AI READY · Service area

AI for Project Management

Planning, resources, status reports, risks and stakeholder communication — structured, predictive and with clear progress visibility.

Use case 01

Live dashboard for project management

Project status, milestones, resource utilisation, budget consumption, risks and portfolio view — condensed in one interface, always up to date.

Project and portfolio status at a glance

The AI project dashboard condenses operational and strategic KPIs from project plans, meetings, time tracking and budgets into one interface. Delays, bottlenecks and early-warning signals are surfaced automatically — without manual status inquiries.

Management, PMO and project managers see the portfolio status at any time — and can direct attention exactly where interventions have an impact.

AI dashboard for project management – live overview of projects, resources and milestones

How it works

Three steps to the project dashboard
with AI READY

1

Connect systems

We connect project tools, time tracking, ERP and other data sources — securely, locally and without data leaving your company.

2

KPIs & early-warning rules

KPIs, milestone logic and escalation rules are tailored to your project methodology.

3

Use and refine continuously

We support and optimise continuously — the dashboard grows with your portfolio and steering logic.

Use case 02

AI assistant for project management

A direct contact point for project plans, status, tasks and stakeholders — based on your own project data.

Answers in seconds rather than hours

The AI assistant answers questions about project status, open tasks, responsibilities, budget and deadlines in context and traceably — based on your internal project data.

Project managers, PMO and stakeholders save time on status inquiries, preparation and follow-ups. Complex questions are answered in natural language, with references to the underlying project documents.

AI assistant for project management

Use case 03

AI knowledge management for project management

Project plans, lessons learned, templates, minutes and experience — accessible through a single question.

Your company's project knowledge available at any time

The knowledge management platform connects project plans, lessons learned, templates, minutes and internal methodologies into a central, intelligent access point. Anyone looking for a template, a past solution or a methodology finds the answer without long research.

New project managers are productive faster, experience from completed projects is not lost, and methodology standards are easier to enforce.

AI knowledge management platform for project management

Use case 04

AI agents for project management

The AI agents shown serve as examples and inspiration. Which agents actually make sense depends on the industry, company size, processes and individual requirements – the possible applications are virtually unlimited.

In many SMEs, the biggest effort lies not in the project itself but in coordinating and following up: gathering status, writing minutes, raising change orders, tracking deadlines and suppliers, compiling reports. These ten AI agents take over exactly this recurring legwork.

1

Meeting & Minutes Agent

Still manual today

The project manager types handwritten notes into Word in the evening, drafts the minutes, distributes tasks by email and tracks open points themselves.

Automated with AI

Transcribes meetings, creates structured minutes with decisions, tasks and deadlines, creates the tasks in the project tool and follows up open points until completion.

25–35 h savings / month

Pays for itself in 7 to 9 months

Teams or Outlook record meetings but build no bridge from the spoken word to tracked tasks in the project tool — that step remains manual.

2

Project Status & Escalation Agent

Still manual today

Project managers gather status by email, phone and meetings, compile it in Excel, draft the report and only spot risks once they surface late.

Automated with AI

Reads project plans, emails and task lists, detects schedule deviations, automatically requests missing status updates, creates client-ready reports and escalates risks to the right people.

35–50 h savings / month

Pays for itself in 7 to 10 months

PM and ERP systems only show entered data; the actual status gathering, interpreting emails and escalation usually run manually.

3

Change-Request & Variation Agent

Still manual today

Change requests are discussed informally by email or in conversation, documented incompletely under daily pressure, and variation orders are often raised late or not at all.

Automated with AI

Detects change requests from emails, minutes and notes, assesses the impact on schedule and effort, creates the variation quote, obtains approval and documents the change in the project.

30–45 h savings / month

Pays for itself in 7 to 11 months

Variations usually arise outside the project software in email and meetings; standard software does not check unstructured project data for billable extra work.

4

Project Costing & Quoting Agent

Still manual today

Experienced project engineers comb through specifications for days, estimate work steps and effort in Excel and laboriously recreate the project structure in the ERP.

Automated with AI

Reads unstructured enquiries and specifications, finds similarities in past projects, creates a complete work breakdown structure including estimated hours and material costs and hands over the quote draft for approval.

35–50 h savings / month

Pays for itself in 8 to 12 months

CRM and ERP systems need ready-structured data records; they cannot derive work sequences from free text and estimate effort — that remains a matter of experience.

5

Supplier & Subcontractor Coordination Agent

Still manual today

Project managers chase suppliers and subcontractors by phone, read informal replies, estimate impacts and maintain delivery dates by hand in Excel or MS Project.

Automated with AI

Extracts critical deliveries from the project plan, autonomously queries dates by email, processes informal replies, adjusts the schedule in case of delay and proactively informs team and client.

25–40 h savings / month

Pays for itself in 8 to 13 months

ERP systems report missing parts but master no language-based supplier correspondence for date validation and the subsequent rescheduling across the project chain.

6

Project Documentation & Handover Agent

Still manual today

Hours of searching for acceptance protocols, drawings, certificates and manuals in various project folders, then manually assembling the final handover documentation.

Automated with AI

Gathers project-relevant documents from network drives and the project tool, creates a client-specific handover book, obtains acceptances and archives the project completely and structured.

25–40 h savings / month

Pays for itself in 8 to 13 months

DMS and ERP systems store documents in a structured way, but possess no agent logic to compile and hand them over project-specifically from different sources.

7

Project Onboarding Agent

Still manual today

The first project days are spent on setup: creating folder structures, typing tickets by hand, drafting kick-off emails, setting up access and coordinating appointments.

Automated with AI

Automatically starts new projects upon order receipt, requests missing information, sets up project folders, access and schedules, creates personalised task packages and briefs everyone involved.

20–35 h savings / month

Pays for itself in 8 to 14 months

ERP and collaboration tools provide templates and master data, but do not autonomously link them to the individual content of the order and the entire organisational project start.

8

Resource & Capacity Planning Agent

Still manual today

In long weekly meetings, staff are fought over with Excel tables; a shift in one project triggers a manual domino effect across all other plans.

Automated with AI

Continuously monitors the utilisation of all projects including holidays and absences, detects bottlenecks early, calculates the best rescheduling scenario and proposes an optimal allocation to the project managers.

25–45 h savings / month

Pays for itself in 8 to 15 months

Standard PM tools manage resources only in isolation per project and do not autonomously run cross-system what-if scenarios for the entire organisation.

9

Milestone & Invoicing Agent

Still manual today

Reached milestones often go unreported to accounting in daily business; partial and final invoices are created late and in many manual steps.

Automated with AI

Monitors project progress, checks milestone criteria against the contract, requests evidence on completion, creates the partial or final invoice in the ERP, sends it and triggers payment controlling.

25–40 h savings / month

Pays for itself in 9 to 14 months

ERP systems offer billing functions, but do not autonomously know whether the substantive criteria of a works contract for a milestone are met — today the project manager checks this.

10

Risk, Budget & Post-Costing Agent

Still manual today

Budget overruns often only surface at month-end; countermeasures are reactive via crisis meetings, and a post-costing frequently does not happen at all in SMEs.

Automated with AI

Reconciles actual costs and booked hours with progress daily, warns early of budget overruns, creates correction proposals and, after completion, documents lessons learned for the costing basis of future projects.

20–35 h savings / month

Pays for itself in 9 to 15 months

PM software visualises target/actual dashboards but does not act proactively and does not automatically feed the insights of completed projects back into the costing basis.

Each of these agents works with your existing project, ERP and communication tools and hands decisions or complex cases seamlessly to your project team. The steering stays in-house, the AI handles the legwork.

The figures show the potential time savings versus today's largely manual effort, along with the estimated payback period of the implementation. Guideline values, depending on company size, number and complexity of projects, data quality and process maturity.

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