AI Agents in PPM Express act as intelligent assistants that automatically review and interpret project data to deliver meaningful insights. They help project managers maintain quality, improve visibility, and stay proactive by highlighting areas that require attention.
Overview of AI Agent Functionality
AI Agents analyze project information, identify inconsistencies or data gaps, and generate summaries across key project sections. They can also create suggested items directly within project sections such as Risks, Issues, and Deliverables, reducing manual effort and ensuring that important details aren’t overlooked.
By introducing automation and intelligence into your project lifecycle, AI Agents enable you to:
Gain actionable insights by analyzing project data from different perspectives.
Identify potential risks, issues, or deliverables before they impact progress.
Detect missing or inconsistent data to improve accuracy and completeness.
Receive timely notifications about overdue or upcoming work.
Support governance and decision-making through automated monitoring and smart recommendations.
AI Agents don’t just display information, they interpret it. They continuously scan project data, reveal blind spots, and provide clear, data-driven insights so you can make confident, informed decisions and keep your projects on track.
For detailed information about how to enable and use AI Agents, please refer to the article: "How PPM Express AI Agents Work".
Features where AI Agents are used
AI Agents in PPM Express are divided into three groups, and their behavior and location depends on the type of the selected agent:
- Quality Insights agents and Insights agents generate informational cards in the PPM Insights AI section that summarize key findings and provide a clear overview of identified blind spots and insights.
- Identification agents create suggested items directly within project sections such as Risks, Issues, and Deliverables, helping you quickly review and act on AI-generated recommendations.
1. Informational cards in the PPM Insights AI project section.
Quality Insights agents help maintain data accuracy by identifying missing or incomplete information in project fields.
Insights agents focus on project timelines and status, generating cards for items due today, this week, or overdue.
They can run automatically on schedule or manually.
When run, they generate cards in the PPM Insights AI section showing the detected gaps, and you can create Action Items directly from these cards.
2. Generating Project Risks with AI Agents.
Identification agents allow you to create risks for your PPM Express Projects using AI.
They can run only manually.
The Suggested Risks generated by these agents appear directly within the project, where they can be accepted, rejected, or edited before being added to the main Risks section.
Frequently asked questions
Is the AI Agents functionality required for the use of PPM Express?
No, AI Agents is an optional offering to enhance your PPM Express experience. It is not required for the use of PPM Express or even for the use of PPM Express’ other smart capabilities. You can continue using auto calculation of Project, Program, and Portfolio Key Dates and Project tasks, and warnings without using AI Agents. These capabilities are powered by PPM Express’ proprietary machine-learning models.
What AI model is used for AI Agents?
We offer you the opportunity to use a range of AI features developed by PPM Express and based on the underlying models made available by OpenAI (OpenAI LLC, located at 3180 18th St, San Francisco, CA 94110).
An OpenAI model used for generating AI-based content is GPT-4o model by default. Please note that if you use your custom API Key, the GPT-4o model will be used by default unless another model is specified. It is recommended to use models that handle at least 128,000 tokens. Otherwise, some agent executions may fail.
Is OpenAI a subprocessor of my data if I turn AI Agents on?
Yes, if you choose to use AI Agents, you agree to OpenAI being a subprocessor of your data. OpenAI is located in the United States. For more information, please review OpenAI’s data usage policies and PPM Express Privacy Policy.
Do you automatically send my data to OpenAI?
The data is sent if a user specifically clicks the Run/Regenerate button or on data synchronization.
Do you send any Personal Identifiable Information (PII)?
No. PPM Express only transmits the information from your project fields or sections, along with a prompt and a unique identifier, to OpenAI. This identifier is randomly generated and can be traced by OpenAI. No additional user data is sent beyond this scope.
Is my data being used to train and/or improve the OpenAI models?
The transmitted data is not used for training or improving the OpenAI models. However, OpenAI states: "Any data sent through the API will be retained for abuse and misuse monitoring purposes for a maximum of 30 days, after which it will be deleted (unless otherwise required by law)".
What data is transmitted to AI from PPM Express when using AI Agents?
Only project-related field data relevant to the selected AI Agent is sent. No personal user data, authentication details, or tenant identifiers are transmitted. Data is processed securely through the OpenAI API and automatically deleted after 30 days.