From idea to a ready public-sector project — with AI
A sectoral development plan, several programmes, EU funding deadlines and reports for leadership, the ministry and the implementing agency — how do you see whether the strategy is really being delivered? Projektiassistent brings the projects of a ministry, agency, state foundation or state-owned company into one workspace: a plan with schedule, budget, risks and owners is ready in minutes, every decision stays traceable, and leadership sees the whole portfolio in one view.
The strategy is approved. Is it actually moving?
The public sector isn't short of plans — it's short of the link between the plan and day-to-day work. The development plan is in one document, projects in other files, and the report is written from scratch every time. Projektiassistent keeps the goal, project, budget and decisions in one place.
Strategy and projects live apart
Development-plan and programme goals are written down, but which projects actually deliver them and how far along they are — everyone knows a little.
Several institutions, one result
A ministry, an agency and a foundation work towards the same goal. Approvals travel by email, and someone's delay only surfaces in a meeting.
The same information in many reports
Leadership, the ministry, the implementing agency and the board all want a report — each in its own format. The project manager writes more than they manage.
The audit asks after the fact
Why was this decided and who approved it? When staff have moved on and agreements sit in inboxes, the answer is hard to find.
Before launch: is the project really ready?
An approved project brief and a decision-ready project are not the same thing. Before launch, goal, activities, owners, budget, approvals 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 approvals, 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 schedule fits the EU funding period — before leadership decides, not while writing the report.
- Net and VAT tracked separately
Cost lines in net and VAT separately, free balance in real time — important when VAT is partially deductible or eligibility depends on the cost type.
What the public sector uses Projektiassistent for
You get a plan built for the specific project, not an empty template. The AI accounts for the field's specifics — links to the development plan and programme, measurable results, approvals from other institutions and funding conditions.
Programmes & strategic initiatives
Development-plan programmes and measures turned into concrete projects — owners, indicators and trackable progress.
E-services & government IT
Registry upgrades and e-service development — stages, testing, dependencies on other systems and rollout.
Policy and legislation rollout
Putting new regulation into practice — preparatory work, communication, training and the transition period in one schedule.
Reorganisations & mergers
Merging agencies, restructuring or redesigning a service — stages, checkpoints and clear accountability.
State foundation programmes
Measures and initiatives run by a foundation — goals, budget and a supervisory board report from the same data.
State-owned company investments
Infrastructure, real estate and development investments — phases, net and VAT budget and risks in one plan.
EU structural fund projects
Activities funded from EU sources — measure conditions, eligibility period and reporting in the plan from the start.
International cooperation
Cross-border and partner-country projects — work packages, partner roles and reporting in English.
Continuity & preparedness
Service continuity plans, exercises and preparedness work — tasks and owners written down before they are needed.
How a public-sector project moves from idea to report
Example: an agency wants to turn a paper-based application process into an e-service, partly with EU funding. The same project goes through every stage in one workspace — nobody has to copy information from file to file.
Idea
“Let's move application processing to an e-service.” You describe the project in a couple of sentences and the AI turns it into a structured draft plan with stages, budget and risks.
Pre-analysis
Programme link, indicators, dependencies on other registries, required approvals and risks are thought through before the project is approved.
Leadership decision
The director general or secretary general sees whether the project is realistic, what it costs, which people it needs and what is still missing. The decision is logged with its rationale.
Funding
From the same plan, the AI prepares a structured application for the chosen measure — goals, activities and budget don't have to be rewritten.
Delivery
Development stages in Scrum or the Gantt view, tasks, owners and risk register. When a partner institution's work slips, the impact on later stages is visible immediately.
Reporting
Status, budget use, decisions made and results — an AI status summary and a PDF or DOCX project document for leadership, the ministry or the implementing agency from the same data.
One institution, several programmes — all in one view
Projektiassistent isn't just for running a single project. In the Business plan, programme activities, development projects, EU-funded projects and internal reorganisations come together in a portfolio where every project carries a health score and cross-project dependencies are visible.
The secretary general, director general, board member or programme manager gets the answers at a glance:
- How are the programme's projects progressing as a whole?
- Which projects are behind schedule or heading over budget?
- Where does one project depend on another — and where does a delay spread?
- Which decisions are waiting for leadership or the board?
- Which projects need my intervention?
What happens when the ground shifts?
In a public-sector project the framework often moves from the outside: an approval drags on, priorities shift or a partner institution runs late. The what-if simulation in the Business plan shows the impact on the project end before leadership decides — not in the next report.
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.
A priority shifts
A new decision moves one activity forward. Resource planning shows each person's open tasks, hours and workload percentage — see who is overloaded and where work can go.
A partner institution runs late
When an approval or another institution's development work is delayed, enter the delay in days and see how far it pushes the project end and whether the project still fits the EU funding period. Simulations are kept in the history.
From the sectoral development plan to a measurable result
A development-plan goal or programme measure 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 actually been done under this measure?”, the answer is there.
- Sectoral development plan
- Programme
- Measure
- Project
- Activities
- Owners
- Budget
- Indicators
- Performance report
- Summary for leadership and the board
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 — for leadership, the supervisory board or the ministry.
- Decision log
Every important decision is saved with its rationale, decision-maker, status and date — the answer survives even when the team moves on.
- Audit trail
In the Business plan, the audit log records major changes with who and when, and earlier versions can be restored. When internal audit or the National Audit Office asks how the project evolved, you can show it.
EU funds and programmes — an application from the same plan
The AI gathers your goals, action plan, budget, risks and team into a structured application for the chosen measure or funding programme. Create several applications per project — 3 a month on Standard, unlimited on Business.
EU structural funds
Cohesion policy fund measures — conditions, indicators and cost categories inside the plan from the start.
Recovery and Resilience Facility
RRF measures — reform and investment outputs and milestones linked to concrete activities.
National and international programmes
Sectoral programmes and programmes applied for directly from the European Commission — applications in Estonian or English; the document language is set per project.
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 or programme authority.
Excel is fine for a table. A programme needs a system.
Excel isn't a bad tool — it just wasn't built to manage a programme, several institutions, dependencies and auditable decisions. Here's where it stops being enough.
| Projektiassistent | Excel | |
|---|---|---|
| Programme status | Live projects that update as work happens | A summary sheet someone updates by hand |
| Dependencies | Dependencies between activities and projects | Limited or none |
| Reporting | AI status summary and a PDF/DOCX document from the same data | Every report written separately |
| Decisions | Decision log with rationale and decision-maker | In minutes and emails |
| Versions | Restorable plan versions and an audit log (Business) | File names like “plan_final_v7” |
| Risks | Risk register inside the project, risk score = impact × probability | A separate sheet, if someone makes one |
| Multiple projects | Portfolio view for the institution or programme (Business) | One file at a time |
Who sees, who edits and what was done — always traceable
Public-sector 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. A board member or partner institution representative can be a Viewer — they see and comment but can't change anything.
Workspaces
Departments, subordinate agencies or programmes 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 who approved what.
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 institution wants to go through information security or data protection requirements before adoption (for example as part of its own risk assessment), write to us — we'll answer question by question. Contact →
The right methodology for a public-sector project
PRINCE2 with clear stages and decision points, or a phased Waterfall, for programmes and multi-party projects; Scrum for e-service development where requirements are refined along the way. Milestones and Gantt give leadership traceability. Switching methodology never alters the project's substance.
Start with one real project, not the whole institution
New software doesn't have to be rolled out across the whole institution 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 development or EU-funded project and build its plan. The trial lasts 14 days (up to 3 projects) and no credit card is required.
Pilot with a department
Invite the project manager, a finance specialist and leadership — each with their own permissions. The first status summary shows whether it saves time.
Whole institution
If the pilot works, bring the programme's remaining projects into the portfolio on the Business plan and separate departments or subordinate agencies into workspaces.
Frequently asked questions from public-sector institutions
Is Projektiassistent suitable for a small agency or foundation?
Yes. You can start with one project and a couple of users — the Standard plan includes Gantt, Kanban, the risk register, budget and AI for up to 20 active projects. When there are more departments, subordinate agencies or programmes, the Business plan adds the portfolio view, workspaces, role profiles, workflow forms with SLAs and up to 100 active projects.
Can we manage all of a programme's projects in one workspace?
Yes. The Business plan's portfolio view shows every project in the programme or institution on one screen: each carries a health score (on track, monitoring, at risk, blocked), and overdue tasks and risks show up as signals. Dependencies between projects are mapped, so the impact of one project's delay on the others is visible immediately.
Is it suitable for EU structural fund and other EU-funded projects?
Yes. The measure's conditions and web address can be entered when the plan is drafted, approvals 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) — in English too, if needed. VAT is calculated separately for every cost line. Final eligibility is always decided by the implementing agency or programme authority.
Can the secretary general, director general or supervisory board 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 board or the ministry, the AI drafts a status summary and the project document can be shared as PDF or DOCX.
Can people from other institutions be brought into a project?
Yes. A partner institution's representative is invited to the project by email and given one of three permission levels: Viewer, Editor or Admin. They only see the projects shared with them, and a share can be removed at any time. On the Business plan, departments or subordinate agencies can be kept in separate workspaces.
Does Projektiassistent replace a document management system or accounting?
No. It is a workspace for planning and managing projects — plan, schedule, budget, risks, decisions and reports; official records management and accounting stay in the institution's existing systems. On the Business plan, Projektiassistent connects to them 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, and can actions be traced later?
All traffic is encrypted (HTTPS and HSTS) and access is checked on every request. Important decisions go into the decision log with rationale and decision-maker; on the Business plan, major changes are recorded in the audit log with who and when, and earlier plan versions can be restored — so you can show internal audit how the project evolved. 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 before involving the whole institution?
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 programme or 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.