First Freight Company automates IT project management

2023: Automation IT Project Management

On March 16, 2023, Advanta announced that the project of introducing a project management information system in the First Freight Company (PGK JSC) is nearing completion.

First Freight Company automates IT project management

According to the company, modern conditions for operating the park and providing proper client service require a revision of all links in the value chain, the introduction of modern digital and IT technologies. In this regard, the growth of the number of projects in the IT portfolio of PGK over the past few years amounted to two-digit numbers, which required a revision of the existing approaches to their management and the introduction of a single tool for monitoring project deadlines and budgets, monitoring deviations from the agreed parameters of their implementation. As such, an IT solution based on the ADVANTA platform was chosen, combining the functionality of the project portal, calendar and network planning systems and a performance monitoring system.

At the start of the implementation of the ISUP, we set ourselves several tasks: firstly, to ensure the reflection of 100% of the IT projects agreed for implementation in the PGK within the framework of the information system; secondly, the approval and approval of basic plans to ensure the processes of monitoring their implementation, tracking deviations; and finally, optimizing the quality of management decisions by reducing the time spent on operational control and reporting. told Alexander Laryukhin, Director for Implementation of Integrated Automation Projects of the First Freight Company

For March 2023, the active phase of the ADVANTA system implementation was completed, which made it possible to achieve several of the following results:

• automate key IT project management processes - create and maintain a register of IT strategy projects,
• Set up project initiative and IT project card forms
• create typical schedules and control points for different types of projects
• Automate project financial management processes
• provide project teams with tools for conducting meetings and orders, record decisions made in projects.

With the launch of the functionality into commercial operation, it became possible to monitor the timing of IT projects, maintain budgets and regularly review reports at project and management committees.

We understand that the implementation of the project management information system goes far beyond the classic works on installation, solution configuration and personnel training. The implementation of the ISUP tool is primarily a change in the established practice and approaches to the implementation of IT projects, as well as the way of thinking of project managers and project teams. Therefore, for successful implementation, it is necessary, first of all, to focus on changing the way of thinking of project participants, to carry out a large amount of organizational and methodological work, building management processes and requirements for the final results of their implementation. told Sergey Koshurnikov, head of projects for the introduction of ADVANTA Group of Companies

Therefore, despite the fact that more than 100 IT projects have been introduced into the system, standard plans, control points have been deployed, data on agreed budgets have been transferred, work with building project planning processes, regular updating of schedules, change management, and fixing operational forecasts of budget execution is still ongoing. On the basis of ADVANTA, the PGK has created the necessary IT foundation for the implementation of these processes, which allows you to devote more time to organizational transformations, develop the necessary skills for project managers and administrators, adapt the ISUP to specific project situations, implement and consolidate the necessary management processes.

In addition to the classic approaches to creating a project product - a project management information system, an important task was to ensure that the system takes root in the environment of project teams at the launch stage and preserve the engraftment mechanisms at the industrial operation stage. To solve these problems, the project objectives were decomposed to the level of atomic indicators through project management processes (for example, the regularity of updating the schedule in the system, entering data into status reports, the availability of basic plans, etc.), according to which statistics are collected, dynamics are analyzed, corrective measures are discussed and developed in order to maximize the incorporation of the system within the framework of current management processes. reported Anton Filimonov, IT Project Manager at the First Freight Company

Further ADVANTA-based ISUP development plans include deepening the automation of individual management process steps (for example, automation of quality criteria for project schedules or in-depth work with time reserves) and continuing to transform project management approaches taking into account the developed tools.

2016: Implementation of IT Department Management System

In January 2016, Advanta Consulting completed the project, during which the First Freight Company implemented an IT department management system that allows you to see the status of projects and save time on preparing reports.

Project Objectives and Objectives

The main goal of the project was the need to ensure the implementation of IT projects for business, relying on reliable data on the availability of resources of the Information Technology Department (DIT).

"Before the implementation of project management, we set ourselves the following goals: 1) reducing the time and cost of projects by standardizing processes; 2) increase in labor productivity due to high-quality planning of resource utilization and online status of tasks; 3) improving the quality of management decisions by reducing the time spent on operational control and reporting. " ' Nikita Yamshchikov, Deputy Head of IT Department of JSC "First Cargo Company" '

Tasks

• Consolidate information and automate the management of projects implemented by DIT.
• Implement regular resource load planning and reduce overhead.
• Create a system of control over the timing of projects and the utilization of department resources.
• Create a set of analytical reports for top management and functional managers on resource utilization and IT project status.

Project results

"With the introduction of the Advanta system, we managed to systematize the life cycle of projects, ensure quick collection of reports on the project portfolio, and set up calendar and resource planning. That is, all the tasks assigned to the system were successfully implemented. In general, a single system allows you to consolidate all information flows in one place, see the current status of each specific project, and prevent risks. " ' Nikita Yamshchikov, Deputy Head of IT Department of JSC "First Cargo Company" '

Project results

• On the basis of the Advanta platform, project activities have been automated and human resource management tools have been implemented.
• A classification of projects has been developed based on their scale and complexity.
• All plans for IT projects are brought to the same format and put into the system.
• A weekly collection of data on projects, as well as checkpoints, has been organized.
• The process of approving applications for automation has been launched.

"If we talk about results and qualitative changes, then projects are really carried out in the system, including large strategic ones, such as reengineering all business processes, implementing SAP projects. The system brings together many people in the company and about a hundred contractors, constant reporting, authorization of schedules, and working groups are created. It is possible to collect a report for the CEO, shareholder or management company within literally half an hour. " ' Nikita Yamshchikov, Deputy Head of IT Department of JSC "First Cargo Company" '

"DIT" First Cargo Company "launched periodic data collection on the projects being implemented. Multi-level reporting is set up for both department management and project business customers. According to the results of the pilot project, the top management of the company received a visual picture of the status of the projects and decided to scale the system to other divisions. " ' Ilya Galkin, Advanta Consulting Project Manager '

As of January 2016, the system tracks 450 projects, 3,000 checkpoints, 7,500 tasks, 120 users work.

"In the nearest plans for the development of the system - firstly, an additional adjustment of the functionality for construction projects, which have their own specifics and life cycle, as well as the further development of budget planning. Secondly, the implementation of a system for monitoring achievement KPI by financial targets in projects and improving the motivation system for project teams. " ' Nikita Yamshchikov, Deputy Head of IT Department of JSC "First Cargo Company" '