RBtechnologies (Advanta Cloud Project Management System)

2017: Creation of a system for monitoring the effectiveness of consulting and IT projects

As it became known, in March 2017, RBtechnologies decided to introduce the Advant system to automate its business processes.

Project objective

The goal of the project was to scale the company's activities in the markets without losing commercial efficiency of projects, reduce the cost of project administration.

In 2017, due to the growth of the business and access to emerging markets, our company had a need to automate project management processes. To improve the quality of project execution and achieve high results, it was important for us to improve the efficiency of resource utilization, employee time accounting, planning and monitoring of project revenues and expenses. Important criteria for choosing a project management information system for us were functionality, customization flexibility, cost and implementation time. These criteria are fully met by the Advanta IMS, which we have implemented and set up together with Advanta Consulting specialists.

Tasks

• Automate resource planning and collection of actual timesheets, reduce employee load reporting time
• Set up financial management using the Accrual method, quickly receive information about income and expenses for the project
• See the impact of changes on the financial model of projects, shorten the planning and approval of changes

Project results

• Set up management processes for 4 types of projects - the system is used to monitor budget execution and control work
• Created a single mechanism for planning work in projects
• Automatic collection of actually worked time started, operational work plans in projects are monitored
• Simplified the calculation of the cost of the project to be launched, introduced a unified procedure for preparing and agreeing on the cost estimate for the project
• Tracking the commercial disposal of resources in projects
• Started the procedure of accounting for changes (work and finance), the templates of typical approvals are set up
• The deadlines for closing and payment of works under contracts, incoming and outgoing payments and debts in the context of projects are monitored
• The risks of closing certain stages of projects and risk prevention measures are recorded, the current risk status is collected
• 15 financial and variance reports set up
• The time for receiving the final monthly reporting has been reduced by 5 working days: now the summary results are available on the 3rd-4th of each month, and not on the 10th, as was previously the case.

The expected results were obtained quickly. We made the most of the basic capabilities of the system by adjusting it to the existing business processes of the company. A unified register of projects and contracts was created, the process of planning the load of employees on projects, time accounting, payment planning, preparation and coordination of project budgets was automated. Automation made it possible to significantly reduce the time for preparing reports to management and increased the reliability of the provision of data on projects. The process of introducing the system was not cloudless, during the configuration and operation there were technical errors that were corrected by Advanta Consulting. We plan to continue cooperation and expand the use of the system in our company.

author '= Pavel Lazarenko, lead project manager at Advanta Consulting For RBtechnologies, resource planning, financial accounting were set up in a short time, the procedure for filling out timesheets and calculating the cost of projects was launched. It was important for the client to get an effective tool for managing resources, finances and changes in projects. This tool, in turn, made it possible to ensure the efficiency of monitoring the implementation of all company projects and reduce the time for preparing monthly reports.

Facts about the system

As of June 2017:

• more than 350 projects are tracked in the system
• 12,500 tasks in projects
• 200 users
• 4 types of projects: commercial, investment, R&D, presale