Closing the gap between projects and ressources

Tyréns in a multi-disciplinary engineering company based in Stockholm, Sweden but with offices in Denmark, Estonia and UK. The employ a total of approximately 2.200 people. With an organization this big the need for making sure the right people are handling the right tasks are ever-present. 

Tyréns were in the market for a resource management system, but ended up choosing Orbit because of the way it combines resource and project management. The challenge Tyréns was facing is similar to the one many larger companies are struggling with:

As the organization grows, it becomes gradually harder to make sure that the work allocation for each employee is high enough. Most consulting companies make money when the average work allocation for employees pass 80%. In a large organization the difference between an average work allocation of 78% compared to 88% can be tens of millions of euros. 

ERP → Project → Ressource

Projects created in Tyréns ERP system is automatically transfered to Orbit and created as a project with the budgeted hours distributed to each phase. From here the hours are distributed among the project team for each phase making it fast and easy to go from budget to timeline. Once a project is initated, hours logged is transfered from the ERP to Orbit to give an on-going overview of the hours spent on each phase of the project. 
Once a project is in Orbit it is available in the ressource mangement tool too. However in the ressource management the focus is people, not projects.    

Better management overview

Tyréns needed a way getting a better overview. Both in relation to what each employee was actually spending time on, but also to get an idea of the workload for a specific team, department or professional group. 
Also the option to filter on i.e. title like "project manager" or a specific skill set, such as "sustainability" or "budgetting".
Tyréns is also using the ressource management as an easy way for employees to request vacation, thereby creating an overview of how vacation within a team might influence deadlines and workload.  
Since 2014 we have gone from 800 to 1.800 employees and from 8.000 to 14.000 assignments across 147 divisions and 900 project managers. Everyone planned using Excel. This gave us an array of issues – extra hours spent planning that weren’t billable. Even worse, Excel didn’t facilitate coordination on a regional or business area level. Due to this, it was difficult to get an overview from which we could critically analyze resource consumption, and furthermore we couldn’t optimize resource allocation which meant we said no to projects we were in fact able to accept. Because of this lack of internal structure, we were always trying to catch up with our growth rate.
 
We were in the middle of a selection process to find a project management solution for Tyréns and had already reviewed solutions from 15 different companies. Unrelated, we were considering Orbit as a CV and reference solution and found that it had lots of other interesting features, so we included Orbit as one of three test solutions for project management. 20 project managers each handling 9 projects in the range of 40.000-2.000.000 SVK proceeded to test Orbit along with two other solutions, and Orbit came out on top. Since, it has been tested by one third of the employees, and the solution will be deployed company-wide at the end of 2017.
 
I think the solution has earned a profit just in this period of testing, because it’s so effective. We have only encountered minor challenges along the way, and my biggest frustration is that we didn’t switch to Orbit a long time ago.

Sven-Åke Emanuelsson

Head of Quality & Environment

MODULES INCLUDED IN THE CASE

Projects

An easy and innovative way of managing all aspects of projects including files, discussions, planning, tasks, resources, Gantt charts, dashboards etc.

Profiles

Employee skills/resources structured in Orbit supported by effective search and CV export templates. Ideal for knowledge sharing and bid management.

Ressource Management

Manage organizational resources quickly and simple. Structure by workload, department and skill-level, or get a detailed view of your team ressources/own planning.

Integrations

Orbit Profiles can be integrated with other systems such as ERP or finance systems, thereby reducing errors and manual time spent.