More overview, less stress: Rethinking project management in mechanical engineering

Lucas De Jesus Sousa
Apr 23
5 min read

In today's world of mechanical and plant engineering, speed, efficiency, and transparency determine economic success. Project management, in particular, is at the center of this. Demands are increasing: Customers expect on-time deliveries, calculated budgets must be adhered to, and internal resources must be optimally utilized. But this is precisely where problems often arise. Outdated tools, fragmented data sources, and a lack of real-time information make it difficult to maintain an overview and lead to delays, unnecessary costs, and frustration for everyone involved.

The solution? An integrated ERP system specifically designed to meet the needs of the industry: Microsoft Dynamics 365 Business Central .

Why project management in mechanical engineering is particularly challenging

In mechanical engineering, projects rarely consist of clearly defined processes. Rather, they often involve parallel processes, individual customer requirements, assemblies, lengthy procurement processes, and technical changes during the ongoing project. All of these factors increase complexity enormously.

Mechanical engineering projects are also often long-term and involve large investments. Faulty planning can therefore not only jeopardize individual project phases, but also cause the entire project to fail. In addition, companies must respond to ever-shorter delivery times, price pressure, and rising customer expectations.

In addition, multiple departments are often involved – purchasing, design, manufacturing, logistics, and service. When each department works with its own tools or Excel spreadsheets, information gaps, misunderstandings, and time-consuming coordination arise. A central source of information is missing – and this makes agile action impossible.

The answer is Microsoft Dynamics 365 Business Central

Microsoft Dynamics 365 Business Central offers precisely the transparency and process integration that mechanical engineering companies need. This ERP system was specifically developed for small and medium-sized enterprises that place high demands on their processes while still wanting to remain flexible. It digitally maps all project phases and intelligently links them together.

Central project overview

With Microsoft Dynamics 365 Business Central, project managers maintain a clear overview at all times. All project-relevant data – from quotes and orders to time, costs, and material flows – is centrally accessible. This reduces coordination effort, prevents information loss, and creates clarity. Changes to the project progress are immediately visible and documented in a traceable manner.

Real-time resource planning

Which employees are available? Which machines are at full capacity? And which resources will be needed in two weeks? Microsoft Dynamics 365 Business Central enables detailed resource planning in production – with direct links to project planning. This allows bottlenecks to be identified and avoided early on. Staff deployment can also be optimally controlled – regardless of whether internal employees or external partners are involved. Precise cost control in projects

Especially in mechanical engineering, subsequent costing is a tiresome issue. With Microsoft Dynamics 365 Business Central,

Project costs tracked in real time

– including materials, external services, labor costs, and internal services. This allows companies to identify budget overruns early on and take active countermeasures. Target-actual comparisons are also available at the touch of a button.

Production planning seamlessly integrated

Bills of materials, variants, assemblies – production planning with Microsoft Dynamics 365 Business Central takes every detail of a project into account. Direct integration with purchasing and warehousing ensures that required materials are ordered and delivered on time. Furthermore, production orders can be generated automatically, minimizing manual errors.

Keep deadlines reliably

Thanks to digital work breakdown structures, automatic reminders, and real-time data , delivery deadlines can be better planned and met . This increases customer satisfaction, strengthens market position, and avoids contractual penalties. Linking project schedules to resource and material availability ensures that realistic deadlines are communicated and met.

Reporting & dashboards with Power BI

Integration with Power BI enables in-depth analysis – from project runtimes to resource utilization and margins. Decision-makers receive transparent evaluations at the touch of a button . Customized reports can also be quickly created – ideal for internal management or external customer presentations.

Flexibly adaptable for individual processes

Every mechanical engineering company works a little differently. Microsoft Dynamics 365 Business Central can be expanded modularly – for example, with Power Apps or specific extensions for costing, design, or service. The system grows with the company. Adaptations to industry-specific processes can be implemented without in-depth programming – and future developments, such as new business models or internationalization, can also be easily integrated.

Improved collaboration between departments

Centralized data storage and workflow management with Microsoft Dynamics 365 Business Central improves internal communication . Project participants can more easily share information, assign tasks, and track progress. This increases efficiency and significantly reduces error rates.

Automation of recurring tasks

Time-consuming tasks like manual data transfers, duplicate entries, and reminders can be automated. Workflows in Microsoft Dynamics 365 Business Central ensure processes run smoothly – without placing additional strain on the project team.

Typical challenges – and how Business Central solves them

Challenge	Solution with Microsoft Dynamics 365 Business Central
No central overview of ongoing projects	Project center with real-time data and dashboards
Unclear resource utilization	Integrated resource planning production & personnel
Complex project calculation	Automated calculation with real-time data
Material not available in time	Purchasing & warehouse are directly linked to project planning
No transparency about project costs	Live cost control with budget variance warning
Missing reports for management	Integrated Power BI for flexible dashboards
Too many manual intermediate steps	Workflows & automation reduce administrative effort
Poor communication between departments	Unified database & task management improve collaboration

Conclusion: Less coordination effort – more focus on value creation

Microsoft Dynamics 365 Business Central brings order to the complexity of mechanical engineering. Through clear workflows, centralized data, and automated processes, companies gain valuable time and make better decisions. This turns project management into a strength rather than a burden.

In an industry where flexibility and precision are crucial, Microsoft Dynamics 365 Business Central provides a competitive advantage. Projects are implemented more efficiently, employees are relieved, customers are happier, and companies are more successful.