OFFOLIO typical implementation process:
Initial requirements assessment: Engage with stakeholders to define project types, governance standards, integration needs, and key performance metrics.
Account provisioning and system setup: Create organizational accounts, configure user roles, and set permission levels for project and portfolio teams.
Data migration and integration: Import existing project data, schedules, and resource information, and connect OFFOLIO to enterprise tools like Excel, Microsoft Project, Oracle Primavera, and Power BI.
AI and workflow configuration: Tailor automated scheduling, governance templates, reporting formats, and notifications to organizational processes and constraints.
Project modeling and scenario planning: Build sample projects and portfolios using digital twin and simulation features to validate configuration and optimize workflows.
User training and onboarding: Deliver hands-on sessions, documentation, and walkthroughs to equip team members, managers, and executives with platform skills.
Pilot run and feedback: Conduct a test phase on select projects or portfolios, gather user feedback, and fine-tune settings for maximum alignment and impact.
OFFOLIO can be extensively customized to fit specific business needs for both project and portfolio management:
Workflow customization: Users can configure and automate workflows, task progress tracking, project templates, and approval chains tailored to internal processes and governance requirements.
Custom AI and integration: The platform supports flexible API access and can be integrated with existing enterprise tools (Microsoft Project, Excel, Oracle Primavera, Outlook, Power BI, Planisware), as well as custom AI/deep learning models for unique data and scheduling scenarios.
Template and report customization: Customizable governance deliverables, planning templates, dashboards, and reporting formats enable alignment with industry-specific or organizational standards.
Resource and constraint management: Users may fine-tune scheduling and capacity constraints, site occupation rules, milestone relationships, and task dependencies to reflect their real-world portfolio and resource limitations.
Flexible portfolio structuring: Support for multiple projects, prioritization rules, and portfolio hierarchies ensures the platform can be mapped to any organization’s management architecture.
Data visualization: Dashboards, Gantt charts, status, and analytics views are customizable for different teams, management layers, or executive reporting needs.
Real-time notifications, alerts, and report triggers can be set up to match operational milestones and compliance demands.
OFFOLIO provides training and support resources for new users to ensure smooth onboarding and adoption:
Guided onboarding and implementation support are offered during initial setup, including hands-on sessions for configuring projects, portfolios, integrations, and workflow automation.
In-platform tutorials, help documentation, and knowledge base articles guide users through core features like AI scheduling, scenario planning, dashboard use, and custom reporting.
Online training materials and self-paced learning resources are available to help both team members and administrators master the platform’s full capabilities.
Dedicated customer support is provided via chat, help desk, and email for troubleshooting, technical guidance, and best-practice recommendations throughout the adoption lifecycle.
For enterprise deployments, OFFOLIO offers expert-led training sessions, executive workshops, and tailored support packages to accelerate broader adoption and process optimization.
OFFOLIO employs robust security measures to protect project, portfolio, and financial data across its platform:
Data encryption: All data is encrypted at rest and in transit, ensuring information remains secure from unauthorized access during storage and while being transferred between users and systems.
Role-based access control: Permissions can be configured for different user roles, projects, and portfolios, restricting access so only authorized team members can view, edit, or manage sensitive information.
Secure cloud infrastructure: OFFOLIO is hosted on enterprise-grade, industry-standard cloud platforms with established physical, network, and backup security practices.
Audit trails and activity logging: The platform tracks all changes, user actions, and workflow events, providing transparency, accountability, and support for compliance audits.
Integration security: API and integration points with third-party tools (Microsoft, Oracle, Power BI, etc.) use secure authentication protocols and encrypted channels to maintain security standards and data privacy.
Regular updates and patching: Security enhancements, vulnerability fixes, and operational patches are deployed on an ongoing basis to protect against evolving threats and maintain best-in-class safeguards.
OFFOLIO releases updates regularly—typically on a monthly or quarterly basis—delivering new features, security enhancements, and performance improvements to all users. Updates are managed centrally via its cloud infrastructure, allowing for automatic deployment without manual installation or disruption to user workflows. Release notes and in-app notifications inform users of changes and new functionalities, while patches, bug fixes, and security enhancements are applied seamlessly in the background to maintain high levels of platform reliability and safety. This approach ensures organizations using OFFOLIO always have access to the latest capabilities and protections with minimal administrative effort.
OFFOLIO’s policy on data ownership and portability is designed to provide users with clear control and flexibility:
Data ownership: All project, portfolio, and business data entered or generated in OFFOLIO remains the exclusive property of the customer organization; OFFOLIO acts only as a data processor and does not claim rights to user data.
Data portability: Users can export their project documentation, reports, schedules, and portfolio data in standard, machine-readable formats (such as Excel, CSV, or integration feeds), enabling easy migration, analysis, or archiving outside the OFFOLIO platform.
Self-service access: Administrators control permissions for data export, access, and user visibility, ensuring only authorized personnel can retrieve sensitive information.
Data retention and deletion: Upon contract termination or at the user’s request, OFFOLIO supports complete data export and secure deletion of account data in compliance with privacy laws and organizational policies.
OFFOLIO offers flexible terms for scaling up or down to match evolving organizational requirements:
Customers can upgrade their subscription at any time to add more users, projects, or advanced modules, with pro-rata billing adjustments reflecting the new service levels in the current cycle.
Scaling down—such as reducing user licenses, project limits, or downgrading service tiers—can be processed either instantly or at the close of the current billing period, aligning costs with actual usage going forward.
No penalties or hidden fees are charged for adjusting user counts or service levels, allowing organizations to pay only for what they actually use.
Platform administrators can adjust roles, permissions, and resource allocations in real-time to accommodate organizational expansion, contraction, or restructuring needs.
OFFOLIO preserves all project, portfolio, and reporting data during scaling changes, maintaining access and continuity throughout the lifecycle of your subscription.
OFFOLIO’s contract renewal and cancellation terms are structured to provide enterprise customers with clarity and flexibility:
Automatic renewal: Subscriptions generally auto-renew at the end of each contract or billing cycle unless the customer proactively provides notice of termination prior to the renewal date.
Cancellation policy: Customers may cancel services by submitting a cancellation request via the admin portal or by contacting support, typically subject to a notice period specified in the agreement (often 30 days).
Service continuation: Upon cancellation, access to OFFOLIO usually continues until the end of the current paid term, with the contract or license terminating at that point unless otherwise agreed.
Refunds: Prepaid fees for unused periods are typically non-refundable unless specifically stated in the contract or required by applicable law.
Data export and retention: Organizations may export their portfolio and project data before account closure; data is retained for a defined period after termination to ensure a smooth transition and compliance, after which it is securely deleted.
Adjustment at renewal: Customers may modify user counts, service tiers, and module access at renewal, enabling scaling or restructuring as business needs change.
Offboarding assistance: OFFOLIO offers support during data export, account closure, and transition processes at the end of service.
Termination for cause: Immediate contract termination is permitted for material breach, policy violations, or non-payment, with arrangements for secure data handling and transfer included.
OFFOLIO is designed to meet essential compliance standards for secure, enterprise-grade project and portfolio management:
GDPR compliance: OFFOLIO includes mechanisms for user data access, correction, deletion, and export, supporting requirements of the General Data Protection Regulation (GDPR) for privacy and data subject rights.
Role-based access and auditability: The platform enforces role-based permissions, segregation of duties, and comprehensive audit trails, helping organizations adhere to IT governance and internal control frameworks similar to ISO 27001 and Sarbanes-Oxley (SOX).
Secure cloud infrastructure: OFFOLIO operates on highly secure cloud environments with industry-recognized certifications for data protection, redundancy, and operational resilience.
Integration and data handling: All data exchanges, exports, and integrations use secure protocols and encryption, supporting compliance with standards for data integrity and security.
