A dedicated operating system for design teams that arranges tasks, deadlines, owners, acceptance, delays, alerts and reports in one controlled process.
The model customer is a service, design or technical company in which several teams conduct parallel projects, customer tasks, internal works and implementation checks. Some findings are found in emails, some in in instant messaging, some in sheets, and some in design tools that do not reflect the actual process of the company.
The biggest problem is not the number of tasks itself, but the lack of one place where you can see the owner, the date, status, lockdown, decision history and the impact of delay on the whole project. Managers manually check what is on time, and employees lose time to ask questions about priorities, decisions and overdue acceptances.
In companies with multiple projects, information often lives simultaneously in Outlook, Teams, Excel, Planner, Trello, emails and notes. SmartCodeIT centralizes the process so the team can see the task owner, due date, status, holds, SLA and change history.
Indicative values. The effects require confirmation during pre-implementation analysis.
PM, sales, implementation, service and management work on common results, but often use different tools and their own statuses. A dedicated system is not intended to replace all work methods. It is intended to create an operational layer in which key tasks, dependencies, deadlines, acceptances and risks are visible in one place.
The task is discussed in the meeting, but there is no single person responsible.
Arrangements are scattered between inbox, Teams and notes.
The manager does not see who has excess tasks and where the bottleneck occurs.
The deadline passes, but no one receives the automatic signal.
Each department maintains its own lists, schedules and reports.
The same project stage has different names in different departments.
It is not known who postponed the deadline, changed the scope or accepted the stage.
Service and design tasks do not have common reaction rules.
The manager reports from several sources before the board meeting.
Dependencies, leaves, priorities and blocks are not visible together.
There is no single view of at-risk projects, SLA and workloads.
Client or manager consents are in emails and conversations.
In such a process, the tools themselves are not the problem. The problem is the lack of one control layer: status, owner, deadline, dependencies, history and automatic reminder.
The system creates tasks, assigns owners, keeps track of deadlines, sends reminders, escalates delays, blocks closure without required steps and shows dashboards for PM and management.
Each stage has a role, SLA, a status and a timer. On the desktop, the workflow works like a horizontal operational diagram, and on mobile it turns into a vertical timeline.
The task enters the system with context, design and expected result.
Owner: PM • SLA/status: startThe task enters the system with context, design and expected result.
Creates a structure of stages, roles, budget and startup tasks.
Records the reason for the change, the author of the change, and the impact on dependencies.
The system indicates tasks that need to be taken over.
Receives a priority, SLA, and an escalation path.
The client or caregiver sees the task to be decided.
The system reports a delay to the owner and manager.
The reason for the block is visible in the dashboard.
The change goes to approval and the project report.
The system transfers completed tasks to the sprint plan.
The bug goes to the project, priority and owner.
The system creates repeatable tasks with deadlines.
Requires acceptance checklist, documentation and final report.
The calculator estimates administrative time spent on manual status checks, reminders, reporting and corrections. The result is indicative and requires confirmation in a real trial.
Example value requiring confirmation during pre-implementation analysis. The result depends on volume, process, data quality, integration and how the team works.
PM • team • client • management
REST • GraphQL • webhooki • SSO
statuses • SLA • transitions • locks
priority • dependencies • escalations • acceptances
Teams • Outlook • push • SMS
PostgreSQL • Redis • RabbitMQ • audit logs
Power BI • KPI • load • risks
The system can connect to Microsoft Teams, Outlook, Planner, Jira, Azure DevOps, GitHub, CRM, ERP, Power BI, SharePoint, OneDrive and Entra ID. The scope depends on API and the organization's security policy.
The implementation includes RBAC, SSO, MFA, encryption, backup, monitoring, versioning, GDPR and DEV / TEST / PROD environments. External customers and partners should only see their own scope of data.
We map tools, statuses, roles, meetings, reports and places of information loss.
The result is a process map and a list of organizational risks.
We design statuses, transitions, owners, dependencies, SLA and acceptances.
The product is the target workflow and scope MVP.
We create PM, team, management and customer views with an emphasis on quick decisions.
The risk is that the scope of the first version is too extensive.
We build projects, tasks, statuses, assignments, reminders and dashboards.
MVP should support a real project or portfolio of projects.
We connect Teams, Outlook, Jira, GitHub, CRM, ERP or Power BI.
API and permissions must be verified before deployment.
We test roles, statuses, SLA, notifications, locks and reports.
Tests include delay and reschedule scenarios.
We launch the system, train users and monitor the first projects.
Implementation requires a process owner on the company side.
We add Gantt, customer portal, AI Copilot PM, delay prediction and BI.
Development should result from data about system operation.
| KPIs | Before | After MVP | How to measure |
|---|---|---|---|
| Punctuality | manual report | dashboard SLA | tasks closed on time |
| Number of delays | visible after the fact | alerts ahead of schedule | overdue tasks |
| Average completion time | sheets and statuses | status history | time from start to shutdown |
| Number of escalations | email / phone | escalation workflow | escalations by project |
| Team load | manager evaluation | capacity view | number of tasks per person |
| Reporting time | several hours | current report | status preparation time |
| Projects at risk | subjective assessment | risk rules | projects with alerts |
| Resource utilization | incomplete data | dashboard | time and assignments by role |
All indicators are indicative and require confirmation during pre-implementation analysis. The scope depends on the organization's process, number of projects, integrations, roles, data and maintenance.
Together we will map the current process, identify bottlenecks and design a solution tailored to the organization: dashboards, automatic reminders, deadline control and responsibility history.
Not always. If the finished tool is sufficient, there is no point building the system from scratch. A dedicated system makes sense when a company needs its own roles, statuses, acceptance, reports, integration and data control.
Yes. It is safest to start with MVP for one type of project or team. After checking the statuses, notifications and dashboard you can add more modules.
Yes. Reminders can be sent by email, by Teams, Slack or to the panel. It is important to determine which alerts are really needed to avoid creating communication noise.
Yes. Dashboard can show tasks after the deadline, without owner, without acceptance, with lock or demanding decision manager.
Yes. Roles can include an employee, leader, manager, administrator, client or partner. The range of access depends on modules and data.
Yes, if the selected calendar or work tool makes available the API. Integration can create dates, reminders or load view.
Yes. Tasks and projects can have attachments, links to documents, protocols, checklists and history of changes.
Yes, but best as a support for the manager. AI can prepare a summary, identify risks and suggest questions, and the decision remains on the human side.
It is worth measuring the time of preparation of the report, the number of tasks after the deadline, the number of cases without the owner, the time of reaction to the lock and the number of manual reminders.
No. The system organizes statuses, deadlines and responsibilities, but does not replace decisions, priorities, communication with the client and management work.
Yes. The data from the sheets can be used as a start, but prior to import you need to establish the structure of the fields, statuses and data quality.
Yes. The panel can be responsive or expanded as a PWA, especially if part of the team works outside the office.
No, it's worth starting in stages, one process at a time, then more teams, statuses, reports and integrations.
The biggest risk is the unclear process and the lack of owner on the company's side. Before development we need to determine who is responsible for the statuses, acceptances and decisions.
Time depends on the number of modules, roles, integration and data. MVP for one process is much shorter than the full operating system for several departments.
SmartCodeIT can help you design your process, prepare MVP and implement an application tailored to your organization. We start with a short conversation about data, tools, exceptions and business purpose.