RB Data Group optimized its project activities with the implementation of its own IT system

2023: X-Lance Implementation Results

On May 25, 2023, RB Data Group shared the results of its experience and the result of the introduction of its own X-Lance product designed for project management.

RB Data Group develops and implements IT solutions. Like any design-oriented organization, it faces problems that arise from the unification of classical AgileScrum and/approaches. Project managers apply a classic top-down project management methodology: they create a project, add tasks, plan work, save baseline plans, and use tools such as the Gantt Chart for accounting. This helps them predict the budget and timing of the project, but excessive detailing of tasks can make updating plans too time consuming. In addition, flexible approaches are used to fully manage projects, which require weekly detailing of specific tasks for employees. And if you add to this the need to manage the finance project, then solving such problems may require the use of several information systems of different classes: ISUP (project management information system), Task trackers, and. ERP EDMS

First, two systems for project management were selected - ISUP and a Task Tracker. For project management. ISUP was answered by project managers, and team leaders used a Task tracker. However, the data in these systems differed from each other. For example, an employee's labor plan in a task tracker did not match the project plan to which the Project Manager reported on the project status. The deadlines for completing the tasks did not comply with the plan of the closure certificates, and the payment dates were moved without control. Employees were forced to fill timesheets in both systems, which was laborious and required additional control. Moreover, the resource plan for loading employees into the ISUP did not always correspond to the data in the Task Tracker. Another problem was that changes to the projects were agreed upon by email. To avoid improper changes to deadlines, it was necessary to restrict the access rights of project managers and carry out changes through administrators who controlled all changes manually. Project budgets were prepared in excel based on data from several systems.

With the advent of a large number of projects, the company faced the problem of inconsistency in data and additional work for employees, which increased the risks of implementing projects on time and on budget. After analyzing the systems used for project management, it was found that not two, but several systems are used, but none of them are fully used. To increase the efficiency of project activities, it was decided to develop its own product that will solve all our problems, without unnecessary functionality.

As of May 2023, the company uses its own X-Lance project management system for efficient project activities. With the help of various types of tasks, you can build a classic project plan, define a budget and detail tasks to the level of task tracking. The project team can work in a single space using flexible approaches and a task board. The system implements the change approval process, the Project Managers request the approvers to change the project dates and budget, the data is updated automatically as a result of the approval. Payment and signing dates can be automatically calculated based on completion dates based on the analytical matrix for each customer or entered manually. Also, the system implements the coordination of documents, including project budgets, as well as maintaining a register of contracts, acts, accounts and any types of expenses.

Thanks to the implementation of a single automated system, we not only reduced the time spent on routine operations, but also began to receive more accurate forecasts for employee load, work performance and cash receipts. And proper human resource planning and cash flow management are key success factors for design-oriented organizations, "the RB Data Group summed up the project.