The cockpit for ERP and transformation programs.
Work packages, phases and Gantt, status feedback, earned value and quality gates, time tracking with daily rates – and the steering committee deck as PowerPoint at the push of a button. Right through to the invoice with QR bill. One tool, the same figures. Elwin, the assistant, guides the set-up; offer calculation and consultant profiles come built in.
Swiss hosting · tenant isolation · 2FA · PowerPoint at the push of a button
How it works.
Six steps from the offer to the invoice – no spreadsheet chaos, no late-night slide decks.
- 1
Calculate
Sales simulates the offer: company codes, greenfield or brownfield, rollouts, rates – effort, price and staffing compute live.
- 2
Structure & baseline
Won? One click turns the calculation into the project with baseline 0. Or set up workstreams and packages by hand or via Excel.
- 3
Capture actuals
Consultants book in the week grid, or you import from your existing timesheet system. Approval by the project manager.
- 4
Steer
Status, progress and forecast per package in the feedback hub. Earned value, early warning, risks and quality gates run automatically.
- 5
Report
Steering deck at the push of a button, a dashboard for every role – the same figures, the same formulas.
- 6
Invoice
Approved hours and due milestones become the invoice – PDF with QR bill, dispatch, payment received, journal for the accounting.
For both sides of the table.
Whether you implement a software or have it implemented: Wilvista runs the program where vendor and customer meet – in the steering committee.
Vendor & consulting side
- Several customer projects, tenant-separated in one instance
- Consultants book time on the work package; rates, blended rates and billability included
- Steering committee deck in the customer's corporate design – at the push of a button
- SAP Activate quality gates as proof of method compliance
Customer & sponsor side
- An independent view of budget, dates and risks – not the vendor's
- Import external effort, value it with your own rates, approval by your project manager
- Earned value shows early whether the program delivers what the plan promises
- HERMES phases for public-sector projects, your own method for everything else
Everything a program needs.
Steer, report, capture time – three building blocks carry the program; everything else is already built in, not bolted on.
Every package, every date, every risk – one picture.
- A structure that carries: project → workstreams → scopes → phases → work packages with budget, dates and baseline – baseline 0 from the calculation, later baselines with history.
- Status feedback instead of status meetings: progress, expected completion and remaining effort per package – the Feedback Hub shows what is missing, the home page the traffic light per project.
- Gantt and risks in one picture: bar chart across project, workstream, phase and scope – aggregated or per package; risks in the 5×5 heatmap with mitigations and owners.
- One portfolio, all projects: health score, budget deviation, delay and progress per project – the global filter applies in every view.
See deviations before they get expensive.
- CPI, SPI, EAC and remaining effort per package, workstream and project – computed continuously from the status reports, no post-processing.
- Rule-based early warning: delay clusters, stagnant packages, budget outliers – translated into traffic lights, health score and recommended actions.
- KPI cockpit, deviation matrix, trend and baseline history – filterable by project, workstream, scope and phase, live without reloading.
From dashboard to board – one click.
- Management summary, health score, budget & dates, risk heatmap, quality gates, milestones – as a finished PowerPoint file.
- Corporate design per tenant: backgrounds, colours and logo are stored once – every deck looks like the customer's own.
- Same figures as the dashboard: what the deck shows, you see live beforehand – plus PDF, Excel and CSV.
Hours that turn straight into actual costs.
- Week grid per consultant: hours per work package and day, comment, billable – a week in two minutes.
- Submit and approve: the project manager approves or returns with a reason; the home page shows everyone what is pending.
- Import from any external system: time bookings and costs per package via Excel template – preview, error list, then commit.
- Valued in money: personal rates, blended rates per package or fixed prices, several currencies with exchange rates.
From time entry to invoice – without a second tool.
- Open work at a glance: approved hours per project and workstream, milestones that are due – the project manager selects and creates the draft.
- Lines per workstream and rate, expenses, lump sums, discounts; VAT logic (standard, exempt, reverse charge), several currencies at a frozen rate.
- PDF with Swiss QR bill, archived with a checksum, e-mailed to several recipients or printed for the window envelope; pro forma first, credit note on cancellation.
- Record payments, see what is overdue, export the journal to Bexio, Banana, Abacus or Sage.
A ticket desk for your customers – and one to us.
- Statuses with a clear owner: every status says who is in the lead – you or the customer. Replies move the ticket automatically; you order the statuses by drag & drop.
- Customer portal with ticket users: your customers sign in on the normal sign-in page and see their tickets only – no projects, no figures, no licence seats.
- Internal notes, labels, SLA: comments for your team only, free assignment (Consulting, Accounting …), first-response targets per priority with a traffic light, attachments, watchers by e-mail.
- Support for Wilvista in the same window: your ticket to us with number, priority and response time – ideas and bug reports stay the roadmap.
Method compliance you can prove.
- Templates for SAP Activate and HERMES, freely named per project; waves group several rollouts.
- Check steps per gate with result, comment and owner – the maturity per phase is computed automatically.
- 1:1 Workstream status: traffic lights per workstream and month for the conversation with the workstream lead, with history.
Elwin guides the set-up – so every project stands clean before the first hour is booked.
- Step by step: project, workstreams, phases, work packages, project manager, team and daily rates – Elwin shows what is missing, jumps to the spot and measures progress as a set-up score per project. One click away in the main menu, on every page as a button.
- Coaching as you type: a new work package is checked right in the form – telling name, deadline, budget in person days, phase, scope, dates inside the phase window. Hints only, never a block.
- People and clients too: who has no role yet, which project no lead, which consultant no rate – and, for the operator, the onboarding of every client. Rule-based, no external AI: nothing leaves the system.
- Quality check with your rules: twenty checks – from the 2FA policy through packages without scope or phase to overdue status feedback – with score, history and fixes right from the finding. Rules, severity and thresholds are set per client, nothing is hard-coded.
The current CV when the customer asks – in minutes, not days.
- One profile per person: project references with role, period, tasks and modules used, skills with level 1–5, employment, education, languages and certificates – maintained by the consultants themselves, released by the admin.
- Word, PDF and PowerPoint in your corporate design: two layouts, letterhead, logo and accent colour per client, slides in the client's PPT design – one profile or a team deck for the offer. Templates fill what is still missing – every profile looks like it came from one hand.
- Anonymised at the push of a button: consultant code instead of name, no photo, customers generalised – exactly what procurement departments in Germany ask for. Every export in the audit log.
And this is already built in.
Interactive Gantt
From day to decade level, grouped by phase or workstream, baseline vs. forecast.
Risk heatmap 5×5
Probability × impact, mitigations and owners, top risks in the deck.
Notifications
In the app and by e-mail on assignment, submission, approval and due gates.
Tenants & roles
Super admin, client admin, project manager, consultant and sales – everyone sees only what is assigned to them; prices only where allowed.
Costs in money
Currencies per project, exchange rates, rates with validity – person days and money in one view.
Exports & templates
Excel and CSV for every analysis, import templates for packages, time and costs, PDF export.
German & English
Language per user, guided tours per role, manual, search across everything with “/”.
Audit log
Every change with actor, object and details; login log with IP; role switches recorded.
Quality, verifiable
Self-test, isolation audit and smoke test run on the installation itself – green means green.
Consultant profiles (CV)
References, skills and certificates per person, templates per client, export as Word, PDF or PowerPoint – in full or anonymised with a consultant code.
Elwin, the assistant
Guides step by step through project set-up, work packages, team and client onboarding – with a set-up score per project and hints right in the form. Rule-based, no external AI.
Price the offer before the project exists.
Sales plays with company codes, greenfield or brownfield, country rollouts, daily rates and surcharges – every change recomputes effort, price, duration and staffing instantly. Won? One click turns the calculation into the project with baseline 0.
Template by SAP Activate
Six phases, nine workstreams, around 130 typical consultant activities with base effort; sub-project lead and project management as percentages – calibrated per client.
Levers instead of spreadsheet chaos
Company codes, approach, rollouts, factors per stream and phase, daily rates per role, contingency, expenses, discount – person days, money and FTE in one matrix, activities editable per cell.
Versions, comparison, offer sheet
Freeze scenarios and see deltas per stream; offer sheet as PDF and Excel with five sheets – all from the same calculation engine.
Project with baseline 0
Workstreams, work packages with effort and dates, phases and blended rates are created from the calculation – deviations are measurable from day one.
From offer to steering – without a media break.
Calculate
Play through scenarios, freeze versions, compare deltas.
Offer
Offer sheet as PDF and Excel – price build-up, staffing, assumptions.
Create project
One click: 9 workstreams, 137 work packages, dates, rates – baseline 0.
Steer
Actuals, earned value and early warning measure against exactly this baseline.
Sales accounts see only the calculation; project managers contribute when enabled; consultants never see prices or daily rates.
Uncompromising data security.
Your project data is sensitive. That is why Wilvista was built to the security standards of banks and consulting firms. Sign-in the way your IT department expects – configured per tenant, no third-party services in between.
-
Single sign-on (OpenID Connect)Sign in through the company's identity provider – Microsoft Entra ID, Google Workspace, Okta or any other OIDC provider. Configured per tenant, optionally mandatory with an emergency entrance for administrators.
-
Passkeys – passwordlessFingerprint, face or a hardware key (WebAuthn / FIDO2) instead of password and code. The key only works on this domain – phishing goes nowhere.
-
2FA & policiesAuthenticator app enforceable per tenant or system-wide, recovery codes, throttling after failed attempts, check against known password leaks, sessions with idle timeout and device check.
-
Granular permissionsRole-based permission system (super admin, client admin, project manager, consultant, sales) – everyone sees only what is assigned to them.
-
Tenant isolation in every queryHard tenant boundary for every role, isolation audit at database level; own rules, own mail sender and own backup per tenant.
-
Audit log & automated checksEvery sign-in, change and import recorded; over 100 checks run before every deployment.
Already a customer? Your direct line to us.
Sign in and open a ticket under Tickets → Wilvista support: subject, priority, attachments, colleagues who read along. Every status says whether we or you are up; replies arrive by e-mail and bell. Your tenant ID (Client Settings) helps us place you at once.
No account yet? The contact form below reaches us too.
| Urgent | system down, many affected | 4 h |
| High | function blocked, no workaround | 8 h |
| Normal | question, error with a workaround | 24 h |
| Low | wish, cosmetics | 72 h |
Frequently asked questions.
Short answers – everything else is for the first conversation.
Can sales calculate offers with it?
Yes. The Calculation module simulates a project by SAP Activate: workstreams, phases and typical consultant activities with default effort, scaled by company codes, greenfield/brownfield and country rollouts. Daily rates, contingency, expenses and discount are levers; versions, an offer sheet (PDF) and Excel come out of it. The won calculation becomes the project with baseline 0 in one click.
Who is Wilvista for?
Program leads, PMOs and consultancies running ERP or transformation programs with several workstreams, external consultants and a steering committee – SAP and IFS in focus, HERMES projects in the public sector, proALPHA, Infor, Microsoft Dynamics and vendor-independent initiatives alike.
Does Wilvista only work for SAP?
No. The structure of workstreams, work packages, phases and quality gates is method-agnostic: SAP Activate and HERMES ship as templates, any other phase model is set up in minutes.
How do actuals get into the system?
Consultants book hours directly on the work package, or you import bookings from your existing timesheet system via an Excel template. Daily rates per person or blended rates per package value the hours in money.
What is earned value management?
A method that turns progress, effort and plan into figures such as CPI, SPI and EAC so that deviations become visible early. Wilvista computes them continuously from the status reports.
Where is the data hosted?
On Swiss infrastructure, tenant-separated, with two-factor authentication and role-based permissions.
Can we sign in with our company account?
Yes. Wilvista supports single sign-on via OpenID Connect – Microsoft Entra ID, Google Workspace, Okta or any other provider – configured per tenant, optionally mandatory with an emergency entrance for administrators. Without SSO, people sign in passwordless with a passkey (fingerprint, face, hardware key) or with password and authenticator app.
Can we send customers anonymised consultant profiles?
Yes. Every profile exports as Word, PDF or PowerPoint – in full or anonymised with a consultant code instead of the name, without photo and with generalised customer names. Consultants maintain references, skills and certificates themselves, administrators release them; client templates fill what is still missing.
Do we have to train project managers before they can start?
No. Elwin, the built-in assistant, guides the project set-up (workstreams, phases, work packages, team, daily rates), checks new work packages as you type and shows set-up progress per project and checks data quality against configurable rules. He only gives hints, never blocks, and works rule-based without external AI – nothing leaves the system.
Is there a PowerPoint export?
Yes. The steering committee deck with health score, budget, dates, risks and quality gates is generated at the push of a button, in the tenant's corporate design.
Can Wilvista invoice our customers?
Yes. Approved hours per workstream and rate, due milestones, expenses and lump sums become the invoice – with VAT logic, several currencies and as a PDF with Swiss QR bill. Pro forma first, dispatch by e-mail to several recipients or printed, payments and overdue invoices in view, a journal of bookings for Bexio, Banana, Abacus or Sage.
Can our customers open tickets with us – and we with Wilvista?
Yes. The Tickets module gives your tenant its own ticket desk: your customers get ticket users, sign in on the normal sign-in page and see only their tickets. Every status says who is in the lead and replies move it automatically; internal notes stay within your team, labels and first-response targets per priority organise the work. Support for Wilvista runs the same way: Tickets → Wilvista support.
Let's talk about your project.
Tell us briefly about your challenge – we are quick to reply.
- Response usually within one business day
- Spam-protected via Cloudflare Turnstile
- Free, no-obligation initial consultation