External IT project leadership · project-based or interim

Bringing IT projects safely to the finish.

From analysis and scoping to rollout, change and stabilisation.

We take on IT project management exactly where many projects stall: at clarity, coordination and accountability. With structure. With cadence. With responsibility.

PASSION4IT workshop: a Gantt chart titled "Rollout Plan IT Transition" on the wall, the team analysing milestones and dependencies.

At a glance

Who takes the lead when nobody in house is free.

We take operational charge of your IT project: as external project leadership, as an interim fill for an open position, or as fractional IT leadership alongside day-to-day business.

Service
External IT project leadership and interim project management

From analysis and scoping through rollout and change to stabilisation after go-live, including steering your service providers.

Models
Project-based, interim for a period, or fractional IT leadership

We do not quote a blanket day rate, because it says nothing without knowing the project.

Entry point
Digital Check at a fixed price of €3,950

Useful when it is still open how much steering the project actually needs.

Start
Two to four weeks after the first conversation

Faster for a project already off track, where the assessment comes first.

Who it is for
Mid-sized companies with 20 to 1,000 employees

Businesses without their own project leadership, or with a vacancy they cannot fill right now.

Region
Bavaria and the DACH region, on site and remote

Based in Viechtach in Lower Bavaria.

If you need steering permanently over several years, hiring is cheaper. We say that too.

Problem

Projects rarely fail on the technology.

They fail on unclear scope, missing decisions, weak coordination and absent change management. That's exactly where we start.

  1. 01

    Unclear project scope

  2. 02

    Too many stakeholders, no steering

  3. 03

    No clean decision logic

  4. 04

    No effective change management

  5. 05

    Rollout is underestimated

What you get

What we deliver inside the project.

We steer projects so they work technically, organisationally and humanly. Not just on the plan. In real operations.

  • Project analysis and target picture
  • Scoping and prioritisation
  • Stakeholder management
  • Project planning and coordination
  • Change management
  • Rollout support
  • Stabilisation after go-live

How we work

How we move projects forward.

We first clarify what really needs to be achieved. Then we create transparency around risks, dependencies and decisions. Then we coordinate execution and keep the project on a steady cadence.

  1. 01

    Analysis and goal clarification

  2. 02

    Define scope and milestones

  3. 03

    Structure stakeholders and dependencies

  4. 04

    Coordinate execution

  5. 05

    Accompany rollout and follow-through

BAFA funding

Up to 80% subsidy on your consulting.

PASSION4IT is registered as a consulting firm with BAFA, Germany's Federal Office for Economic Affairs and Export Control (consultant ID 222542). Through the federal program "Förderung von Unternehmensberatungen für KMU", consulting costs of up to €3,500 per engagement are subsidized — as a direct, non-repayable grant.

50%
Subsidy in the former West German states, Berlin, and the Leipzig region — up to €1,750.
80%
Subsidy in the former East German states plus the Lüneburg and Trier regions — up to €2,800.
  • Eligible: small and medium-sized enterprises and liberal professions under the EU SME definition, based or with a branch in Germany.
  • Up to five funded consulting engagements per company through the end of 2026, with a maximum of two per calendar year.
  • Applications are submitted online via the BAFA platform and must be filed before the consulting starts — the offer and consulting contract are only signed after approval.
  • We guide you through the entire application process — from filing to the final proof of use.

Whether your project qualifies is something we clarify in the first conversation. Review and approval rest with BAFA.

More about the program at BAFA

Less friction. More accountability.

That's the difference between a project that keeps people busy and a project that has impact.

FAQs

What does an external IT project manager do?

They run the project operationally: settle the scope, coordinate service providers and departments, keep budget and deadlines under control, manage risks and stay accountable until the result is live in the business. Unlike a consultancy that hands over recommendations and leaves.

Who takes over IT project leadership when we have nobody in house?

We do, as external project leadership for a period. There are three usual routes: project-based for a defined initiative, interim to bridge a vacancy, or fractional IT leadership for companies that need steering permanently but not a full position. We can usually start two to four weeks after the first conversation.

Do you also take on sub-projects?

Yes — provided the role is clear and the contribution to the overall outcome can be cleanly defined.

Do you work strategically or operationally?

Both. We think strategically and work operationally enough to actually move projects forward.

Do you support change management as well?

Yes. Change management is a central piece, not an optional add-on.

Which kinds of projects does this fit?

IT, process and transformation projects with relevant interfaces to management, business units and external delivery partners.

What does external IT project management cost?

We bill in three models: project-based for a clearly bounded initiative, interim for a fixed period, or as fractional IT leadership. We deliberately do not quote a flat day rate, because it says nothing without knowledge of the initiative. There is a defined fixed price for the Digital Check as an entry point: 3,950 EUR for the assessment that surfaces the actual steering need.

View the Digital Check
What does a project with you look like in practice?

Four steps. First, analysis and mandate with goal definition and clear responsibilities. Second, planning with milestones and risk assessment. Third, operational delivery including steering of the involved service providers and reporting to management. Fourth, go-live and handover, so the result holds up in daily work.

How are you different from a systems house?

We sell no licences and no hardware, and we earn nothing on the solution that ends up being introduced. That lets us steer providers vendor-independently and advise against a purchase even when one looks obvious. A systems house is the right partner for operations and technology; we are the right partner for the steering above it.

When is external project management better than a permanent hire?

When the need is time-limited, when the role cannot currently be filled, or when an initiative is coming up for which the in-house experience is missing. Where steering is needed permanently over several years, a permanent hire is cheaper, and we say so.

How quickly can you start?

Usually within two to four weeks of the first conversation. For a project already in trouble it is faster, because the first step is an assessment rather than the full mandate definition.

Do you also steer our existing service providers?

Yes, and it is one of the most common reasons we get called. We act on the client side, check delivery status against the contracts and run the coordination between multiple parties. Existing contracts remain untouched.

What if a project is already in trouble?

First a sober assessment of scope, dates, budget and open decisions, usually within two weeks. From that comes a proposal on what to rescue, what to re-cut and what to stop. That recommendation can also be to end the initiative.

Is this eligible for BAFA funding?

The consulting share can be. For the Digital Check as an entry point, BAFA funding reduces your own contribution to 2,200 EUR in the western and 1,150 EUR in the eastern German states. Ongoing operational project management is generally not covered by consulting funding. The application must be filed before work starts and requires an ELSTER business account.

If your project shouldn't just start but actually arrive, let's talk.

We bring structure, focus and execution power into complex initiatives.