Project Management Software – Public Sector

Projektron BCS supports the public sector reliably and sustainably

Cities, counties, municipalities, universities and other public institutions - digitalization in the public sector is advancing rapidly. More and more administrations and many other public institutions are relying on professional project management in this process. Projektron BCS is the master key to changing the world of work in the public sector and making it more efficient.

What if your project management software...

➤ unites all business processes on a central platform?

➤ is flexibly adaptable to your methods, requirements, and PM guideline?

➤ manages all your employees, resources, inventory items, and suppliers?

➤ creates clear structure and clarity in complex multi-project management?

➤ enables you to react to resource bottlenecks at an early stage?

➤ actively supports you in scheduling and personnel deployment planning?

➤ allows you to record project effort directly on the project?

➤ helps you to continuously optimize your processes and workflows based on data.

➤ provides analysis options and real-time project data for controlling and quality assurance?

➤ offers a fine-grained rights and roles concept that protects sensitive information?

➤ is easy to install and maintain, and reliable and stable in operation?

"BCS is the only platform for our projects and enables us to have paperless project management. Cumbersome and lengthy acceptance and approval processes have been accelerated tenfold, and the efforts of the project managers and the PMO have been significantly reduced, which has increased the acceptance of project management. The entire application landscape has been consolidated with the introduction of BCS: where there used to be 10 to 15 tools in use, everything is now covered by BCS; as a result, we not only save costs and effort for operation, but also for internal training."

Arne Hennes
Project Management Office, DVZ Datenverarbeitungszentrum Mecklenburg-Vorpommern GmbH, Schwerin

"Projektron BCS is a tool in which all participants can access all information simultaneously and in real time in the latest version - the place where everything flows together. In BCS, we can easily map our entire internal organization, implement resource planning and material cost planning holistically across projects."

Thilo Menges
Head of Department Digitalization & Innovation, Carl-Thiem-Klinikum Cottbus gGmbH


Projektron BCS - ERP system for the public sector

Projektron BCS has already received several awards as ERP system of the year and also the Process Solution Award. The award was given not only for the diverse and open-method project management functions, but above all for its focus on process automation. BCS supports your organization in digitizing and largely automating internal and external business processes.

Reliable processes, efficient projects, simple system and data maintenance - with Projektron BCS, the public sector, offices, administration and authorities bring their processes and project management to the highest level.


Project Management and Resource Planning: Achieving Goals


Wizard-supported project planning according to various methods

Visual time and resource planning in the interactive Gantt chart

Project preparation with risk management and target definition

Multi-project management & portfolio management for full overview

CRM: contacts & communication (customers, suppliers, service providers)

Project controlling: graphical analyses, target/actual comp., forecasts

Forward-looking resource and staff scheduling

Vacation management:  resource planning takes absence into account


Methods open and adaptable


PRINCE2, Waterfall, Scrum, IMPMA/GPM, PMI, Hermes etc.

Supports hybrid project management methods

Any project type (e.g. IT, development, construction, reorganization, research)

Mapping of your project management guideline and role concept

Customizable Kanban board with drag-and-drop operation

Customizable: highly adaptable to your own requirements

Customizable templates, reports and evaluations

Individual dashboards with personal task overview


Efficiency and quality: processes optimally supported


Quality assurance: Templates, standardized checklists, workflows

Freely definable workflows and processes according to BPMN 2.0

Quotation- and invoice generator with dispatch directly from BCS

Document storage: Store design data centrally and securely

Contract management and inventory management

Effort & expense recording task-, customer-, project-related

Qualitative & quantitative evaluation measures for goals freely definable

Ticket system with communication history e.g. for change requests


Security and flexibility


Information security management system certified (ISO 27001)

German development site, data center in Germany

Two-factor authentication during the login process

Fine-grained rights concept according to your organizational structure

Low installation and maintenance effort

Modular structure: Functions can be deactivated individually

Multiple interfaces to Jira, DATEV, Exchange, SAP etc.

Can be seamlessly integrated into your existing software environment

You would like to get to know BCS as project management software for the public sector, in authorities or in public administration? Take part in our free demo presentation now and start your non-binding test!




Why is BCS the ideal software for the public sector?

Projektron BCS is the ultimate project management software for public institutions, authorities and non-profit organizations of any kind:

City administrations     State administrations     Administration    Verwaltung   

Service providers of the states    Universities     Non-profit companies and research institutes

What was important to the managers of these public organizations and institutions when selecting Projektron BCS and why do they still rely on the web-based project management and business coordination software Projektron BCS today?


"Projektron BCS is a reliable and indispensable management tool for us to manage our projects efficiently and to use our resources in a sensible and targeted manner. The licensing system that BCS provides allows us to give employees different rights, giving everyone access without everyone being able to change or see everything."

Gesine Chatfield
Head of Information Technology, Institute for Quality Assurance and Transparency in Health Care (IQTIG), Berlin

"Resources, especially in the technical environment, are limited. Different stakeholders and different activities are involved here: In addition to line activities in IT, strategic projects arise, but they rely on the same resources. This makes prioritization necessary. If certain resources are not available, BCS actively supports the assessment of which activities are important and which activities are urgent and facilitates the necessary reprioritization."

Thilo Menges
Head of Department Digitalization & Innovation, Carl-Thiem-Klinikum Cottbus gGmbH

"We particularly appreciate the combination of project planning and resource management in Projektron BCS, as well as the fine-grained rights structure, which allows differentiated views of the project participants from different departments. In addition to functions to support multi-project management, project planning and time recording as well as resource management and reporting, the web-based approach also played a role in our selection due to our multiple locations. Also worth mentioning is the very good support on the part of Projektron, the willingness to give customer-specific adjustments the necessary space in the exchange and to not only take up suggestions, but to actually integrate them into the system if necessary."

Volker Weber
Project Management Office, Deutsche Nationalbibliothek, Leipzig

"With BCS, we have found a powerful product. Our experience with Projektron has led us to the assessment that there is a reliable partner behind the software that will continue to offer its product tomorrow."

Dr. Helmuth Pörnbacher
Scientific Manager, apollis OHG, Bolzano, Italy

"As an IT service provider for the state of Mecklenburg-Vorpommern, we have been carrying out all projects according to the process-oriented project management method PRINCE2 since 2008. When the time was right, we found a tool in Projektron BCS that has greatly simplified our project work and cleverly brings together various functions. With its open standard, BCS represents a future-proof solution for us."

Arne Hennes
Project Management Office, DVZ Datenverarbeitungszentrum Mecklenburg-Vorpommern GmbH, Schwerin


First-hand experience:

User reports from public sector institutions that have been successful with Projektron BCS for years



The advantages of Projektron BCS as software for the public sector

Think and plan projects holistically

Think and plan projects holistically

Projektron BCS is at your side throughout the entire project lifecycle, regardless of the method used to plan and execute your projects. Whether you prefer classic methods such as PRINCE2, GPM/IPMA or PMI, agile methods such as Scrum or industry-specific standards such as Hermes for the implementation of different types of projects, BCS offers you all the necessary tools, functions and wizards to also use hybrid project management methods and to map your individual project management guide.

Thanks to its high flexibility and maximum customisability, you can also make specific configurations to optimally map your individual project management requirements in BCS.

As in the private sector, projects in public service and public administration often take place alongside the main activity, whereby the coordination of processes and teams plays an important role. With informative timelines and schedules, you can handle organisational projects, construction projects or IT projects efficiently in Projektron BCS. BCS supports project managers in practice from initiation and planning to controlling and completion throughout the entire project life cycle. In multi-project controlling, the BCS multi-project board helps you keep an eye on all projects with their current status and ongoing resource utilisation.

The project team documents all efforts directly and continuously on the project, anonymously if desired. The recorded efforts are available for invoicing at any time.

"BCS is already used at apollis in the offer planning, of course all internal and external employees book their expenses. Since all expenses on internal projects or ongoing operational tasks as well as all material expenses are also booked, we manage to get an overview of the entire operating result on an ongoing basis in addition to controlling individual projects."

Dr. Helmuth Pörnbacher
Scientific Manager, apollis OHG, Bolzano, Italy

"Around 20 project managers who are responsible for projects in the three core areas of IT, digitalization & innovation, and research are actively involved in BCS use, as they draw on some of the same resources to carry out their projects. For our major projects, we also use the PRINCE2 project management method as far as it fits the organization in each individual case, which BCS optimally supports with functionalities and corresponding wizards."

Thilo Menges
Head of Department Digitalization & Innovation, Carl-Thiem-Klinikum Cottbus gGmbH

Transparent performance occupied at the touch of a button: Reports

Projektron BCS allows you to create customisable reports to help your public sector organisation collaborate with external stakeholders. For example, a project preparation report creates a common project understanding, while effort reports on projects and tickets increase transparency and secure the trust of all project participants and stakeholders.

You want reports that are precisely tailored to your organisation or institution in the public sector? Thanks to the interface to the open source report designer BIRT, you can design completely individual reports. If you want to provide reports to different stakeholders on a regular basis, you can do this efficiently via report orders with an integrated e-mail function. In the ergonomic wizard, you specify all the required information on the report, output interval and recipient once and Projektron BCS takes care of everything else for you automatically.

"We use BCS to standardize our internal reporting and also to extract data for external parties and then prepare it outside BCS. This gives us quick and easy access to up-to-date data, allowing us to provide our clients with overviews in the form they need them."

Gesine Chatfield
Head of Information Technology, Institute for Quality Assurance and Transparency in Health Care (IQTIG), Berlin

"The transparent and cross-departmental resource planning with Projektron BCS is a great advantage. Combined with the many customizable evaluation views, we get fast cross-departmental evaluations with exactly the effective results for time, effort and resource planning that are urgently needed."

Mirko Richter
People Analyst, gematik GmbH, Berlin

Quality management: define standards, comply with standards

Projektron BCS offers you a wide range of options for evaluating and checking your quality management measures. By using the Projektron BCS ticket system, you can easily obtain important information for your quality management, for example about frequently occurring process errors.

With the help of standardised checklists, you can map known sources of errors and support your employees in efficient quality management with appropriate structures. In Projektron BCS, you can use the proven inspection method in many places, including projects, tasks, workflow steps and milestones.

To save valuable experience for future work, you can use suitable remark fields in Projektron BCS to efficiently document the course of the project. In this way, you already make new contributions to well-founded process analyses during the project work and promote the continuous improvement of quality.

Document processes, optimize processes

Process-oriented project work: time and resources in view

Projektron BCS gives your project work structure from start to finish. The system covers all necessary areas to ensure successful and efficient project implementation in the healthcare sector.

With precise scheduling and meaningful resource previews, all typical project types in the public sector and in public institutions and organisations can be handled efficiently and cost-effectively:

IT projects/digitalisation projects

Investment projects

Research projects

Development projects

Organisational projects

During the project, you have full transparency at all times thanks to precise project controlling and timely project reporting and can provide your stakeholders with meaningful reports at any time. The extensive analysis options of Projektron BCS offer you ideal conditions for continuously optimising your individual workflows and internal processes.

"We all depend on structured ways of working. Tools we use to structure our ways of working have to adapt to the way we can also map our work internally - be it via Kanban or personal task allocation via tickets or automated workflows. Projektron BCS holds all these possibilities and allows me to ideally mirror my organization in its individual way of working and to support it in its communication in the best possible way."

Thilo Menges
Head of Department Digitalization & Innovation, Carl-Thiem-Klinikum Cottbus gGmbH

Document, analyse and improve processes

Projektron BCS offers your healthcare organisation the opportunity to model your individual business processes and workflows with the BPMN process designer. As an internationally recognised notation standard, BPMN is a central component of Business Process Management and enables you to visualise and optimise your business processes and workflows.

In Projektron BCS, your public sector organisation has the option of modelling individual business processes and workflows with the BPMN Process Designer. As an internationally recognised notation standard, BPMN is a central component of Business Process Management and enables you to visualise and optimise your processes and workflows.

BPMN processes give you a transparent and clearly defined allocation of tasks in cooperation across departmental boundaries and hierarchical levels. The project-related integration of external service providers and other stakeholders is also easily possible.

Typical applications and use cases for BPMN processes in the public sector are:

complex review processes

Release processes with approval workflows (leave requests, etc.)

Invoice workflows

Procurement processes/purchasing processes

Projektron BCS goes beyond simply designing and modelling processes: With the BPMN Designer, you can also execute, monitor, document, evaluate and optimise your processes. In this way, the system supports your business process management and automates the execution of often repetitive processes and workflows. Every employee knows immediately when he or she has to do what and to which goal he or she is contributing, which increases efficiency and transparency in cooperation.

Modular solution: software for your public sector organisation

A strength of the modular software architecture is that you only need to purchase and use the functions of BCS that are relevant to your public sector organisation. Each functional module is self-contained and fully functional. This makes it easy for you to put together a customised software solution that meets your individual needs.

You only pay for the functions you actually use. The modules you don't need are deactivated in the software, which contributes to clarity and user-friendliness and makes it easy for your staff to use.

"One of the strengths of BCS is the possibility to implement functions step by step. At apollis, we are also thinking about mapping further steps of our work in BCS, such as quality assurance in the context of certification. For example, we have recently started to use the ticket system. In addition, our newsletter is delivered to customers and interested parties via BCS - we don't need our own software for this."

Dr. Helmuth Pörnbacher
Scientific Manager, apollis OHG, Bolzano, Italy

Securely file and organize contracts

Store contracts securely and organize them better

The inventory and contract management module of Projektron BCS not only allows you to store and organise contracts, but also provides your public sector organisation with comprehensive Contract Lifecycle Management (CLM). You can link your contracts to people, organisations, tasks, workflows, project groups, projects, inventory items, offers, invoices or other contracts.

So you are always informed about...

which contracts are currently running,

whether a contract has already been terminated,

what notice periods are coming up,

which contracts have been concluded in a certain period (e.g. within the framework of a project),

which contractual relationships currently exist with a service provider or a customer,

which employee is currently using which inventory items.

The contract management module enables you to quickly enter and conveniently manage contract terms, notice periods and documents. Automatic versioning ensures that you always have the latest version of your documents and that the entire history remains available. Thanks to the integrated full-text search, you can find any filed document in seconds.

The automatic deadline and period monitoring helps you to never miss a date again. If a termination date is approaching, Projektron BCS informs the responsible employee by e-mail or resubmission if desired. This gives you full control over your contract management at all times.

"The contract management module with its reminder function helps us manage our contracts and our licenses. It can be individually set whether and how long a reminder should be sent before a term expires. This allows us to use different reminder intervals depending on the lead time required for a procurement."

Gesine Chatfield
Head of Information Technology, Institute for Quality Assurance and Transparency in Health Care (IQTIG), Berlin

Data security and data protection according to the highest standards

Data security and data protection according to the highest standards

Working with Projektron BCS allows your public sector organization to maintain high standards in the area of data protection. Security and quality are of paramount importance to Projektron GmbH. After all, secure software development and high-performance business processes represent the core of our web-based project management solution and our company. Therefore, we attach great importance to holistic information security and quality management.

The BCS internal password vault ensures that all passwords used in your IT are stored in a secure, encrypted location. This increases security, as passwords are no longer entered in configuration files and passwords cannot be read from the password vault by unauthorized persons.
Certificate management ensures that all digital certificates used in IT consulting are valid and secure, and that they are used correctly and consistently.
Our development and hosting team is ISO 27001 certified. We have implemented comprehensive security controls in line with the standard to protect sensitive data.
Two-factor authentication adds an extra layer of security to the login process by requiring users to provide two forms of identification. After entering a username and password, BCS also requires users to scan a QR code or enter an authentication code using the TOTP method. Each user can enable 2-factor authentication for themselves in their user account.
Ongoing penetration tests help us to identify and fix vulnerabilities in the Projektron BCS software development process by simulating the actions of an attacker.

Public sector organizations, authorities and agencies must comply with certain requirements when introducing software solutions. The German Federal Data Protection Act (BDSG) specifies in detail when public authorities may collect data, how they may store and process it, and what requirements the transmission of this data must meet. BCS supports you in complying with these requirements and obligations for the processing and storage of personal data.

"Until the end of 2013, gematik's divisions and departments had various applications of their own, but these were increasingly pushing us to our limits. That's why we decided to introduce an overarching solution that could provide project managers and line managers with more transparency about the workload of their employees. It was particularly important to us to have an appropriate rights and roles concept that protected sensitive information."

Mirko Richter
People Analyst, gematik GmbH, Berlin

"Projektron BCS is run as an on-premise application on a Postgres database at IQTIG. We use a test and a live environment so that we can test new versions of BCS intensively on the test system before we roll them out. We can recommend this in order to familiarize ourselves with the features before rolling them out in the company, to try out new settings or simply to be able to check the smooth functioning of the individual solutions after an update."

Gesine Chatfield
Head of Information Technology, Institute for Quality Assurance and Transparency in Health Care (IQTIG), Berlin


License purchase or SaaS model - the choice is yours!

Projektron BCS is designed as a central tool that supports all important work processes in your organization from quotation to invoice - not just project work! BCS is individually scalable and adapts easily to your requirements thanks to versatile customizing options.

The structure of Projektron BCS is modular. This allows you to put together your individual ERP software for your public institution module by module in exactly the form that you need for your authority or public administration. You only pay for the functions that you really need and use. Your system remains updateable and flexible, so that you can map extensions quickly and easily.

You have the free choice between the on-premise and SaaS (cloud) variants of BCS. Projektron BCS has been developed by Projektron GmbH in Berlin since 2001. Thanks to continuous further development, you can expect a new release four times a year. As a German provider, we host your data in Germany according to the highest data protection and security standards.

"The decisive factors for working with Projektron BCS are above all the reliability and stability of the software - since the introduction of BCS, there have been no performance problems. By using BCS, we have been able to consolidate the system landscape and there is no longer any duplicate data storage. This significantly reduces the effort for system and data maintenance."

Florian Frisch
Head of IT, Ecologic Institut gemeinnützige GmbH, Berlin

"We have come to know BCS as an enormously useful tool. This includes not only the mere functionality, but also the quality of the service. When deciding for or against a software, it is all too easy to neglect this - in my opinion crucial - aspect. A few weeks ago, we needed a total invoice receipt column in the portfolio overview. After our request to Projektron support, the column was set up and ready to use in less than 24 hours. In my view, this is a decisive difference compared to open source solutions and many other tool providers on the market."

Thilo Menges
Head of Department Digitalization & Innovation, Carl-Thiem-Klinikum Cottbus gGmbH

"The aim of our efforts was to implement efficient project controlling and to access the tools for this from different locations. Thus, the decision for a web-based solution was made. The use of an ASP server from Projektron relieved us of the entire effort on the server side - an essential aspect for a small company. After several years of use, we can say that BCS has brought us a significant step forward. On the rented server or on our own hardware: At the moment, there is no doubt that we will continue to rely on BCS in the future."

Dr. Helmuth Pörnbacher
Scientific Manager, apollis OHG, Bolzano, Italy


Discover Projektron BCS in a non-binding and personal demo and start your free test phase!



References: These organizations in the public sector already rely on Projektron BCS

Were you convinced by the use cases and experiences of public administration institutions and organizations from the public sector with Projektron BCS? Arrange your free demo presentation now and start the non-binding test phase!




Learn more about software selection and software implementation

Enterprise software implementation is a complex task for managers and team alike. The purpose of a software implementation is to successfully implement a new software, such as a project management tool, to improve business results, increase efficiency and productivity. What are the implementation strategies? Which strategy is suitable for which situation and for which purpose? What factors influence which strategy is the right one? With this knowledge, you as a responsible person in public administration will lead your software project to success.

All about implementation strategies

Get an overview in a simple way: We compare 11 of the most popular and best project management software solutions. Are you looking for project management software for agile working digitally, a functional giant for government or public administration or a platform that is well suited for various tasks in multi-project management? Start here on site, discover the market and compare BCS with factro, Wrike, awork, InLoox, Trello, Asana, Jira, Monday and other PM tools.


To the PM tool comparison

If your agency or public administration is about to select project management software, you probably don't know where to start looking for the right PM tool for you. The jungle of international and national providers, software and tools seems deep and impenetrable at first. This guide paves your way phase by phase through the project management software market, provides managers and project managers with a plan and accompanies you in nine steps to the right decision.


To the 9-step plan

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