Proteus Project Management Software Designed to Improve Your Bottom Line

Colin Manson, CEO, Xergy GroupJanuary 3, 2022
low-cost software project management work management solution
Proteus project management

Project management software sits at the heart of Proteus

The fact is the way we now manage projects has changed. Teams are working remotely and margins are tighter than ever whilst the challenges of managing enterprise-scale projects remain. Sheer project size and complexity combined with multiple risk factors make it difficult for companies to meet budgets, deadlines and achieve expected return on investment. Even small-scale projects run by small teams can struggle to meet basic project KPIs particularly when balancing multiple projects.

This is why cloud-based project management software is more important than ever.

What is project management software?

Project management software is nothing new. In fact, one quick look through software review site Capterra and you will find 100s of really well reviewed, highly established software platforms promising to dramatically increase your business success.  The best project management software is supposed to help you manage your teams, workload and costs through an easy to use intuitive interface. Which software owner has ever said their platform is not easy to use?

The reason there are so many of these products around is that we all need them: if your business juggles deadlines, teams, resources, and deliverables, you need a project management tool. To be able to deliver multiple complex projects on time and within budget, teams need to exchange and agree information, plot deadlines, and share documents. Team members need a real-time overview of each other’s progress. Deliverables need to be consistent, error-free, with guaranteed accuracy. Profit needs to be managed closely.  

But every industry is different and every business is unique, with it’s own specific structure and requirements. Very often an enterprise will invest in developing their own specific platform as they feel their problems are sufficiently unique. This can quickly become difficult to justify. Not only do they need to create the tool, they need the infrastructure to maintain and update what they have built, making this option very resource intense and time consuming and therefore less palatable. There are plenty of cloud based SaaS solutions that have amassed years of tech development knowledge, keeping up with the exponential innovation acceleration, making the self-build route comparatively expensive and unwieldy. They all are customisable, they all can be honed to your particular business requirements. This makes buying project management software really hard: with so many options how can you work out which one is perfect for your particular business? How can you compare and truly understand the advantages of one software tool over another?

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Does project management software equal simplicity?

If you strip it all back, what we all really need from a project management tool is pretty simple: a platform that genuinely delivers what it is promising, without inflated costs and a complicated, lengthy IT build.

It is that simplicity that is at the heart of Proteus and has been the guiding force behind every design decision we made when developing the product. “Does it make it simple?”

The answer is yes.

But everyone will tell you their platform is simple. So what really makes Proteus’ project management software stand out?

Most project management tools are designed with a 20/80 user base.  i.e. they are designed for the needs of 20% of the business with the remaining 80% forced to use features that add zero value. For example, most companies are made up of Sales, Finance and Operations. It is not uncommon for the operations team to use an expansion of the BD and sales, CRM tool or an expansion of the Finance teams accountancy software system.  Very rarely is this tool designed for the 80% operations team. The Project Module aims to flip this to provide solutions for the 80% Operations teams who actually do the project work.  The other 20% are catered for by existing systems that Proteus integrates with. In other words, the Finance team are not leading the management of project margins; the BD team are not leading the implementation of agreed workload. There are no mistakes, no time is wasted, nothing is forgotten.

Manage and track remote work

The projects feature, which is a component part of the Proteus cloud-based work management solution, has been developed to offer the following key benefits:

  • Flexible, agile project planning and task management
  • Accurate tracking with instant visibility and real-time data
  • Actionable, customisable and automated reporting

The projects feature is hard-wired to support teams in delivering projects within budget and on time, making business highly efficient.

This project management software helps companies increase efficiency, enhance performance, drive higher profits and ultimately become more competitive.

Proteus works for any department, any industry, anywhere. Because it is so easy to use with everything in one place, the project management features will reduce the time spent moving between different software tools, filing systems, spreadsheets and historical documentation.

Our cloud-based project management software provides dispersed stakeholders visibility and access to project progress in real-time.

Project management software is so often clunky and difficult to use. Thats why we made Proteus different. Ultimately, the vision behind Proteus was to build a software platform that your employees want to use because it makes them better at what they do.

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Key Proteus project management features

Project Management

In Proteus each project has a Project Management page providing a detailed summary of all team’s tasks, files and resources. The Project Management page offers more detailed information than is available on the dashboard. Rather than using kanban boards, Proteus uses a Cost Time Resource system (CTRs) to itemise and organise tasks within a project. Project managers can assign tasks to team members by adding users to CTRs. Limiting the project codes team members can book to ensures timesheets cannot be over-booked. Individual tasks can be measured here to view the detailed status of a project.

The Project Management page also simplifies the addition of variation orders, the production of customisable weekly reports and the addition of purchase orders. All of this can be added quickly and comes fully integrated with the project dashboard and the invoicing module if it has been selected for use.

The Project Dashboard

Whether you manage projects in small teams or large, multi-location highly complex projects, managers need to be able to get a helicopter overview of how projects are progressing at a glance. Your teams also need to be able to see a high level view of all the key project metrics, all in one place.

In Proteus, each project has its own dashboard with a simple interface which shows who is working on the project, high level or detailed budget information, actual versus estimated monthly cash burn, timesheet summary showing time left and booked, and actual versus estimated gross and net margin.

The aim of the dashboard is to enable project managers to quickly, using the visual tools, see the status of the project and take appropriate action if required.It allows the user to drill deeper to see exactly where the project is in terms of resource, time and financial resources. Decisions can be made based on real-time data. This is essential in project management both from a resource and finance perspective.

Access to the dashboard is driven by permissions. That is, you decide who has access to the information, which for some companies is quite sensitive. These same permissions can apply to the Microsoft 365 and G-Suite integration in granting access to specific project folders – you decide.

Project Tracking

good timesheet system is at the heart of every good project management system, however Proteus has included three other elements that can be tracked: software, equipment and expenses.

It should also be noted that this is 100% configurable and the project management software can use whatever terminology is most suitable for your business and industry. Software can be changed to vessels, equipment can be changed to training courses. Whatever it is you sell Proteus can track.

Like the best project management software, Proteus’ feature rich cloud-based web application is supported by the Proteus mobile app. This mobile app offers a lite version of the full desktop version, focusing on the project tracking and team collaboration features. This means as a project manager you can check in on project progress whilst you are out and about by using the Proteus app to access the project management platform and manage your key workflows on the go.

Tracking Utilisation

Poor utilisation in a company erodes value faster than any other component.   Utilisation is a measure of usage of a component against availability.  For example, if a company sells man hours and a single person books 1,000 hours against projects annually compared to an annually available 1784 hours the utilisation is 56%. 

The same applies to whatever components a company sells.  Proteus’ project manager software tackles this problem by ensuring that all metrics are tracked accurately, giving project managers real time visibility and therefore the information to make accurate decisions.

In Proteus, time tracking and other resource tracking links through to individual utilisation, team utilisation or custom group utilisation. You can build your own groups and then generate reports automatically on a weekly or monthly basis. This in-built focus on utilisation makes Proteus a very powerful management system for businesses seeking to drive profit, often in low margin environments.

How Proteus’ Project Management Software Works

There is no way better way to get an understanding of how the project management tool works that watching our demo video. Our product expert Davaar Derrick explains how all the features interact, clearly illustrating the simplicity of the platform.

The Projects page is where you can instantly access all the projects which have been created across your team or company (depending on your access permissions). The Projects page gives an overview of all projects with traffic light status indicators tied to due dates and also allows you to create new projects.

In Proteus, a project is created when a proposal has been accepted and a contract has been agreed. The new project sets out the scope of work, budget and resource required to complete a piece of work. It also sets out the various stages and allows the project manager to see immediately the status of the project.

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To get started with a new project, the project manager can either create a new project from scratch or convert an existing proposal into a project file. There must be a contract and company set up previously in order to set up a project. Team members can be easily assigned to tasks, but again, their profiles must be set up previously in order to add them to a project

The project management feartures, like the rest of Proteus, uses preconfigured drop down menus and single-entry data making it a very easy to use project management tool. Project plans can be plotted across a timeline automatically creating a gantt chart

Once the project has been set up it will appear on the main dashboard. The project can be visible to all or only to certain individuals depending on the requirements.

If you need to see the full project detail then clicking on the project will open the full project. There are three pages within each project:

1 Dashboard page:

This page shows the details of that project. Progress, team, budget, files, resources. Best project management is enabled through visibility. Each individual project dashboard allows project managers keep track of teams and tasks, monitoring time and equipment usage throughout to allow them to manage budgets accordingly.

2 Project Management page:

This page allows you to add CTR’s, variations, purchase orders and updates. Within each CTR you are able to see which team members are assigned to each task, helping you with time tracking and resource monitoring. In complex projects, task management is supported by grouping CTRs into discreet series. This is not dissimilar to the idea of kanban boards but includes key metrics tied to task completion and time management.

3 Files page:

This page allows you to upload any pertinent information to the project including documents, drawings, previous correspondence etc. This allows enhanced team collaboration and knowledge sharing between dispersed team members. Proteus is 100% cloud-based and highly secure. We take security and privacy seriously to protect the data our customers entrust to us. We store and protect data using world-class hosting infrastructure using services provided by Amazon Web Services (AWS) with Proteus’ databases are hosted in Ireland. Traffic within Proteus OS is encrypted at all times and every company using Proteus OS is provisioned with a dedicated database, this ensures a customers data is completely segregated and protected, databases are backed up daily.

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How to get Proteus

Proteus’ project management software is a cloud-based system designed for businesses of all sizes to handle projects of unlimited complexity. Each Proteus feature is aimed at making bottom line improvements by improving utilisation, streamlining workflows, providing quick and efficient access to resources and reducing overheads. One of the unique advantages of Proteus is that we offer a free onboarding consultation service to ensure the company account is set up according to your company’s needs. This makes getting your company up and running on Proteus quick and easy.

Proteus operates under a software as a service (SaaS) model costing $35 per user per month. Billing is monthly or annually with two months free if paid annually. For more information on our pricing visit our pricing page or get in touch with one of the team.

We designed Proteus to be simple, and that means you can get up and running on Proteus without an IT team or support from a programmer. You will want to spend a bit of time configuring the admin console so that you have everything set up to suit your company structure, but it’s very intuitive and you don’t need a PhD in IT. However, we want you to get the best out of what is a brilliantly powerful tool, so don’t hesitate to ask for our support. We have a team of product experts who are ready to help you with the configuration process, so get in touch today.

As we hope you have understood from this article, we are passionate about driving real value through Proteus. Contact us if you would like us to estimate the business value we could bring to your company.


Read more to find out more about how using a project management software such as Proteus to help you drive profit, or get in touch with our team today.

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