Project management and project control

You steer the project. Not the search for the minutes.

Back then, in the Jour Fixe, the standing weekly project meeting, it was agreed to strengthen the extraction over the industrial kitchen. Today the tenant stands on the ground floor, the kitchen may not go into operation like that, and nobody at the table was there back then.

Best of all about a project that has been running for two years.

Recording from the application, demo project.

Where each number comes from stands at the number.

One day
until the first project is connected and open to you.
From the starts so far. Connected does not mean read through: how long a stock grown over years needs to be read depends on its size and its condition.
Over 100
projects have run through AIMI so far, with over a million pages read.
Across acquisition, review, project control and portfolio work, as of August 2026. The weight so far lay on data rooms out of transactions. How many of them were control mandates running over years, we tell you in the conversation instead of letting it look larger here.

The history

The minutes are found by full-text search as well. What came after them is not.

Stage one is the minutes: who promised what, and when. Stage two is everything that was written on the subject afterwards, the Nachtrag to the contract, the report from the specialist designer, the photo from the site. Stage three is the question of whether one of those traces evidences the installation, or whether none of them does. AIMI lays out the chain, every step with its source in the original.

What speaks for it and what against stands side by side. Assessing it is still yours to do. But you assess against a chain and not against a memory.

Who pays after three years is therefore rarely decided by the minutes alone. It is decided by what was written on the subject between then and now.

At the end of your section stands the handover: you pass on the Bauakte, the project file, as complete as you have kept it. After that somebody reads it who was not there, and in a sale the other side reads it.

The history behind one commitment from the Jour Fixe

Reference Status Source
Minutes of 14 March, the commitment On file minutes folder
Change order to the contractor agreement Missing nothing received
Report from the specialist planner Partly missing email attachment, incomplete
Photograph of the sign-off Missing no photo documentation
Reconstructed after the application, with invented documents. No real customer data.

How it runs today, without AIMI

Three things that wander out of the project over the years

Whoever steers a project steers knowledge and work above all. Both lose a piece at every change of hands.

The fire damper from the Jour Fixe

Agreed three years ago, not there today. To begin with that is not a construction question but the question of who promised what, and when.

What turns expensive about it

Liability comes first: who gave the commitment, who accepted it, and which deadlines are still running. Only after that does it become a matter of rectification and redesign, and in the bad case of the project dropping back into an earlier Leistungsphase, an earlier work stage under the HOAI, the German fee scale for architects and engineers.

Nobody at the table was there back then. The Bauherr, the client who is building, remembers it differently from the general contractor, and both remember honestly.

Five parties, five worlds of folders

The architect files differently from the client, the general contractor differently again, and the rest sits in the email.

And on a large project

Then it is not five worlds but fifty: specialist designers, subcontractors, authorities, insurers. Before you start working, you look left and right to see whether something is lying in the wrong place.

The point that thins out over months

In week 12 it stands in the minutes as an open point, in week 18 it is a side note, at some stage it is not in there any more. Done it was not.

And the three rounds

Client, tenant, financier: every round has its own level and its own tone, and in each of them a different part of the same situation gets discussed. Across the rounds nothing may contradict anything else.

We went through with a client what AIMI takes on in a running project: sorting, keeping track, reading against, preparing the report. Her answer came straight away.

“Well, that is all the boring stuff.”

Which is exactly the point. Boring is the task, never the person who does it today.

In four steps

From the stack of minutes to a chain with its source

You set the structure your house works by: the Projektstrukturplan, the project breakdown structure, the Kostengruppen nach DIN 276, the German standard for construction cost groups, the Handlungsbereiche nach AHO, the fields of action in the German project control scheme. AIMI sorts the documents into it and shows every assignment openly, so that you can change it.

Step 01

Connect the project

Email account, SharePoint or folder. What AIMI cannot place, it shows you instead of filing it somewhere.

Step 02

The history stands

Everything in one place, in chronological order, every statement with its source.

Step 03

The open points lie in front of you

Open since when, who last gave the commitment, what has come in since.

Step 04

Report in your template

Your structure, your tables. You review it and release it.

What changes

Five places where the documentation runs along

AIMI keeps the project knowledge in one place, current and with its source, and lays out what is open. What stays with you is what nobody can take off you: coordinating, assessing, deciding, releasing.

The answer in the Jour Fixe, not after it

You ask in plain language and have the answer inside the meeting, together with the place it comes from.

Where the answer comes from

Contracts, minutes, permits, Nachträge, the change orders to the original contract, surveys and correspondence sit in the same project memory. Every answer leads to the marked place in the original document.

The summary does not replace the document, it takes you there. In case of doubt you put the original on the table, not the text on the screen.

The open point that stops disappearing

AIMI compares the minutes across weeks and across rounds and lays out what is open: since when, who last gave the commitment, what has come in on it since.

What the timeline looks like

Contradictions between documents stand next to each other in chronological order, from the first mention to the latest state. Every round keeps its level and its tone, the facts stay the same across all of them.

The Nachtrag next to the original contract

The Nachtrag, the change order, sits within minutes next to the original contract and the whole history behind it, including the minutes in which it was discussed.

Contract, Nachträge, Leistungsverzeichnis, the bill of quantities, and the state of the minutes stand in one view, sorted into your own structure. AIMI puts what is written next to each other. Whether a service really is additional is your decision. The machine comparison of many tenders against the Leistungsverzeichnis is a different thing and stands further down under the outlook.

The report in your template, not in ours

The draft stands in the template you deposit. You read against it, change what is missing for you, and release it.

What AIMI does not do here

Write freely. The template is filled field by field, a fill-in-the-blanks text instead of a freely composing model. From example reports AIMI learns the form: the order of chapters, the sentence construction, the tables and the phrases that always read the same.

Export one to one to Word, PowerPoint and Excel, with your logo, your colours, your markings. No report goes out without your release.

AIMI comes to where you work

You stay in Outlook and Word. AIMI reads along where you let it, and stays quiet otherwise.

Add-ins for Outlook, Word, Excel and PowerPoint, so that the answer stands where you are writing anyway. If an assistant is already running in your house, AIMI can be connected to it read only, separated by project.

From here on it is an outlook

The work nobody wants to do

The Projektstrukturplan, the project breakdown structure nobody looks into in the end and everybody still wants to see. The list of parties involved that no longer holds three weeks after the project starts. The monthly report that gets written at the weekend, because there is no window for it during the week.

That is what the project management agents are there for, one per task: the minutes in your own pattern, the Projektstrukturplan, the list of parties involved, the task list.

And the one we care about most: many tenders held against the Leistungsverzeichnis, position by position, every deviation with its place in the tender.

Everything on this page up to here runs today. These agents do not: they are currently released to development partners only, and we do not promise a date for them.

”Meeting minutes and the Projektstrukturplan used to cost me hours every month. Now it is a matter of minutes. I still have to sign them off, but they are there.”

An early user from this round. One case, not a rate, and this state of things is not the one you can book today.

We would rather say that now than in the demo. What runs today you see on your own project.

Where AIMI stops

Three sentences we would rather say now than in the demo

AIMI does not coordinate people

It does not call the specialist designer, it does not enforce a deadline and it does not negotiate a Nachtrag. It lays out the situation, with its source and its history.

What AIMI could not read, it reports

A scan without text recognition, a handwritten note in the site diary, a drawing without a text layer: whatever stays illegible is reported as illegible. The chain is not assembled silently without that source.

Assessing, releasing and answering for it stays with you. Nothing leaves the project without your release: no minutes, no report, no email to a round.

We do not quote an error rate

We have none that deserves the name, and we do not invent one for it. Instead every statement leads to the place in the original document, so that you check it yourself rather than us checking for you.

And in a dispute

Then you put the document on the table, not our summary. Version control, evidence of release and your IT department's requirements list we go through point by point, instead of asserting them here.

And what it costs

No annual contract and no user licences: whether ten people have access or two costs nothing extra. You pay for what is processed, from a balance you set in advance.

A project that runs alongside for years costs what it reads, not what it stores. We give you the order of magnitude for your case after a short look inside, in the first conversation and not after three meetings.

Before the first minutes get uploaded

What office heads ask us first

What is evidenced stands here. Where the proof is missing, that stands here just the same.

Do our projects stay separate?

Between two houses AIMI separates technically. Inside your own house you steer access per project. We have no server room of our own and we want none: AIMI runs inside the European boundaries of the large providers, under the GDPR.

Does the tenant see what was reported to the financier?

No. Inside one project every group of recipients sees only the content of its own round, exactly as you release it. That is not double communication, that is the level of addressee you serve every week anyway.

Has an IT department already reviewed you?

Yes, in full, at a corporate group with several hundred employees. Instead of talking about it here, we go through your requirements list point by point, in writing, before you decide. Whether we may put you in touch with a house that has been through the process with us is that house's decision. Ask for it, and we will ask there. What your IT department needs for its approval we put in front of you in writing, before you decide.

How long do the project data stay with you?

A retention period stands here once it stands in the contract. Tell us which one your house requires, and you get the answer in writing before you decide.

European data centres Processing agreement under Article 28 Separated by company No model training on your data
Where AIMI sits in the AHO scheme, and where Leistungsphase 8 begins

You know the scheme better than we do, so the question worth answering is where AIMI sits inside it. AHO Heft 9, the standard German scope of services for project control, sorts the mandate into five Handlungsbereiche, fields of action: organisation, information, coordination and documentation; qualities and quantities; costs and financing; deadlines, capacities and logistics; contracts and insurance. Alongside them run the five Projektstufen, the project stages from project preparation through design and procurement to completion.

AIMI works in the paperwork of those fields, so in the documentation and in the contracts with the Nachträge that belong to them. Costs, deadlines and qualities it reads out of the documents and shows with their source. It does not steer them. The steering, the coordination and the decision stay with you.

And the boundary that gets mixed up most often: the Projektsteuerer acts on behalf of the Bauherr, the client, while the Objektüberwachung on the ground, the supervision of the works, is Leistungsphase 8 of the HOAI, the German fee scale for architects and engineers, and is the architect's work. AIMI does not stand on the site. It reads what the site writes down.

And where does the next generation still learn the craft?

The first draft minutes anyone writes are bad, and that is exactly where you learn what matters in a set of minutes. That round we do not take off your junior staff. What an agent takes off them is the twelfth repetition, not the first.

Listening and setting priorities under time pressure is learned only by sitting in the room anyway. What changes is the number of projects on which they practise it in the same time.

How does the first project start?

Best of all with one that has been running for two years, with the usual worlds of folders and a stack of minutes nobody sorts any more. Setting it up takes a day, after that AIMI reads in the background.

What you show of it is your decision: on request we work with anonymised documents or with our own, until confidentiality is settled. The first project runs alongside your usual way of working until your team trusts the result.

Is there anyone already working this way?

A Projektsteuerer sits in the Jour Fixe. The Bauherr asks about the state of an agreement, and the room starts to remember. He had the answer with its source before the room had decided who would follow it up.

More detail about this case we are not allowed to tell publicly. Ask for it in the conversation, and we will ask that house whether it is willing.

Show us a project you have known for a long time.

Put three questions to it that you could not answer in the last Jour Fixe. Whether AIMI gives you the source for them, you see in the first half hour or not at all.

If you want to speak to somebody who works with it beforehand: ask for it. Whether we may put you in touch is the customer's decision, not ours.

15 minutes on the phone

Leave your email address and we get back to you to arrange a time. No documents needed for that.