Functionalities of the KLUSA project management software

Looking for a project management tool for strategic portfolio planning, operational multi-project controlling, efficient single project management, corporate resource planning …? You’ve come to the right place!

The KLUSA software features a sophisticated structure and a wide range of functionalities. Due to KLUSA, the management always has an overview of ongoing and planned demands and projects and can thus react more quickly to staffing shortages, plan deviations and new requirements. However, the project members appreciate the user-friendly graphical interface.

Get to know KLUSA’s functionality better here.

Projects and Demands

Before you start a project you can evaluate and score it in respect of its aims, feasibility and costs.

These scorings can be both qualitative and quantitative. You can define the qualitative criteria of the demands (project ideas), assign different weighting to each and compare them by means of a cost-benefit analysis. Also,you can compare demands in the portfolio management and decide about them according to various criteria.

If a there is a positive decision for a demand, then you can convert it to a project. All data such as the cost or resource planning or data coming from a project template or a process model can be taken over thereby.

You can plan, control and report  individual projects in KLUSA. To keep the planning effort low in the beginning, you can use templates or process models. For the work breakdown structure (WBS) you have a convinient schedule at hand. When the initial planning is complete you can store it as a reference.

Additionally, you can manage risks, project scopes, costs, documents, variants and more in KLUSA. For changes during the project, KLUSA supports an approval  workflow for change requests of the plan.

See also data sheet Projects

Benefit and Scenario Analysis

KLUSA includes benefit analyzes for demands, projects and companies.

The benefit analysis shows a table with scoring teams and various criteria for evaluation. The figures for the total average over all scoring teams and criteria are calculated automatically from the weighted arithmetic mean. Colored bar charts intuitively visualize the values. Thus you get a quick comparing overview of all scorings.

Based on the scorings of projects and demands, the overall scorings can then be intregrated into KLUSA’s portfolio management. Here, you have a graphical and a tabular overview of all scorings – with the possibility to focus on diverse criteria.

With KLUSA’s portfolio management you can optimize projects, project variants and demands by the number of projects, budget and resources.

Basically,you should not exceed a practicable number of projects, a given budget and the maximum of available resources. You can define this in KLUSA with envelope curves (= capacity lines) for the number of projects, budget and resources over any time period.

The optimization of the projects can be done interactively on the timeline, where you can see the impact on the number of projects, costs or resources against the capacity lines graphically. Thus you can immediately recognize the use of costs or resources over the given time. The single projects thereby can be shifted on the time line to avoid overload peaks and to achieve an optimum utilization for the number of projects, costs or resources.

See also data sheet Portfolio

Risks and Opportunities

KLUSA overall supports management, project managers and team with the management of project risks. KLUSA offers here

  • entering and describing risks
  • assessing risks by probability and impact
  • tracking the risks and
  • definining and tracking measures to handle risks

In addition to the risk management’s standard method, KLUSA also supports the FMEA method (Failure Modes and Effects Analysis). You can use and report both methods within one project.

KLUSA covers the needs of the project manager and team for a pragmatic way of risk assessing and tracking.

KLUSA also offers a risk management with an opposite sign. Here,you can handle the chances of a project and manage the measures to achieve them.

For the management KLUSA offers the possibility of a corporate risk and opportunity analysis and assessment. Via interfaces, you can also transfer risk data to a general risk management system.

See also data sheet Risks

Schedule and Resources

The main contents and tasks of a project are handled in the KLUSA schedule. This hierarchical work breakdown structure (WBS) includes projects, subprojects, work packages, milestones, and associated activities.

Also, the project’s resource planning on work packages takes place in the schedule.

In each project or subproject level, there are automatically generated work packages that are assigned to the (sub)project and can be used as a rough planning elements. Their duration is the same as the duration of the (sub)project.

In KLUSA, it is possible to create skills and capacities with belonging staff in resource pools (representing e.g. departments, cost centers, etc). The project managers can plan and request these pool resources in the work packages of their projects. You can plan and request thereby either named resources or according to skills.

The requested resources may be booked using a workflow or already be assigned by request. The approval process is standardized and transparent in a clear graphical representation. Until (official) request, the personal resource planning of the project manager remains invisible for the resource management.

Portfolio managers can compare the resources of various demands, projects and project variants with each other and also optimize the capacities. Over or under capacities can thus be balanced and the workload remains planned in an optimum way.

See also data sheet Resources

Cost and Benefit

In KLUSA, you can display the cost situation of single projects as well as on a multi-project level either in absolute numbers, summarized as percentages or displayed graphically; moreover, there are diverse possibilities for limitation and comparison via  filters and settings and advanced version comparisons for plan, actual and forecast values.

The input of costs for single projects can happen manually or automated via interface.

You can also enter potential benefits of a project or its subprojects in terms of duration and estimated effects for the years after project completion. These benefits – be it savings, expected profits, etc – can turn out to be an important criterion for approval and implementation of the project. You can also evaluate thereby the entered benefit of several projects in terms of one or recurring time (like e.g. per year). Also, plan and actual data are possible here.

Reporting and Controlling

The creating of regular project reports is largely automated in KLUSA. When a reporting date is due, a snapshot of the project is maded and stored. You can then see a resulting milestone and risk trend analysis in the dashboard of the project. Of course, the project manager can additionally describe the project status textually (like e.g. acomplishments, disapointments, critical issues, next steps, etc).

On a multi-project level, you can view all project reports filtered, identify missing project reports and also lock them if necessary.

A steady plan / actual comparison gives always control of dates, project objectives, costs and benefits for your individual project in KLUSA.

On a multi-project level, KLUSA allows deeper analysis of each displayed information and drill down to the respective project data.

You can thereby appropriately limit the amount of projects with the use of various filters on periods, cost types, cost centers, or other parameters.

MyKlusa and Dashboards

In MyKLUSA you find an area with current news and a personalized overview of relevant project data, information on the own work situation, missing reports, etc.

Moreover, this is also where the time accounting takes place. In general, company calendars can be stored along with working time models for the different staff members. The KLUSA authorisation concept allows the allocation of staff to be so controlled so that members of staff can only be assigned to current projects in which they are actually involved.

For all stakeholders like team members, project managers or management, there are also appropriate organized dashboards in KLUSA. With lots of configuration options, you have here the possibility to decide which individual tiles you want to see in what form.

Customer and Vendor Management

In KLUSA you can manage companies data of customers, vendors, and even competitors. The software offers the following functionality:

  • management of companies general data, descriptions and addresses, financial and accounting data
  • data from company contacts can also be edited in the project
  • documentation of list and special prices for products and cost rates for services
  • scoring of companies including economic values and benefit analysis data
  • creating activities in task lists for different measures
  • various predefined transaction types with logical workflow are available for the accounting of the projects
  • integrated DMS for the structured storage of associated documents such as e.g. offers, invoices, e-mails, etc.

See also data sheet Companies.

Exports and Formats

In KLUSA, you can export data to the Microsoft Office formats Excel, PowerPoint and Word. It is possible thereby export data of individual or multiple projects as well as of project reports. For Excel raw data are exported generally, for PowerPoint and Word you have the possibility to create your own templates.