Unlocking potential with Projektron BCS
User report from Be Shaping The Future - Performance, Transformation, Digital GmbH
Our self-developed solution for employee time recording and customer billing could no longer keep pace with this growth; more and more manually maintained MS Excel sheets were needed to cope with the increased requirements. Our original approach was to replace the functions of the old system with Projektron BCS. We quickly realized that we could do much more with Projektron BCS and are now doing so.
Be Shaping the Future - Pioneer in the financial sector
At Be Shaping the Future, we have been pioneers in the financial sector for over 20 years, actively shaping the ever-changing capital markets. Our mission is to provide our clients with the necessary expertise through comprehensive advisory services and to accompany them through the entire cycle of digital transformation.
Our consultants combine in-depth banking know-how with profound solution expertise. They are familiar with the latest technologies and have the necessary methodological skills to innovate both process and technology landscapes.
With offices in Munich, Landshut, Eschborn and Magdeburg, we employ around 150 people who are passionate about providing our clients with the best possible support.
Our transformation services cover a broad spectrum: business consulting, IT consulting, system integration, software development and system integration, individual software development as well as software products for market data management, portfolio management and regulatory reporting. We also offer operation services such as application management, managed testing services, infrastructure management and business process services.
At Be Shaping the Future, we focus on innovation, reliability and customer satisfaction. We pride ourselves on helping our clients succeed in an ever-changing financial world.
Save time Increase efficiency with project management software
The Projektron BCS project management software enables us to keep track of all projects, tasks and resources. Projektron BCS enables seamless collaboration between our employees. This is particularly relevant for us, as employees work together across different locations thanks to the flexible working options we offer.
Automated processes in Projektron BCS allow us to save time and increase our efficiency. Projektron BCS enables us to plan our time and resources on a sound basis, which is essential for our large and extensive projects with numerous experts involved.
Searching for a solution for a growing company
Be Shaping the Future's business has grown steadily in recent years, both in terms of quantity and volume as well as complexity. The previous self-developed solution for employee time recording and billing to customers could no longer keep pace with this growth - and more and more manually maintained MS Excel sheets were needed to cope with the increased requirements.
At the beginning of 2022, the management therefore decided to launch a software selection process to choose a standard solution for project management, accounting and controlling.
First, the weak points and cost drivers in the internal business processes were identified as part of an as-is analysis. We focused on the core process of “project delivery” (processing a customer order), which is closely interwoven with the processes in personnel management (time recording, target achievement) and the processes in controlling (invoicing, liquidity management, company controlling).
Based on this, the future target process was developed, supplemented by a prioritized internal requirements catalog with functional and non-functional requirements. Based on market research, five potential manufacturers - including Projektron GmbH - were selected as candidates for the system selection.
Each candidate was given three case studies to explain how the software works. In addition, the candidates were asked to provide a cost indication for licenses & maintenance and for an implementation project. K.O. criteria were identified for two candidates, so that in the end the evaluation was carried out for three manufacturers using a points system (1 = requirement not fulfilled or only partially fulfilled, 2 = adaptation required, 3 = requirement fulfilled).
In this evaluation, Projektron BCS ended up in second place, behind our favorite “Vendor 2”. It then took a while before the necessary financial information was available. In the fall of 2022, the result of the system selection was finally presented to our internal steering committee.
Vendor 3, which had originally been ranked first, discontinued further development of the system. As a result, Projektron BCS moved up to first place: with functional features, but with a significantly lower license/maintenance price compared to the competition.
BCS introduction as a pilot project
As we were all unsure whether Projektron BCS was the right solution for Be Shaping the Future, SteeCo decided to start with a pilot to verify the findings from the system selection. The pilot phase began with BCS.start as a SaaS solution: within a few days, the system was set up, configured for a few projects and available. After a short training session for the selected users, we got started.
During this pilot phase, it quickly became clear that we had made a good choice with Projektron BCS - our requirements were met as expected. In April 2023, our management decided to introduce Projektron BCS as the core delivery management software at Be Shaping the Future.
The summer of 2023 was used for the implementation of the necessary adaptations by Projektron. These were in particular the areas of preparation and implementation of invoicing and the mapping of our working time models. With the move to our own infrastructure in fall 2023 and the switch from the BCS.start version to the full BCS version in the meantime, the preparations for the roll-out began: setting up the master data, setting up the projects based on the current incoming orders, setting up the employee data (internal and external), training the employees and much more.
Production started on time on 2 January 2024. Even though the first end of the month was still quite bumpy and weaknesses in the set-up and in our internal organizational structure became apparent, we are now in stable operation.
Use significantly more functions than planned
Our original approach was to replace the functionalities of the old system with Projektron BCS: Time recording and absence management for internal employees, invoicing and incoming payment control and order control.
We realized very early on that we could do much more with Projektron BCS and are now doing so: Time recording and invoice receipt control for external parties, project management for complex customer projects and for our internal development projects.
We also use the BCS-DATEV interface for integration between “Projektron BCS” and “DATEV Unternehmen Online”. We write invoices as PDF invoices with e-mail dispatch - the classic paper dispatch has had its day. Since our customers also include public organizations, we also write invoices in “ZUGFeRD” format.
Conclusion: a wise decision
In summary, the implementation of Projektron BCS by Be Shaping the Future has proven to be a wise decision. This lean solution has not only eliminated operational inefficiencies, but has also exceeded expectations by enabling the company to improve project management, increase customer service and optimize internal processes. Be Shaping the Future is ready to realize the full potential of Projektron BCS for further growth and customer satisfaction in the financial sector.
