WBSO Project Management & Compliance System

01^/06 Project Context

This project was developed for a multinational company participating in WBSO programs, which provide tax deductions for innovation projects.

The existing process relied on Excel worksheets for project tracking and hour logging. Employees often neglected to log hours, delayed reporting for months, or declared hours from memory, leading to compliance risks and missed financial benefits.

To ensure accurate reporting, accountability, and audit readiness, I created a centralized WBSO project management system integrated into the company’s mainframe.

Summary

• Replace Excel tracking with a structured mainframe application.
• Enable team leaders to create, update, and maintain projects.
• Introduce forecasting for hours, expenses, and investments.
• Improve accountability with reminders, escalations, and system-driven notifications.
• Generate government-compliant reports and PDFs for direct submission.
• Provide KPI dashboards for departments, projects, and employees.

02^/06 Challenges

The company’s existing method of tracking WBSO projects in spreadsheets created a lack of accountability, delays in reporting, and significant compliance risks. Hours were often submitted late, incomplete, or inaccurate, jeopardizing both tax deductions and audit readiness. Managers had no real-time visibility, and employees were rarely proactive in logging their contributions.

03^/06 Solution

To address these issues, I developed a dedicated WBSO project management system that automated accountability, enforced compliance, and provided real-time reporting. Employees were guided through timely hour logging, managers gained project visibility, and administrators could produce government-ready reports at any time.

04^/06 Technical Aspects

The technical implementation ensured automation, data integrity, and audit readiness. The solution enforced a maximum of 7.5 logged hours per day across projects, provided KPI dashboards, and integrated notifications directly into the mainframe environment.

05^/06 Compliance Alignment

Compliance was central to this project, given the company’s reliance on WBSO tax deductions. The system enforced timely and accurate logging, ensured data integrity, and provided government-ready reports. This reduced audit risk, improved trust with regulators, and aligned with broader ISMS requirements.

06^/06 Outcome & Reflection

• Employees became accountable for their hours with automated nudges and escalations.
• Managers gained visibility into project progress, hours, and resource allocation.
• Compliance was strengthened with structured reports and consistent data entry.
• Financial impact: accurate hour logging ensured maximum eligible deductions under WBSO.

Lessons Learned

• Automated prompts are far more effective than manual chasing of employees.
• Compliance systems must be designed with reporting formats in mind from the start.
• Integrating KPIs at both managerial and employee levels drives adoption and engagement.