Projects

Project management for companies

Q: How does progress come about?

For each project you choose the method: finished cards of the linked boards, remaining effort in hours or milestones. If progress is out of date, the project file shows that.

Q: How is the traffic light set?

From rules for deadline, budget and risk, such as days of delay on a milestone, the budget forecast in percent or a risk without a measure. You set the thresholds for yellow and red for the company.

Q: Can the budget be monitored too?

Yes. Budget lines plan amounts per cost type and, on request, per phase, and allocated hours and other costs run against them. By default the traffic light turns yellow when the forecast reaches 90 percent of the budget, and red from 100 percent.

Q: Does everyone see their colleagues' workload?

No. Capacity shows teams and roles, people only as initials, and groups with too few people are left out entirely. Company management releases the workload per person only with a works council agreement.

Q: How are ideas evaluated?

By a scoring model with your own criteria, 1 to 5 points per criterion. The idea is then approved, put on hold or rejected, and you turn an approved idea into a project afterwards.

Q: Are there status reports?

Yes. The status report covers a period and carries a traffic light for deadline, budget and risk, a summary and the next steps. You download published reports as a PDF file.

Q: Can we map funded projects as well?

Yes. A funding profile sets what each allocation must carry, such as the work package. The record run creates an hour record per person to sign, and exports are available as CSV, XLSX and PDF.

Q: How are projects and boards connected?

A project links its boards, and the tasks stay on their boards. The project reads progress from them, and a measure from the risk list is created there as a card.

Q: What happens when the plan changes?

You request more time, more money or more scope as a change request. If it is approved, the project takes over the change, and a baseline records the plan at a cut-off date for comparison.

Project status is calculated from clocked hours, not from estimates. Sorts projects into portfolios and programmes, guides them through phases and milestones and derives progress from the tasks on the linked boards. The hours come from time tracking, there is no second entry.

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Projects Sample Business Ltd Overview Ideas Capacity Allocation Funding

Overview Projects

Ongoing projects 8 in 2 portfolios Milestone delay 2 since this week Ends within 30 days 1 Renew network at plant 2 In the red 1 Budget is exceeded

Projects 8 Digitalising Musterstadt town hall P-2026-001 · Peter Schmitt 25 % Red Digital personnel file P-2026-007 · Max Mustermann 50 % Yellow Renew network at plant 2 P-2026-002 · Melanie Roth 70 % Green Depot charging infrastructure P-2026-004 · Erika Mustermann 10 % Green

Process

How a project runs from idea through to completion

A project goes through fixed states: idea, requested, approved, running and completed. Every change requires the details it needs, and who may approve is set by the rights.

Submitting

Whoever has the right can submit ideas. A scoring model with your own criteria makes them comparable, after which they are approved, put on hold or rejected.

Approve

Schedule

Staffing

Allocating

Reporting

What the Projects module can do

Every project has a file, from the request to the final report. Progress comes from the linked boards, the hours from time tracking, and the traffic light calculates deadline, budget and risk by fixed rules.

Included

Portfolio overview with progress and time frame
Project file with project charter, phases and milestones
Progress derived from the tasks on the linked boards
Project time allocated to recorded hours
Project types with mandatory fields and a phase template
Budget and costs calculated from actual hours

More detail

What the Projects module covers in detail

Portfolio

All projects together in one list

You assign projects to portfolios and programmes. The overview shows for each project status, lead, period, progress and traffic light, as a list or as tiles.

Project file

Goal, client and project period

The file records the goal, non-goal, client, lead and the planned period, plus the actual start date and the actual end date.

Progress

From cards, remaining effort or milestones

For each project you choose what progress is based on: finished cards of the linked boards, the remaining effort in hours or the milestones.

Boards

Tasks remain on the board itself

A linked board stays where it is and supplies the project with its progress. You create a new board directly from a template.

Allocation

Free, strict or for funding

In free mode the allocation may deviate with a warning, in strict mode it may be at most the attendance. Eligible for funding means: every day complete, with a work package.

Costs

Budget per cost type and phase

Budget lines plan amounts for personnel, external services, material, travel, licences and other. The system values allocated hours at the stored rate, and you record other costs with a receipt.

Rates

Cost rate and charge-out rate

Rates apply as a default, per role or per person, and can deviate within a project. The billing rate flows into billing from time spent in the Invoicing module.

RAID

Risks, issues, assumptions, dependencies

Open risks are listed by likelihood and impact. You create a measure straight away as a card on a board.

Changes

More time, money or scope

Change requests are approved or rejected with a reason and then carried into the project. The project records decisions with date and person.

Traffic light

Deadline, budget and risk

The traffic light rules apply to all projects of the company, such as after how many days of delay a milestone turns yellow or red. You set the thresholds yourself.

Benefit

Business case and benefit review

In the business case you record the expected annual benefit. Every benefit measurement stays with its cut-off date and the person who recorded it.

Funding

Hour records for funded projects

A funding profile sets required fields, signature and annual limit. The record run checks the allocations of closed months and creates one record per person.

Reporting

Portfolio, workload and scenario

The report shows milestones, benefit and the workload per team. A scenario plans ideas as a trial without changing data, and exports are available as CSV, XLSX and PDF.

Data privacy

Workload without names

Capacity shows teams and roles, people only as initials. Real names and the workload per person are released by company management only with a works council agreement.

For Whom

Who the Projects module is meant for

Project leaders

They plan phases and milestones, maintain risks and write the status report. The traffic light suggests what the figures say, and a deviation from it needs a reason.

Managing directors

Ideas are scored by a fixed model before anyone invests time. The overview shows across all projects where a traffic light is red or a milestone is overdue.

Employees

They allocate their recorded time once a week to their projects. There is no second time tracking, clocking in happens only in time tracking.

Businesses with funded projects

Whoever has to prove hours for a funded project allocates every day with a work package. The record run produces the records per person from that, which are signed in the system.

Service firms with client projects

Allocated hours flow at the billing rate into billing from time spent. That way the invoice shows what was actually worked on the project.

Pricing

12 € per employee and per month excl. VAT with monthly billing

Each module can be enabled on its own and cancelled on its own again. What you do not use costs you nothing. With monthly billing, all modules together cost at most 30 € per employee and per month excl. VAT. Special price until 31 March 2027, then 40 € per employee.

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Questions

What companies ask us first

Where do a project's hours come from?

From time tracking. Employees clock in once and then spread the recorded attendance across projects and phases. There is no second recording.

How does progress come about?

How is the traffic light set?

Can the budget be monitored too?

Does everyone see their colleagues' workload?

How are ideas evaluated?

Are there status reports?

Can we map funded projects as well?

How are projects and boards connected?

What happens when the plan changes?

Zentrana info@zentrana.de

Write to us at this address. We answer it ourselves, usually within one working day.

The modules

One process runs across several modules

Time Tracking Recording working time has been mandatory since the 2022 Federal Labour Court ruling Key Management Always know who holds which key Fleet Management Deadlines you cannot afford to miss Invoicing Once it is finalised, nobody changes it again Boards Who does what by when is on the board

Your next step

Which modules do you need?

Set up the access for your company yourself and choose only the modules that you need.

How sign-up works for you

01 You enter your email and password, accept the general terms and conditions and read the privacy statement.
02 We send you a link to confirm your registration by email.
03 Your access is ready at once, the contract applies from then.

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