The approach
Collaborative work management on a unified platform
The company was facing the need to consolidate the work environment and revamp the working method adopted by the various teams.
In fact, although the company is large, employees operate mainly in small teams: for example, the IT department involves 25 people, and each used to work with their own applications, inevitably developing different methods, habits and ways of sharing information.
Twproject is extremely flexible, in fact in one solution it provides multiple approaches to project management: Agile, Waterfall, but also mixed. This ensures that each team can start using the system without disrupting the way they work, while still being able to channel all the information in one place.
Integration of Twproject with other business systems
The company sought a solution that would easily integrate with its CRM system, which is a key element for both the internal service department and the development of new projects.
Twproject is designed to offer seamless integration with other business systems, allowing information to be centralized effectively.
Twproject exposes detailed documentation for developers to make use of APIs (Application Programming Interfaces), but also Webhooks, as well as an internal Jobs engine that can work in the background. These are all ways in which Twproject can interact with their internal applications.
Planning across multiple projects
The company was looking for a solution for monitoring resource workload, not only on a single project, but one that took into account all assigned tasks: project activities, but also routine or spot activities.
Twproject includes an optimized load calculation algorithm that enables the company to optimize resource utilization, and to have a clear view of available skills and work assignments.
Twproject also offers a dedicated module to create a customized plan to distribute resources and work hours on project days according to your preferences.
In Twproject you can distinguish between assignments that represent a significant workload for the project and those that are routine or spot activities, generating very refined workloads.
Work time recording
The company aimed at unifying the collection of worklog recording and knew that involving colleagues in work time reporting was difficult, but was aware of the importance of understanding its value in improving project planning and costs.
Twproject provides many worklog templates: it offers different work reporting options to suit everyone’s individual preferences. You can use the weekly timesheet or the traffic light “time counter,” which you can activate for both project phases and micro-activities. With Twproject you can keep track of the time spent on each task accurately and in detail, and thanks to the generation of comprehensive and customizable reports you can accurately analyze the results.
Results
Collaborative work management on a unique platform
The company’s goal was to reduce the number of working tools. To achieve this with Twproject, we adapted our work process to the new tool by sharing methods with the production and support department. Starting from the processes we were used to carrying out, we calibrated the tools and procedures accordingly.
The adoption of Twproject was initially a bit challenging, but everyone began to support the choice after a short time because of two key points: first, we achieved remarkable and tangible results that everyone could see. Second, the work process became much smoother, improving efficiency for both project managers and operators.
In a short time, Twproject has made work easier, produced visible results, and simplified collaboration among team members.
Integration of Twproject with other corporate systems
Prior to introducing Twproject, the tools adopted were not bringing optimal results to the company. Twproject has proven to be a valuable tool that has contributed to the success of these integrations, optimizing the overall productivity of the various teams.
Integration with our CRM was one of the key requirements, and we are extremely satisfied with how we worked on this outcome. We carefully consulted the API guide and sought support from the Twproject technical team, resulting in an outstanding mapping and synchronization of a hundred internal application modules with Twproject.
Specifically for this company, the integration of Twproject with the corporate CRM system has resulted in numerous benefits:
- A unified view of data, eliminating the need for manual steps or separate processes.
- An immediate view of service-related information and new developments.
- Vice versa in CRM, a view of the progress of managed and closed ToDo’s.
All this has made project management activities more efficient, improving collaboration and the workflow of the various teams.
Cross-project planning
With Twproject planning, the company is now able to optimize resource allocation, maximizing efficiency, that is, avoiding overloads or underutilization, and reducing conflicts over activities.
“Twproject offers an extremely functional interface for planning – I am in charge of managing infrastructure aspects, so more common issues not related to a specific team. One of the most effective features for me is the ability to monitor and plan resource occupancy independently from individual projects. This feature allows me to have a complete overview and manage resources effectively”
This promotes better strategic business planning by reducing conflicts over activities.
Worklog recording
A key objective for the company was to ensure strict timeliness in work reports. This was not because of the need to check the effectiveness of individual resources on a daily basis, but rather to monitor the distribution of activities and manage estimates accurately.
After an initial run-in period, results were analyzed by sharing them with the team. This made it much easier to understand the actual costs and progress achieved. It was also possible to determine from the beginning of the year how much time is spent on support and thus quantify the hours that can actually be spent on new projects.
Thanks to Twproject, we are able to understand how much a project has cost, at what stage it is in real time and we can establish, at the beginning of the year, how much the assistance of a certain product area costs us.
Twproject allows you to enter worklogs while you work, without leaving the right context. This allows you to stay focused on your work and avoid extra effort.
Twproject’s powerful search system allows you to filter your worklog and extract data the way you prefer: by person, project, client, dates and more. You can analyze and create advanced reports and, if you wish, export them to Excel.
The bottom line
Thanks to the adoption of Twproject, this IT company has efficiently transformed its processes, obtaining optimal results.
The implementation of the Twproject platform has made it possible to centralize all the main activities, reducing the number of software used and simplifying access to information.
It was possible to optimize the load on resources, greatly increasing the satisfaction of all teams, which no longer have overloads or periods of inefficiency.
By integrating Twproject with other software already in use, the whole process has become fluid and, last but not least, thanks to timely reporting, the company has now a clearer view of project costs.
All this has led to significant improvements in projects and, consequently, in the entire company.
Furthermore, thanks to excellent user feedback, teams that were not initially foreseen have been integrated, demonstrating the general satisfaction in the results obtained.
Interviewee
