Étude de cas

Berlin Senate Department for Education

The Berlin Senate Department for Education, Youth, and Family Affairs relies on hybrid IT project management with the help of OpenProject.

www.berlin.de

Hybrid IT project management in the Department of Education, Youth, and Family

The Berlin Senate Department for Education, Youth, and Family is one of the largest central administrations in the state of Berlin. Numerous projects are being implemented in parallel in the IT environment – from infrastructure and workplace projects to specialist procedures and complex digitization and transformation projects in the school, youth, and social sectors.

In order to manage this growing project scope in a structured manner, the Senate Administration relies on hybrid project management. Classic planning reliability is combined with agile working methods. OpenProject provides the central platform for this.

All IT-related projects go through a standardized process. With OpenProject, this can be mapped in its entirety, from the idea to planning and implementation to project completion.

Greater transparency and better controllability

By using OpenProject, the Senate Administration gains a department-wide overview of current and planned IT projects. Project statuses, responsibilities, and next steps can be tracked at any time.

The structured project mapping facilitates:

coordination between departments, IT, and external service providers

the preparation of decisions in committees,

and stringent project controlling.

Project information is no longer distributed across individual tools, but is centrally bundled and transparently accessible to authorized persons.

Introduction, governance, and acceptance

The introduction of OpenProject took place alongside the targeted establishment of a Project Management Office (PMO), which defines methodological standards, supports projects, and serves as a central point of contact for project managers.

This clear organizational anchoring has sustainably strengthened project management in the department and established it as an integral part of IT management. Uniform processes, transparent rules, and practical support ensure that even complex IT projects can be implemented in a structured and reliable manner.

At the same time, this governance structure provides guidance for project participants who do not work in project management full-time. OpenProject supports this as a central tool that combines methods, transparency, and collaboration in one system.

Hybrid working

OpenProject supports both classic project phases and agile elements. This keeps planning reliable while allowing project managers to respond flexibly to new requirements.

Transparency

Status, progress, and responsibilities are visible at all times. This facilitates control, prioritization, and decision-making within the department.

Uniform standards

With clear templates, defined processes, and central control, OpenProject ensures a uniform approach across all IT projects.

Efficient collaboration

Internal and external project participants work in a shared system. Coordination becomes more transparent and the coordination effort is reduced.

Work packages

Structured task and project management.

Work packages map tasks, responsibilities, priorities, and status. Progress and responsibilities are transparently traceable.

Boards

Overview and agile management.

Boards support iterative working methods and help to clearly prioritize tasks and quickly grasp the current project status.

Milestones

Classic project planning.

Milestones structure projects into clearly defined phases and support the long-term planning and management of IT projects.

Roles and permissions

Clear governance and access control.

A differentiated role and permission concept controls who is allowed to view or edit which information. This creates commitment and security in the administrative environment.