costs and assign them to the right tasks in the projects. Adaptations for customer-specific phase changes were realized via customizing, individual fields were integrated in project core data, and particular reporting requirements for the budget status were realized. From the time the decision was made in favor of PLANTA, it took 6 months until the system was ready to go into live operation. The new software system convinces by its clear overview of all projects and proposals which are grouped by area, recording of hours worked, overview of actual costs and capacity planning as well as by the mapping of the budget process.

Better Overview, Defined Project Process

The new IT solution is used in all companies of the Max Frank corporate group, from administration through to production. Max Frank has about 800 employees. Some 65 employees work directly with the new planning tool. The system has already been implemented at the company locations in Leiblfing, Pressig and Austria; the implementation at the Max Frank locations in the UK and Switzerland is still pending.

The implementation of the new software has helped us to tackle the challenges in Max Frank’s project management and to establish an efficient budget process. Previously existing problems have been resolved successfully. PLANTA is now used in the entire corporate group and, as the main project management system, it has been met with acceptance. All proposals and projects are mapped in the system and are realized according to a predefined process. There is a better overview of changes in projects, dates, and budget.