Overview

Project-oriented organizations are often confronted with the volume and diversity of information requirements of the different stakeholders – from project managers and their team members, executives, PMO, other departments such as finance, procurement, etc., and the customers or project owners. This is further complicated by the intricate and distinctive requirements of different types of projects (from small to the very large); and the challenges of managing and tracking technical scope and deliverables throughout the project phases, combined by the disparate tools that each stakeholders use to manage their part of the project information.

The Akrebeia Project Tracking System (PTS) is a comprehensive project management and monitoring system that provides end-to-end coverage of the project life cycle from proposal to execution and closeout. It includes various tools for project managers and their team members, PMOs, and other stakeholders. The PTS allows the project team to record vital project information and keep track of project activities, deliverables, expenses, documents and progress, including project risks and issues. It provides management executives with dashboards and graphical reports that allows them to easily visualize the state of projects based on organization-specific key performance indicators (KPIs) such as financial (billing, collection, etc.) progress (work, schedule), project issues and risks, and even customer satisfaction.

With its ability to easily integrate with other systems such as finance, procurement and others, information update and tracking (e.g. project invoice details and status, purchase orders for deliverables, etc.) is easier for the project team and the other external parties that provide vital support for the success of the projects. Aside from automated internal status updates (e.g. management dashboards), Akrebeia PTS simplifies status reporting for the customers and project owners because project information (e.g. progress, planned tasks, issues, etc.) are readily available.

Akrebeia PTS facilitates the different processes required to manage and track projects, it empowers organizations that deal with numerous projects (e.g. consulting firms, construction companies, etc.) to effectively manage their projects and programs, and provides the visibility and clear outlook needed by their management and customers.

• Proposal
  Track the preparation of proposals, register and store proposal information including related documents (e.g., RFP’s, tenders, etc.)
• Projects
  Record and store project information (i.e. Project Number, Name, Client, Project Manager, Start Date, etc.) at the start of projects and attach relevant project documents (statement of work, contract, etc)
• Deliverables
  Record detailed information and specification for project deliverables and the delivery details (due date, date delivered, received by, etc.); and easily view and track status of deliverables for a particular project (outstanding, upcoming, delivered, and late deliverables)
• Schedules
  Upload project schedules and manage schedule updates. This module can be integrated with Enterprise Project Management systems for scheduling such as MS-Project Server.
• Budget
  Monitor and manage the allocated budget for a certain project. Budget expenses can be monitored on an activity to activity basis by breaking up the project into various categories (e.g., labor costs, material costs, etc.)
• Expenses
  Record and track expenses spent on a project by categories such as travel, allowances, materials and other miscellaneous expenses
• Billing
  Prepare invoices and billing reports based on the payment schedule agreed with clients; track pending invoices and unsettled accounts and easily generate reports on issuance and collection of invoices
• Timesheet
  Record and track employee man-hours (regular and overtime) for each project. Timesheets are automatically routed for review and approval according to the organization’s workflow and routing requirements.
• Tasks
  Record, manage and monitor the distribution and progress of the various tasks assigned to the project team members
• Status Report
  Generate and manage status reports on the different tasks performed by the project team on a daily, weekly or monthly basis. Different types of status reports can be easily generated, e.g. for internal circulation or for client submission; and for different time periods.
• Minutes of Meeting
  Record and store the minutes of project meetings and track the action items including the due dates and person/team responsible for each items
• Change Order
  Enter and track change order information such as scope/deliverable changes and their impact on cost, schedule and resources
• Clients
  Record client and contact information for easy access from any of the PTS modules
• Project Resources
  Record and store information on the manpower assigned to projects and allocate their work schedules to control the man-hours they charge on your project through their timesheets.