Project processes in WEBCON BPS – how does it work?

Project management requires precise modeling of individual stages and strict control over tasks, documentation, and team communication. WEBCON BPS is a business process automation platform that allows comprehensive mapping of the project process as a flexible workflow. This makes it possible to digitally manage the entire project lifecycle, from initiation through planning and execution to closure.

Key Phases of the Project Process in WEBCON BPS

The project process in WEBCON BPS can be accurately represented in four phases that correspond to the standard stages of project management. Each phase is represented in the system as a separate process state, which enables not only strict management of work progress but also full control over information flow and transparency of activities at every stage of the project. As a result, all project participants have a clear view of the current status and the next steps to take.

Initiation

The initiation phase marks the start of the project, where its goals, scope, and basic requirements are defined. In WEBCON BPS, this process is carried out through dedicated forms that allow for:

• detailed collection of business and technical requirements,

• identification of resources needed for project execution, including human, material, and financial,

• definition of key stakeholders and their roles in the project,

• automatic generation of notifications to relevant people, such as the project manager and project team,

• recording all preliminary decisions and documents directly in the system, eliminating the risk of lost information.

This digital project kickoff significantly streamlines communication and reduces the time needed for formal project initiation.

Planning

After initiation approval, the planning phase begins, where designing the detailed course of the project is crucial. WEBCON BPS enables:

• creation of comprehensive work schedules divided into specific tasks,

• defining tasks as workflow elements, allowing automatic assignment to selected team members,

• setting deadlines and logical dependencies between tasks,

• configuration of reminders and alerts for upcoming deadlines or potential delays,

• dynamic updates to the schedule in case of changes in scope or project priorities.

Thanks to this, planning becomes a flexible yet strictly controlled and visible process for all stakeholders.

Execution

The execution phase is when the project is actively carried out, and WEBCON BPS offers a range of features supporting this stage.

The system allows real-time monitoring of task statuses. Each participant can update work progress directly in the application. Users can easily report issues by adding notes, flagging blockages, or requesting escalation. WEBCON BPS automatically notifies responsible persons about delays or missed deadlines, enabling quick response and minimizing negative impacts.

Additionally, the tool tracks the achievement of key milestones and verifies the project’s progress against the original plan. All project changes are documented and approved according to defined rules, ensuring full process transparency. This ongoing control and clarity significantly improve team efficiency and reduce the risk of project failure.

Closure

The final project phase is closure, which includes not only formal completion of activities but also thorough analysis and archiving of work results.

WEBCON BPS supports this phase on multiple levels. The system enables formal acceptance of the project by the client or sponsor, confirming that the goals have been met.

Moreover, the platform allows generation of final reports. All documents, notes, and change history are archived within the system, making full project documentation easily accessible.

Closing all tasks and disabling the workflow prevents further modifications, helping to maintain order and clarity within the system.

Defining Stages and Tasks as a Workflow

One of WEBCON BPS’s key advantages is the ability to define the entire project process as a coherent and transparent workflow that faithfully reflects the structure and logic of the project being executed.

The workflow in the system is not just a list of tasks to perform — it is a dynamic model consisting of consecutive states such as “Planning,” “In Execution,” or “Pending Approval.” Each state reflects a specific project stage and allows precise management of actions at that point in time.

Transitions between these states can be fully configurable and dependent on specific conditions, as well as require approvals from designated individuals or teams. This makes project management more flexible but also thoroughly controlled. Assigning tasks to specific participants allows clear definition of roles and responsibilities within the team, minimizing the risk of misunderstandings and organizational chaos.

Furthermore, the system automatically generates notifications and alerts reminding users of upcoming deadlines or required actions. This automation not only reduces the risk of missing important steps or delays but also frees managers and team members from the need to manually monitor schedules continuously. As a result, everyone always has up-to-date information about the project status, significantly increasing transparency and control over task execution.

Versioning and Change History – Full Control Over the Project

The system automatically records every modification in forms, documents, and process statuses, saving not only the change date but also its author and any comments. This allows detailed tracking of the entire project path — from start to closure.

This is extremely important in cases where changes need to be rolled back or corrected. The full change history is also an excellent tool for conducting audits and preparing reports, which may be required by legal regulations or industry standards.

Thanks to versioning in WEBCON BPS, project management becomes more transparent and secure. The team gains full control over work progress, and the risk of data loss or errors caused by uncontrolled changes is significantly reduced. This solution raises the level of transparency and professionalism in executing every project.

WEBCON BPS – Efficient and Transparent Project Management

WEBCON BPS is a tool that not only supports the daily work of project teams. Above all, it enables full control over every execution stage — from idea to finalization. Its flexibility and automation capabilities help reduce the risk of errors, improve communication, and accelerate decision-making. As a result, the entire process becomes more transparent, and project management significantly simpler and more predictable.

If you want to learn how WEBCON BPS can improve project management in your organization,
we will help you select the solutions best suited to your company’s needs.

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