Standardized, Overarching Project Organization
The University of Konstanz has introduced the PLANTA project management software to improve its project organization. Standardized processes and modern technology optimize the planning and management of projects, allowing resources to be managed more efficiently and strategic objectives to be achieved more effectively.
The University of Konstanz, one of the leading elite universities in Germany, has successfully introduced the PLANTA project management software to optimize its internal project and portfolio management processes. The Karlsruhe-based software manufacturer is now providing a practical insight into the initial situation, the objectives and the solution approaches of this project.
Prior to the introduction of this software, the university’s central science support facilities worked in a decentralized manner and used different approaches and tools to manage their projects. There was no standardized process for the planning, controlling or monitoring of projects, which led to inefficient processes. This resulted in insufficient control over the university’s entire project portfolio, which in turn led to resource conflicts, overloading of project managers, delays and a lack of transfer to linear processes. The university also faced challenges when it came to transparent reporting and the assessment of the success of implemented projects.
Objectives of the Implementation of PLANTA
With the introduction of PLANTA, the University of Konstanz wanted to achieve strategy-compliant and prioritized planning and management of projects. A data-based presentation of the project portfolio should ensure that all projects are in line with the institution’s strategic objectives. Flexibility and dynamic reactions to changes — especially in resource planning — were defined as key requirements for the solution. The implementation of the software should also ensure standardized and transparent reporting so that the progress and performance of the projects can be continuously monitored and communicated.

Using PLANTA since 2023
Accompanying Structural Changes
In the course of the software introduction, new steering committees were also set up, including the project council, working groups and steering committees, in order to improve the coordination of the various projects in the central science-supporting institutions. Another important approach was the establishment of standards for reporting, for example for project outlines, status reports, change reports and project final reports. Particular attention was also paid to training employees, who were instructed in various project management methods. The training courses were supplemented by keynote speeches on topics such as Kanban and retrospectives.
More Efficient Project Work
In addition to these important structural changes, the introduction of the PLANTA Project and PLANTA pulse software solutions at the University of Konstanz brought about significant technical support. The software enables a clear visualization of the project portfolio, whereby progress and delays are displayed transparently. Structured task processing takes place via Kanban boards, which promotes efficient collaboration in the project groups. The presentation of milestones and dependencies is particularly helpful and enables precise project planning. Thanks to the standardized processes, progress can be tracked in quarterly and final reports, which improves project management. Daniela Karipidis, consultant for project and project portfolio management at the University of Konstanz, emphasizes that the introduction of the software has significantly increased the transparency, efficiency and quality of project work. The university can now plan and manage projects better and implement its strategic objectives more effectively.

The University of Konstanz has implemented project management and introduced project and portfolio management software PLANTA to better align projects with their strategy. (Image source: University of Konstanz)