Can WEBCON BPS replace traditional project management tools?

In recent years, project management has undergone a true revolution—not only in terms of methodology but, above all, in the tools designed to support project teams. Despite the growing popularity of dedicated project management applications, many organizations still struggle with recurring challenges: fragmented work environments, manual exchange of information and documents, difficulties in maintaining up-to-date data, and a lack of unified management and reporting standards.

As a result—instead of truly supporting efficiency and standardization—these tools become yet another source of chaos.

This raises an increasingly common question: Can a low-code platform like WEBCON BPS not only support project management but actually replace traditional PM tools?

Main limitations of traditional project management tools

Although traditional project management systems are very popular and often the first choice for PM teams, in practice their capabilities prove insufficient—especially when there are many projects, teams are dispersed, and the organization itself relies on complex internal processes.

Information fragmentation

Tasks are planned in one tool, project files are stored in another, the schedule is available in a separate system, and all important agreements and approvals circulate via email. Documentation is scattered, the budget is managed in Excel, and risks—if recorded at all—are kept in Word. There is no single, central source that would gather all project knowledge in one place. As a result, teams waste time searching for information, and the risk of oversights and errors increases with project complexity.

Lack of integration with operational processes

Traditional project management tools usually operate as standalone applications. Consequently, they don’t have access to data from the financial-accounting system, do not communicate with the procurement module, nor respond to status changes in HR processes. This means every project decision requires additional work—manual data transfers, writing emails, tracking statuses in other applications. Execution then encounters numerous barriers stemming from the lack of a cohesive ecosystem.

Limited flexibility – every change costs time and money

Business needs change dynamically; new legal requirements emerge, resources, priorities, and stakeholder expectations evolve. Meanwhile, most traditional project tools operate based on rigid configuration models—adding a new type of register, changing approval workflows, or adjusting views for a different team is often a project in itself. In practice, this means teams frequently bypass the system in their work instead of using it.

Difficulties in standardization – every project works differently

Many organizations aim to build mature, agile project offices where every project is based on uniform frameworks: checklists, risk matrices, decision registers, approval workflows, or standard reports. Traditional tools leave too much freedom in this area. The result is informational chaos and a lack of scalability for best practices.

WEBCON BPS – processes, automation, and projects in a single system

WEBCON BPS is a low-code platform that enables fast and flexible modeling of business processes—without the need for coding. Known primarily for digitizing document workflows, today it serves as a powerful tool for the entire organization—including project management.

The platform allows you to design your own project management process, fully tailored to your methodology and organizational structure. What might a typical workflow look like?

1. Project registration and initiation
   Creating a project from a standardized form, with automatic numbering, classification, team assignment, and the option to start from a template.

2. Approval and control process
   A defined decision path (e.g., approval of scope, budget, risks, stakeholders) with multi-stage approvals and a full audit trail of decisions.

3. Task management
   Ability to register tasks assigned to project stages, reminders about deadlines, delay alerts, dependencies, and status updates. Each task is part of a larger process rather than a standalone activity.

4. Documentation and linkages
   Attaching contracts, offers, annexes, and other project-related documents—with the option to store them in a repository and support versioning.

5. Budgeting and cost control
   Request submissions, links to ERP cost data, invoice approvals, cost forecasting—all integrated with financial systems.

6. Reporting and BI analysis
   Real-time: management dashboards, status reports, project KPIs, team workloads, progress against schedule and budget.

Sample dashboard layout for project management in WEBCON BPS

When is WEBCON BPS a better choice than traditional project management tools?

Consider this solution if:

• Your projects are part of a broader process ecosystem
  You don’t just manage tasks but the entire lifecycle of initiatives—from submitting an investment proposal, through its approval, to execution, reporting, and auditing. WEBCON BPS allows integration of projects with operational processes, controlling, HR, and procurement—all within one environment.
• You want to standardize how projects are managed
  WEBCON BPS enables building project process templates aligned with internal methodologies, supporting repeatability and eliminating chaos. You gain confidence that every project follows established rules—from kickoff to post-implementation review.
• You need a flexible and scalable solution
  Thanks to low-code, you can configure and modify processes yourself—without waiting for developers. Changing business needs? New client requirements? WEBCON BPS supports fast adaptation to new processes.
• You value automation of decisions, tasks, and documents
  The platform offers advanced approval mechanisms, reminders, validations, and even integration with ERP systems. Every decision, document, schedule, or consent goes exactly where it needs to—without manual follow-up.
• Your teams are tired of working across multiple systems simultaneously
  No need to juggle Excel sheets, emails, task systems, and document workflow apps. WEBCON BPS provides a unified work environment that connects all project elements—from request to documentation to operational activities—in one place with full control.

WEBCON BPS is much more than a document workflow system. It is a platform that—thanks to its low-code approach—enables the creation of flexible, scalable, and integrated solutions for process and project management.

Unlike traditional project management tools, WEBCON BPS does not focus solely on tasks and deadlines. Instead, it offers full support for the entire lifecycle of an initiative—from idea, through approvals and execution, to reporting and audit. All within one cohesive environment, tailored to the realities and requirements of a specific organization.

For companies seeking transparency, standardization, and automation in project management—without the need to use multiple dispersed tools—WEBCON BPS can prove to be not only an alternative but a new standard.

Want to find out how WEBCON BPS can streamline project management in your company?

Get in touch with our team.
We’ll help you plan the migration, conduct a needs analysis, and efficiently implement the latest version of the platform tailored to your organization’s specifics.

17 777 61 00 | biuro@sagitum.pl