Project Reporting Process Digitalisation
Client background and business context
Client profile: Privately owned Swiss engineering firm providing a variety of services in the water, construction, and environment sectors.
Project: Cloud application to support the digitisation and automation of the client’s project reporting process.
Aiming for a digital transformation, our client reached out to us in order to digitise and automate their project reporting process, which:
Was done manually company-wide
Emerged through the exchange of printed or e-mailed Excel files by more than 100 project managers and internal stakeholders involved in the process
Could only be executed quarterly due to the fact that it was cumbersome and lengthy
Our collaboration started with the client participating in a service design workshop, from which we extracted valuable insights regarding the client’s project reporting process, its pain points, and how to best address them. The proposed solution was an Office 365 and Microsoft Azure cloud-based application specifically designed around its users and the project reporting process they’re engaged in, providing a modern, intuitive user experience.
Given the fact that it was the company’s first time collaborating with an IT partner, we saw a great opportunity to introduce our client to the right modern technologies that would have a tremendous positive impact on their internal workflows, while also providing a significant, company-wide boost in speed and efficiency.
In carrying out the project, we opted for the agile methodology, with milestone-based delivery according to the priorities identified and set during the service design workshop.
Transparent and constant communication, an essential part of every single project we work on, was once again crucial to being both efficient and effective.
Microsoft Office 365
The Office 365-based application designed and developed by us specifically for the client’s project reporting process resulted in increased efficiency, the elimination of possible human error, and the significant easing of processing information, as well as accurate documenting and archiving options.
More specifically, our collaboration resulted in:
Company-wide modernisation: High volumes of manual, time-consuming, error-prone work were eliminated for more than 100 people.
Valuable insights: Given that the process is now digitised and automated, the frequency with which the company benefits from accurate project reporting has risen from quarterly to monthly.
Increased efficiency: The software application provided is a one-stop shop for documenting projects, enabling employees to quickly and precisely manage incoming data and changes in just a few clicks; specifically, the automation resulted in the reduction of at least 100 days per person per year.
Better collaboration: One of the smart features of the SharePoint-based app is a tab for projects in need of the project manager’s attention – it’s easy to recognise what still needs to be done, while encouraging stakeholders to intervene and help out whenever necessary, making for great teamwork.
Boosted employee satisfaction: The digitisation and automation of the project reporting flow led to significantly less effort for more than 100 employees, who can now turn their attention to more value-adding tasks.
Effortless onboarding: A critical business process is now documented and digitised, making onboarding and knowledge transfer effortless in the future.
Centralised, traceable project reporting: Every change is recorded, every project is archived, available for further checks whenever the need arises; at the same time, the platform provides a history of every action the project has been subjected to, providing all stakeholders with the necessary information; filtering options make navigating through the data easy.
Our collaboration with the client is still ongoing in order to make further improvements to the application.
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