From idea to a ready municipal project — with AI
Dozens of projects, a handful of project managers and a limited budget — how do you know which ones are really under control? Projektiassistent brings a municipality's investments, development-plan activities and grant projects into one workspace: a plan with schedule, budget, risks and owners is ready in minutes, and leadership sees the whole portfolio in one view.
Municipal projects shouldn't live in Excel, Word and email
Project information, decisions, budget, deadlines and risks are often spread across files and inboxes. Projektiassistent brings them under one project and helps check feasibility before any money is spent.
Information is scattered
Budget in Excel, action plan in Word, agreements in emails and meeting notes. Nobody has the full picture.
Planning takes too long
Every new project largely starts from scratch, even though a similar one is sitting in a folder somewhere.
Problems surface too late
A missing permit, an unrealistic deadline or a resource gap only appears during delivery — when change is already expensive.
Ownership isn't clear
Who decides, who does the work, who is accountable? And where does the project actually stand — not just what was said in the meeting?
Before spending money: is the project really ready?
A polished document and a decision-ready project are not the same thing. Before launch, goal, activities, owners, budget, permits and funding conditions have to be consistent. Approval checkpoints, the budget warning and attention signals show what is still missing.
- Approval checkpoints before launch
Record permits, the funding decision and co-financing as milestones for an approver to confirm — the system saves who approved and when. The project stays in Draft status until you decide to launch it.
- Contradictions made visible
If costs exceed the budget, the budget block shows a warning; the critical path shows the projected end and whether the deadline fits between dependencies — before the decision, not after.
- Net and VAT tracked separately
Cost lines in net and VAT separately, free balance in real time — a precise overview for budget execution reports.
What municipalities use Projektiassistent for
You get a plan built for the specific project, not an empty template. The AI accounts for the field's specifics — development-plan links, budget, permits, dependencies and funding conditions.
Investments & infrastructure
Roads, street lighting, buildings and utility networks — phases, permits, dependencies and budget in one view.
Schools & kindergartens
Reconstruction of educational buildings and education projects — construction and relocations tied to the school year.
Energy efficiency & environment
Building energy upgrades, waste management and climate projects — technical stages together with funder requirements.
Green space & public realm
Parks, squares and playgrounds from planning to maintenance — checkpoints and budget.
Digital development & e-services
IT systems, e-services and digitalising the organisation — stages, testing and rollout.
Development-plan activities
Long-term goals into measurable activities — owners, indicators and trackable progress.
Culture & sport
Cultural centres, sports facilities and major events — construction and programme in one plan.
Crisis preparedness & continuity
Resilience centres, emergency supplies and continuity of vital services — tasks and owners written down before a crisis.
Grant projects
Environmental fund, RTK, LEADER and EU measures — funding conditions inside the plan from the start.
How a municipal project moves from idea to report
Example: a municipality wants to renovate its cultural centre. The same project goes through every stage in one workspace — nobody has to copy information from file to file.
Idea
“We want to renovate the municipal cultural centre.” You describe the project in a couple of sentences and the AI turns it into a structured draft plan.
Pre-assessment
Goals, activities, budget, schedule, risks, permits and dependencies are thought through before the project is approved.
Decision
Leadership sees whether the project is realistic, what it costs, which people it needs and what risks come with it.
Funding
From the same plan, the AI prepares a structured application for the chosen measure — nothing gets rewritten.
Delivery
Gantt, tasks, owners and risk register. When one activity slips, the impact on the next ones is visible immediately.
Reporting
Status, budget use, decisions made and results — a report for leadership, the council or the funder from the same data.
One municipality, dozens of projects — all in one view
Projektiassistent isn't just for running a single project. In the Business plan, investments, development projects, grant projects and internal projects come together in a portfolio where every project carries a health score.
The mayor or a development or finance manager gets the answers at a glance:
- Which projects are running right now?
- Which ones are behind schedule?
- Where are the risks or the danger of overspending?
- Which decisions need to be made — and who is responsible for what?
- Which projects need my intervention?
What happens when the project changes?
Something always changes in a municipal project: a contractor is late, a funding decision drags on or an owner falls ill. The what-if simulation in the Business plan shows the impact on the project end before the decision is made — not a month later.
The deadline moves
Pick a task, enter a delay in days and see how far it pushes the project end. Simulations are kept in the history.
Critical path
See which tasks determine the final deadline and how much slack each task has — where a delay is dangerous and where it isn't.
The owner changes
Resource planning shows each person's open tasks, hours and workload percentage — so work goes where there is room.
The funding decision is late
Simulate a delay on a task that depends on the grant and see the effect on the final deadline; the critical path shows which work is not critical and can move ahead in the meantime.
From development plan to real activities — and back to the council
A development-plan goal achieves nothing unless it reaches a concrete project, budget and owner. In Projektiassistent that chain lives in one place — so when someone asks “what has been done towards this goal?”, the answer is there.
- Development plan
- Strategic goal
- Measure / action line
- Project
- Activities
- Owners
- Budget
- Indicators
- Result
- Summary for the council or a committee
The AI status summary gives the project's current state in moments. The project document exports as PDF or DOCX in one of five design templates — without spending hours writing it up.
- Decision log
Every important decision is saved with its rationale, decision-maker, status and date — a clear answer to who, what and when.
- Audit-ready
In the Business plan, the audit log records major changes with who and when, and earlier versions can be restored. During an audit you can show how the project evolved and why.
Municipal funding — an application from the same plan
The AI gathers your goals, action plan, budget, risks and team into a structured application for the chosen funding programme. Create several applications per project — 3 a month on Standard, unlimited on Business.
Environmental Investment Centre
Grants for infrastructure, energy and environmental projects.
RTK and EU funds
Measures for municipalities administered by the State Shared Service Centre, e.g. energy efficiency of public buildings and crisis preparedness.
LEADER
Local action group project grants — an application from your plan, not a blank page.
You can enter the measure's web address when drafting the plan and the AI takes its content into account, so you can check compliance before submitting. Final eligibility is always decided by the implementing agency.
Excel is fine for a table. A municipal project needs a system.
Excel isn't a bad tool — it just wasn't built to manage dozens of projects, dependencies and decisions. Here's where it stops being enough.
| Projektiassistent | Excel | |
|---|---|---|
| Project status | A live project that updates as work happens | A static table updated by hand |
| Dependencies | Task dependencies and impact on what follows | Limited or none |
| Reporting | AI status summary from the same data | Written up by hand |
| Where information lives | One project workspace | Files, folders and emails |
| Decisions | Decision log with rationale | In emails and minutes |
| Risks | Risk register inside the project | A separate sheet, if someone makes one |
| Multiple projects | Portfolio view for the whole municipality (Business) | One file at a time |
Who sees, who changes and what was done — always traceable
Municipal projects contain budgets, contractors and decisions not yet made public. Access is checked on every request. Permission levels and the decision log come with every plan; the audit log, versions and workspaces are in the Business plan.
Role-based permissions
Three permission levels: Viewer, Editor and Admin. Leadership or a council member can be a Viewer — they see and comment but can't change anything.
Workspaces
Departments or subordinate institutions in separate workspaces; a role profile sets which modules a user can see or edit.
Audit log
Major changes, decisions, risks and approvals on one timeline, with who and when.
Decisions and versions
Decision log and version history with restore — you can see how the plan evolved and why.
Encrypted connection
All traffic over HTTPS with HSTS; every request checks that the data belongs to an environment the user has access to.
Data export and GDPR
“Export my data” downloads a copy of your personal data, “Delete my account” removes the account; the project document exports as PDF or DOCX.
If your organisation has data protection or information security requirements you'd like to go through before adoption, write to us — we'll answer question by question. Contact →
The right methodology for a municipal project
PRINCE2 or a phased Waterfall with clear stages for investment and multi-part projects; milestones and Gantt give the council traceability. Switching methodology never changes the project's substance.
Start with one real project, not the whole organisation
New software doesn't have to be rolled out across the whole organisation at once. The fastest way to see the value is to take one current or planned project and run it through Projektiassistent.
One project
Pick your next investment or grant project and build its plan. The trial lasts 14 days (up to 3 projects) and no credit card is required.
Pilot with the team
Invite the project manager, finance manager and leadership — each with their own permissions. The first status summary shows whether it saves time.
Whole organisation
If the pilot works, bring the remaining projects into the portfolio on the Business plan and separate departments or institutions into workspaces.
Frequently asked questions from municipalities
Is Projektiassistent suitable for a small municipality?
Yes. You can start with one project and a couple of users — the Standard plan covers Gantt, risks, budget, the AI plan and up to 20 active projects. When there are more projects and departments, the Business plan adds the portfolio view, workspaces, role profiles and up to 100 active projects. Size isn't the requirement; the requirement is having more projects than one person can keep in their head.
Can we run several projects at once in the same workspace?
Yes. The Business plan's portfolio view shows every project on one screen: each carries a health score (on track, monitoring, at risk, blocked), overdue tasks and risks show up as signals and dependencies between projects are mapped — so a slip in one project doesn't surprise the others.
Is it suitable for grant projects?
Yes. Funding conditions and the measure's web address can be entered when the plan is drafted, permits and the funding decision can be recorded as milestones for approval, and the AI prepares a structured application from the same plan (3 a month on Standard, unlimited on Business). VAT is calculated separately for every cost line. Final eligibility is always decided by the implementing agency.
Can leadership and the council get an overview without learning the system?
Yes. Leadership can be given Viewer access to see and comment on a project without changing anything; on the Business plan they also get the portfolio view. For the council or a committee, the AI drafts a status summary and the project document can be shared as PDF or DOCX.
Can different users have different permissions?
Yes. Sharing a project has three permission levels: Viewer, Editor and Admin. The Business plan adds workspaces per department or subordinate institution and role profiles that set each module's level (none, view, manage). A share can be removed at any time.
Does Projektiassistent replace document management or accounting?
No. It is a workspace for planning and managing projects — plan, schedule, budget, risks, decisions and reports. On the Business plan it connects to existing systems through API tokens and webhooks, sends notifications to Slack or Teams and puts deadlines in your calendar via a calendar feed.
How is our data protected?
All traffic is encrypted (HTTPS and HSTS) and access is checked on every request; on the Business plan, changes are recorded in the audit log with who and when. Users can download a copy of their personal data and delete their account. Data processing is described in detail in the privacy policy.
Can we start with a single project?
Yes — and that's the most sensible way. The trial lasts 14 days, includes up to 3 projects and 20 AI requests and requires no credit card. Business plan features (portfolio, what-if, workspaces) are not part of the trial — if you'd like to see them and your own project first, request a demo through the contact page.
Let's make your next project decision-ready
Try 14 days free — 3 projects and 20 AI requests, no credit card required. Want to see how it looks with your own project first? Request a demo.