Transparency in all project areas
Lothar Preis had clear requirements regarding functionality. "The centrally filed documents should be versionable, and access to them should feature different rights, depending on the user." As a web-based solution, Projectplace met the basic requirement. Internet access and a web browser suffice, and joint data storage can be achieved regardless of the location.
With their password it was easy for the project participants to log in, external staff could also be connected straightforwardly. Their access rights were set beforehand by Lothar Preis, and the authors were able to lock their documents against further processing. "That was also important to us, because as well as the active employees we also had many stakeholders. They were then able to view the documents but not change them." The authorised signatory was thus able to make his project transparent for everyone. The possibility of versioning also contributed to this. Whilst the open-items list continued to be kept in Excel – "the system was recognised amongst the employees" – it was now centrally stored and was guaranteed to be in the current version. The progress of the project was incidentally recorded. Lothar Preis found that this contributed towards efficiency. "Documentation of the individual steps also prevented us duplicating work. The information is also binding and the content is safeguarded." The project manager extended the original area of application in the course of time. "Projectplace also proved very useful for assignments and resource planning and for member administration." He thus created the area Factual Documentation, which was so to speak the project library, including basic documents such as training data and memo lists, whilst in the area Project Management documents regarding daily business were to be found, e.g. open-items lists, invitations, records and member data. Initial doubts regarding storage of data on a foreign Internet server were quickly dispelled. One of the things that convinced Lothar Preis was Projectplace's security features. "And you furthermore make your own decisions as to which documents you make available. Sensitive customer data, for example, remains on our closed company servers."
Overall, the authorised signatory thinks use of Projectplace has proved its worth. "Not least because of its transparency, there were fewer misunderstandings and thus fewer delays – a concrete benefit." In the project follow-up phase he is using Projectplace for smaller assignments. "And when it's time for roll-out of the accounting system at branches abroad, Projectplace will doubtless be a boon."
DPD GeoPost Service GmbH's authorised signatory has introduced a uniform accounting system for DPD in Germany.