PMflex – Project management with a system

How the BVA is modernising administration

In times of growing demands on public administration, professional project management is becoming a key factor for efficiency, transparency and quality. With PMflex, the Federal Administrative Office (BVA) has created a practical, modular and connectable project management system that not only relies on proven methods, but also takes into account the special challenges in the context of public authorities.

What is PMflex?

PMflex stands for a holistic project management standard that has been developed specifically for the needs of public administration. The aim is to support project managers in federal authorities in implementing projects in a plannable, controllable and successful manner – regardless of project size or complexity.

The method is flexible (hence the name) and modular in structure. It comprises four central areas of activity:

• Project management
• Programme management
• Portfolio management
• Agile project management

These four disciplines are supported by guidelines, checklists, templates and method modules. In addition, there is a comprehensive range of training courses, including e-learning.

The methodology: Adapting the tried and tested, integrating the new

PMflex is based on established frameworks such as PM² (the European Commission's project management method, specially tailored to the needs of public administration) and the S-O-S method (a quality assurance methodology developed by the BVA specifically for large-scale projects). This combination enables PMflex to combine international standards with practical adaptation to everyday life in German public authorities.

A central component of PMflex is the so-called tailoring model, which involves adapting the methods precisely to the respective project context. Each project is classified into one of three size categories (S, M, L) based on criteria such as size, complexity and strategic importance. For each of these categories, PMflex offers specific tools and recommendations on roles, artefacts and control measures. This enables the tailor-made and standardized implementation of project management processes – a significant advantage in a public administration context.

Practical and compatible

A special feature of PMflex is its focus on user-friendliness and compatibility. The method can be easily combined with other standards, such as agile frameworks like Scrum or strategic portfolio management approaches.

In addition, PMflex is fully compatible with existing specifications, such as the German federal government's IT project management guidelines. Particularly in the context of IT projects within the federal administration, PMflex supports compliance with legal requirements and established standards, for example with regard to documentation, project control and economic efficiency assessments. The method thus facilitates the standard-compliant implementation of projects and helps to ensure transparency, cost-effectiveness and controllability. PMflex fits seamlessly into the existing administrative landscape and supports public authorities in the practical implementation of IT and digitisation projects.

PMflex defines a clear role model that distinguishes between the client and contractor sides. Important roles include project managers, requirements managers and the core project team. Each role has clearly defined responsibilities, which contributes to greater transparency and efficiency.

Another advantage is that all materials are freely accessible and can be used and further developed by other public authorities. This promotes knowledge transfer and standardisation within the federal administration.

PMflex in practice: A toolbox for government projects

The BVA not only developed PMflex, but also tested it extensively. The system is now being used in numerous projects, ranging from small digitisation projects to large interdepartmental programmes.

Thanks to its modular structure, PMflex is suitable for classic waterfall projects as well as agile project structures or hybrid process models. This makes it particularly attractive for public authorities that are currently undergoing digital transformation.

The project life cycle in PMflex comprises four central phases: initiation, planning, implementation and completion. Specific control instruments are used in each phase, such as risk logs, quality checks and regular status reports. This structured approach supports the continuous monitoring and control of project success.

PMflex at adesso

PMflex is also used at adesso, particularly in the area of consulting for public sector clients. As an established IT and project partner for public administration, adesso uses the principles of PMflex to manage projects efficiently, transparently and in line with the specific requirements of the public sector.

PMflex is used successfully as part of our IT consulting and project management services for public administration, but also in the context of digitalisation in administration. In addition to consulting, adesso integrates PMflex into its own project management frameworks and offers tailor-made workshops and training materials for internal and external stakeholders. We use the modularity of PMflex to deploy it in a targeted manner in various projects, which enables the automation of planning and control processes. Through continuous feedback loops with customers, we constantly adapt the tailoring model to new requirements and ensure that project sizes, complexity and official standards are optimally taken into account. This integrated approach enables consistent project control at all levels, guarantees traceability and ensures that regulatory requirements are met at all times. With PMflex, we can tailor our consulting services to different project sizes and levels of complexity while taking established public administration standards into account.

You can find out more about project management offices in public administration in this blog post.

Conclusion: PMflex brings structure and flexibility into harmony

With PMflex, the Federal Administrative Office has taken a significant step forward: the method brings structure, transparency and traceability to project work – without losing sight of the necessary flexibility and adaptability. PMflex is a forward-looking tool, especially for public administration, which is increasingly confronted with complex projects.

The openness of the method, its modular structure and the accompanying training concept make PMflex a real success story for public authorities looking to modernise and professionalise their project management.

All information about PMflex, including access to the guidelines and training materials, is available on the official BVA website.