Intetics creates a software robot to optimize forecasting processes at Project Management Office

Intetics creates a software robot to optimize forecasting processes at Project Management Office

Objective

Optimize resource planning to reduce the amount of manual work.

Challenge

The Intetics client, a large-scale mapping company, face the need to optimize the project planning process. The client wanted to know how the team engaged on the project depending on the skills, project requirements, and company’s obligations like vacations or sick leave. The current processes were time-consuming, ineffective and involved legacy systems. To adjust to these requirements, the Intetics team suggested implementing robotic process automation (RPA) technologies and Office 365 instead of ERP system. As soon as the changes’ plan got the Client approval, Intetics launched the implementation process.

Solution

Launching the revamp of the process, the Intetics team ran the business analysis and mapped all the activities:

• The client provides yearly, quarterly, monthly and weekly forecasts to the Project Management Office (PMO) using Excel files, Word files, and web service.
• The planning team at PMO creates own plans for a set of projects based on the client’s data received during regular offline meetings. Creating the plans, the planning team considers historical data and predefined rules, such as:

o Skillset for every team member (stored in JIRA) to allocate it to proper scope/project,
o Vacation and sickness profile for every team member (stored SharePoint),
o Forecast templates.

The team decided to apply RPA approach and create a software robot for plans development based on the results of the analysis.

The developed robot iteratively gathered data from all the inputs and accumulated it in Excel Online. Historical data merged with the inputs. The software robot created a set of planning options for every project team on a weekly-yearly period. Power BI Dashboards visualized each option for the whole PMO. To check all proposed options and select the best one, managers received notifications via email.

Results

In the result of the implementation of the software robot, the Intetics team managed to reduce manual work by 90%. Only 10% of manual activities left for processing. The software robot allowed reaching 70% of PMO efficiency improvement in forecasting activities compared to the previous approach.

Image credit: freepik.com

Quick Facts

  • 90% of forecasting activities automated
  • Change management internal SLA improved
  • 70% PMO efficiency boost
  • 10% of manual activities left for processing

Quick Facts

  • 90% of forecasting activities automated
  • Change management internal SLA improved
  • 70% PMO efficiency boost
  • 10% of manual activities left for processing

Case Study

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