Case study: a custom project management tool with BSC, OKR and AI
Strategy lived in slide decks. KPIs, budgets and approvals lived somewhere else. One Piece Consulting built a custom project management tool that links BSC and OKR goals to daily work, spending and sign-offs, with a built-in AI assistant.
Key facts
- Client: An enterprise organisation (name kept private)
- Product: Custom project management tool
- Frameworks: Balanced Scorecard and OKR, configurable
- Hierarchy: 7 layers, objective to subtask
- Performance: KPIs, targets, actuals, achievement, budgets, expenses
- Governance: roles, approval chains, evidence, audit trail
- AI: built-in assistant with natural-language chat
- Delivered by: One Piece Consulting, Dubai
A clear strategy, but no line to daily results
The hard part was never writing the strategy. It was proving that everyday work moved it forward. Leaders couldn't see how projects, KPIs and spending added up to the goals they had set.
What wasn't working
- Strategy in presentations. Objectives were set once a year and then sat in slide decks.
- Projects tracked on their own. Project tools had no link back to the goal each project served.
- KPIs spread across reports. Targets and actual results lived in different files and owners.
- Budgets and approvals apart. Spending and sign-offs ran in separate, disconnected workflows.
- Time lost on updates. Teams spent hours chasing status updates instead of delivering.
What the organisation needed
- One place for strategy, execution, performance and governance.
- Freedom to use BSC, OKR or its own structure.
- Proof of progress leaders can trust.
- Room to fit different departments and reporting lines.
A custom project management tool, from boardroom goal to subtask
We built a configurable web platform that connects planning with day-to-day work. Every task now traces back to the objective it serves, and every objective shows its KPIs and budget beside it.
The 7 configurable layers
Strategy frameworks: BSC and OKR
Organisations choose the Balanced Scorecard, OKRs or their own model. The framework is set up, not hard-coded, so it can change as the management approach changes.
Execution: programs to subtasks
Strategic objectives link down to programs, projects, phases, milestones, tasks and subtasks. Each person sees what they own and how it serves a goal.
Performance: KPIs, budgets and dashboards
KPIs, targets, actual results and achievement are calculated next to the work they measure. Budgets and expenses sit in the same place. Executive dashboards show performance, project progress and spending together.
Governance: approvals you can trust
Role-based access, approval chains you can configure, evidence-based completion and a full audit trail. A central Work Hub holds every task and approval in one queue.
What changed for leaders and teams
The platform brings management activities that used to be separate into one connected structure.
| Activity | Before | After |
|---|---|---|
| Strategic objectives | Slide decks, reviewed once a year | Live in the platform, linked to the work that delivers them |
| Project tracking | Separate tools with no link to goals | 7-layer hierarchy, from objective down to subtask |
| KPIs | Scattered across reports | Targets, actuals and achievement calculated in one place |
| Budgets and expenses | Tracked outside project work | Shown next to the projects that spend them |
| Approvals | Disconnected workflows | Configurable approval chains in one Work Hub |
| Proof of completion | Status updates by message | Evidence attached and checked, with an audit trail |
| Finding information | Clicking through menus and files | Ask the AI assistant in plain language |
A built-in AI assistant for everyday questions
The platform includes its own AI assistant. Users ask questions in plain language, find organisational information and work with supported workflows through chat. It's part of our wider AI automation services.
Questions users can ask
Need strategy and delivery in one system?
Tell us how you plan and track work today. We'll show you what a connected platform could look like.
One connected platform from strategy to delivery
The platform gives the organisation more visibility, accountability and control, from boardroom objectives to everyday delivery.
Leaders view objectives next to project progress, KPI performance and budget use, across departments.
Teams manage assignments, submit evidence, handle approvals and track who owns what, in one consistent structure.
Evidence-based completion, approval chains and audit trails mean reported progress can be checked.
The AI assistant sets a base for making more information and workflows available by chat over time.
OKR software or a custom project management tool?
Ready-made OKR software is the right choice for many teams. A custom build is worth it when your structure, approvals or data don't fit a standard tool.
| Question | Off-the-shelf OKR software | Custom project management tool |
|---|---|---|
| Time to start | Days to weeks | Longer: discovery, design and build |
| Frameworks | Usually one model | BSC, OKR or your own, configurable |
| Hierarchy and approvals | Fixed by the vendor | Built around your structure |
| Budgets and evidence | Often limited or add-ons | Part of the core design |
| Links to your systems | Vendor's integrations | Built for your systems, including Odoo |
| Ownership | Subscription to the vendor | Your platform, your roadmap |
Already run Odoo for finance or HR? A custom tool can be built to work with it, so the same data isn't typed in twice. We also deliver Odoo implementation in the UAE: see how Milele Car Rental runs its fleet on Odoo, or read how Mohsyn cut admin by 60%.
Custom project management tools: common questions
What is the difference between a Balanced Scorecard and OKRs?
A Balanced Scorecard (BSC) measures strategy across fixed perspectives, such as financial, customer, process and growth. OKRs set a few ambitious objectives with measurable key results, usually each quarter. BSC suits long-term planning. OKRs suit fast, focused goals. Many organisations use parts of both.
Can one platform support both BSC and OKR?
Yes. In this project we built the framework layer to be configurable, so an organisation can run BSC, OKR or its own structure. Objectives then link down to programs, projects, milestones and tasks in the same system.
Should we buy OKR software or build a custom platform?
Off-the-shelf OKR software is quicker to start and works well for standard goal tracking. A custom platform makes sense when you need your own hierarchy, approval chains, budget tracking or links to internal systems. We help you compare both honestly before any build starts.
How does an AI assistant help with strategy management?
The assistant lets users ask questions in plain language, find information across the platform and work with supported workflows by chat. People spend less time clicking through menus to find a KPI, a task or an approval.
What is evidence-based completion?
It means a task isn't marked done on someone's word alone. The person attaches proof, such as a file or a report, and the right approver checks it. Every step is saved in an audit trail, so leaders can trust the progress figures.
Can a custom project management tool connect to Odoo?
Yes. A custom platform can be built to work with the systems you already use, including Odoo, so budgets, expenses or people data aren't typed in twice. We map what needs to sync during discovery, before any build starts.
How much does a custom project management tool cost?
It depends on the number of users, the layers and approval chains you need, the dashboards and reports, the AI features and the systems it must connect to. After a free discovery call, we send a written scope with the cost, so you know the number before any build starts.
Related: AI automation services in the UAE · All case studies · Book a free consultation
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