One of the biggest drivers for the project was the desire to provide executive visibility into the PMO. Providing status updates on projects was a challenge in steering committee meetings. Klein and her team wanted to provide an accurate sense of resources, budget and project momentum but lacked the necessary tools to do so. Without a forward-looking view of how resources were being spent, it was subsequently difficult to evaluate their effectiveness at mapping against the company’s business priorities. Beam also needed to determine resource allocation and gain visibility into where employees were spending their time. “We were unable to answer basic questions such as, ‘What is the status of our high priority projects? Do we have enough resources to take on projects in our pipeline?’ from our CIO,” said Klein. “It was a constant struggle to get that kind of input from people.”
The Abbey Road Group has also been delighted to see that their clients are taking notice of the business process improvements. “Ever since we implemented Daptiv PPM, our clients can tell that our processes and projects are put together seamlessly...they can go into their project and see all of their data and stage gates completed. The use of Daptiv PPM enhances client perceptions of the Abbey Road Group’s ability to continually deliver quality solutions, and that’s a huge success and value-add for us.”
When researching different project management and collaboration vendors, ABSL heard about Daptiv from another company. “I previously worked on a project with Honeywell, who had been using (then eProject) Daptiv at the time and it seemed to be working very well for them. It was a great reason to start looking into Daptiv PPM for our company,” explains Bennetti. ABSL chose Daptiv PPM because of the ease of use and the fact that the tool can be utilized by multiple groups within the company. As part of the implementation process, Bennetti began developing dynamic applications and applying those to different functions within the business. The rollout of these dynamic applications functioned as a “pilot” to get everyone on board and using Daptiv PPM. Now, there is wide-spread use of Daptiv PPM within the company. The groups that are currently using Daptiv PPM within ABSL are the U.S. Integration Management, New Product Production and numerous other internal groups. “We don’t push all of Daptiv PPM’s functionality upon all groups because we realize that there are different functions within the company that have different uses for the tool. For example, one group may not utilize dynamic applications but organization-wide, everyone uses document controls and notifications,” says Bennetti.
Like all companies, Assurant Employee Benefits needed the product as soon as possible, thus a Web-based, hosted product was essential for rapid deployment. Because previous and current projects had been managed in several ways, the software had to be flexible enough to support and easily integrate with the different styles of project management. As a result, feature-heavy, complex software applications were not going to meet Assurant Employee Benefits’ needs for rapid adoption and ease-of-use.
While BBG mapped out its strategy, Daptiv produced customized templates and built them into the existing system without altering the look and feel. Gager added, “We needed to use our strategic methodology alongside a flexible PPM tool, and Daptiv solutions absolutely nailed it. Their report building capability is phenomenal!” Daptiv studied and recreated all the existing project management tools to ensure they were aligned with the business objectives of BBG. The final product was an effective and easy to use template. Today, they continue to use Daptiv consultants for high level training within the organization.
After six weeks of being live, C&S was able to determine that too many projects were underway at once, and then leveraged the data and analysis provided by Daptiv to determine which areas were most vital and should take precedence. For the first time, C&S had very concrete data to see where IT time was being allocated—an important first step in making resource decisions and portfolio decisions. They now are beginning to develop insight into key questions like how long a merger or acquisition takes to complete and if a certain project is strategically aligned with business goals. PPM6 also provides C&S with a system for SOX compliance and production change management. Ultimately, they’ve gained the ability to do a lot more with fewer resources.
Chase Paymentech needed something more than a project management tool to facilitate the management of the various project areas within the company. They began looking into Microsoft® Project Server™ but quickly turned the search to more robust products like Daptiv. After many discussions and demonstrations with various companies, Chase Paymentech chose Daptiv as the core for their solution. Key factors in their decision included a hassle-free implementation process, along with the collaborative, easy-to-use product environment that Chase Paymentech desired. “The key to Daptiv’s value is its simplicity,” says Bannon. “With the various configurations we were able to create for our multiple business areas, we gained value to our processes through the basic workflow, information collaboration, consolidated reporting modules and custom dashboards. This provides a huge impact on our teams and the company.” The decision to implement Daptiv throughout the company’s numerous organizations was much easier knowing they could provide value outside of the traditional “project management” tool expectations. Providing an easy-to-use tool that was supporting business processes for the team and enabling information controls and collaboration was a selling point to the organization.
Some projects are built entirely in Daptiv PPM, and it has become a repository far beyond the basic project management functionality. For example, Daptiv PPM’s document management application has been particularly useful for Coach in this capacity. The software allows the team to monitor and flag action items, project issues and potential risks among the various stakeholders. This is also leveraged for project status reporting. The range of business intelligence options within Daptiv allows the PMO to create several types of reports—ranging from operational reports for project managers, to analytical versions tailored for executives. Other reports deliver portfolio snapshots and metrics at a glance.
CoBank’s IT Project Managers had been using multiple MS-Excel spreadsheets to manage their budget and track resources. IT Managers found it difficult to update and keep track of data with the spreadsheets, and it was cumbersome to update, extract and share information because there were different versions of data. CoBank needed a solution to streamline and improve the budgeting and resource tracking functions, a robust system with reporting capabilities and up-to-date data. In 2007, the company began searching for a collaborative business software vendor to meet their needs.
DAFWA sourced and selected Daptiv through a competitive government tender process and worked with Daptiv’s Australian business partner and Daptiv reseller, Bluenova. Charl Morkel, CEO of Bluenova, began working with DAFWA to uncover how Daptiv PPM could adapt to their Logical Framework Analysis, create multi-dimensional reports and accommodate their approach to project management. “We really appreciated being able to purchase one product that handled both our logical framework and project management. Daptiv PPM covers our project management requirements as well as portfolio management to give a holistic view,” says Janine Douglas, Manager, Project Management Office. In looking at how Daptiv PPM could accommodate DAFWA’s processes, it was clear that Daptiv PPM had the right capabilities for the organization’s needs. “Daptiv PPM had to be flexible to meet our range of needs and we wanted to get the logframe planning component up and running quickly so we could then focus on best practices in project management,” says Janine.
Once we decided on Daptiv, things moved pretty quickly,” said Pringle, who worked with Daptiv’s professional services team on the configuration, set up and migration of Forum One’s content. An integration was created utilizing Daptiv Connect™ that monitored opportunities in Salesforce until they reached a specific stage in the sales cycle. Forum One was now able to understand resource requirements early in the process and they could better plan the start of a project without being resource constrained. “It was a big change for us,” he explains. “Introducing a new PPM solution can be a disruptive process. One thing we liked about Daptiv PPM was its flexibility to accommodate our business model. There was a high degree of interest and proactivity from Daptiv’s product team that made sure we were continually evolving the tool to support our customer’s changing needs. I appreciate that.
The overall benefit of using a tool like Daptiv PPM boils down to visibility, time-savings and having a single source of truth. “We now have the much needed overall visibility into projects and portfolios. Daptiv portfolio data was crucial during our last budget cycle. Data collection takes less than half the time while producing a better result. Now that there is a single version of the truth, we are better able to prioritize required management decisions,” says Hortman.
FVW Mediengruppe’s solid operations and reputation as a leading travel industry publisher allowed the company to grow for nearly half a decade. The organization was running smoothly; every individual knows his or her role and there wasn’t a need for structured project management. In 2008, FVW Mediengruppe began to look more closely at options to further grow their business. They saw a huge opportunity to leverage their website more effectively, and created strategic initiatives around content creation and platform launches. New initiatives were created and the company realized that they needed to become a more project centric company in order to drive the right processes and execute on strategic initiatives. The company decided to set up a project management office (“PMO”), supported by an online portfolio manager to oversee web projects as well as manage resources. A project management consultant was brought on to introduce project management concepts and to analyze needs within the company. Johannes Leistner was appointed as the company’s portfolio manager. “FVW Mediengruppe had been using MS Excel spreadsheets to manage resources with no other tools in place to facilitate collaboration and real-time project updates,” says Leistner. “It became clear that a collaborative software solution was needed to foster project management processes and create structure.”
The Design and Procurement Services departments at IC manage small to large lighting projects, from project planning to on site administration and installation. The nature of the projects at IC span historical renovation and new construction such as retail development and hospitality/entertainment districts. Internal groups within IC had been using a variety of tools to manage their workflow including such time-intensive tools as post-it notes, whiteboards, and spreadsheets, all with varying capabilities of data capture, retrieval, and sharing of information. In addition, there were different methodologies in use throughout the office, making process consistency a challenge in the face of IC’s internal mission to always meet client expectations for quality and timeliness. As IC continued in its stellar growth trend, there was identified an increasing need to monitor key business objectives and establish an overall portfolio view of projects. “As projects became larger and our business doubled in size, pressures mounted to track our project work, monitor project milestones and conduct quality assurance checks,” says Ronda Lee, Project Management Coordinator. “We needed a software solution that could support implementing project management processes going forward.”
IMR evaluated a number of products including Microsoft Project, but determined that Daptiv was easier to use and deploy. Using Daptiv would allow the company to resolve multiple Project Management issues: issue tracking, resource management, collaboration, and provide a central repository for project information.
Informa provides academics, businesses and individuals with unparalleled knowledge, up-to-the minute information and highly specialist skills and services. Informa’s Academic Information division publishes books and journals with over 55,000 titles available that provide individuals and organizations with they needed a PPM solution that would the knowledge they need to carry out their help take them beyond their initial maturity work. Its Professional and Commercial level. Information Businesses offer structured “We needed to see how projects databases, subscription-based services, contributed to the overall business and real-time news, research and businessaligned with broader strategic initiatives,” critical information creating business he says. “That meant being able to fullyadvantage. Informa is also the largest track a project’s progression across the publicly-owned organizer of exhibitions, entire lifecycle while also monitoring costs, events and training in the world providing potential risks and capacity issues, which inspiring marketplaces and the opportunity we just couldn’t do previously.”
For example, using Daptiv’s Dynamic ApplicationsTM IHG created custom applications to collect survey data, manage its project request queue, house project-specific data for archival and reporting purposes, and manage project finances among other tasks. Further, IHG has created a series of dynamic applications to include project finance ETC (Estimate to Complete). This gives Erven’s team the ability to add estimated expenses to the project ETC, allowing them to predict whether a project was tracking over or under budget and take corrective action long before an overrun occurs. “Projects rarely burn budget at a steady rate so the traditional velocity graphs for budget burn cannot accurately predict whether a project will track on budget or not,” said Erven. “Daptiv’s dynamic applications have allowed us to more accurately predict total project cost much earlier in the project than any other system we’ve used.”
Previously, employees in an individual BU looking to create a project would submit a form, and those business unit leaders would evaluate the potential costs and model the ROI, and then decide whether or not to move the project forward. While this method worked fine to support siloed business units, given Kaplan’s shift to a centralized model, it lacked visibility and transparency across the BUs and the organization as a whole. Project managers were unable to view what each of the BUs were working on and how projects in progress might affect other groups farther down the road. “We weren’t able to advise on what should be in a business unit’s portfolio given current resources and workloads,” Salmela explains. “What we looked at Daptiv to do was enable us to view our project lifecycle consistently across all business units, from investment candidates to project kick-off, to project execution and completion.”
Solution “We looked at Daptiv PPM and it was pretty much love at first sight,” says Amado. “Daptiv PPM was tailored to meet our vision and it provided everything we needed to gain immediate insight into business-critical activities with the ability to monitor resources, maximize productivity and reduce costs.” Katcon worked with Daptiv sales, implementation and consulting partner, IMR, in Mexico once Daptiv PPM was selected. Says Amado, “We had a great implementation experience with IMR; they provided excellent training to include our US, Luxemburg and Mexico offices. The next day, our Engineers began exploring Katcon’s Daptiv PPM environment and actively started working on tasks, time sheets, and project timelines.”
“Previously, we would simply invoice our clients for the hours of service the company provided and there was no visibility into the project status to give context,” says Borchard. “Now we have the ability to send detailed Daptiv PPM reports each week to our clients who have commented that they’ve never seen that level of detail given to them from a vendor...they’re very excited. This is helping us to solidify client relationships.” Lootok has even created Web forms to survey clients to gather their feedback and improve upon their experience.
Prior to Daptiv PPM, there was no centralized system in place to evaluate project requests, monitor project execution and enable project communications. With Daptiv PPM’s workflow and project template functionality, the EPO has been able to enforce best practices while sanctioning projects and building project plans. Daptiv’s Dynamic Applications™ have allowed Mercy to create user defined fields and forms, which has given them the flexibility to adapt Daptiv PPM to their business process. Users are therefore encouraged to use Daptiv PPM as the system of record for budgeting, professional services and other project related functions.
Value “Because Daptiv PPM is a hosted solution, the ability to login to the product from any location has helped us increase the accessibility of our data.The Software as a Service (SaaS) model has helped us tremendously. We pull better data now and it enabled us to improve our organization’s project and portfolio management processes,” says Ritchie.
Pivot Point implemented Daptiv PPM in approximately six weeks after going through the configuration process and attending an online training session. Currently, Daptiv PPM members are actively involved with project requests, creating templates for DVDs, CDs, books and events as well as creating associated tasks like schedules, and detailed photo shoots needs. “Prototype development and design, video editing, script writing, model calls, contract approvals and planning and research are all being managed with Daptiv PPM. Even when working with photographers and outside freelancers, Daptiv PPM is being leveraged so we can effectively collaborate,” says Rayyan. For example, the DVD producer sends task reports to Rayyan with summaries of all the projects he’s working on, providing valuable insight to the production and publishing process. In addition, Pivot-Point can track the freelancer’s time and give access to important documents in need of review.
Few tools on the market today offer the features and functionality that meet these important requirements, but Daptiv PPM rose to the top. Within weeks, Daptiv and its partner PMOpartners, were at work implementing a robust solution to support the transformation of Grupo PRISA’s IT operations. With Daptiv PPM, the company created and automated the implementation of a unique IT Management Model across select core businesses. Daptiv provided the flexibility to customize project types and fields, initiate dynamic project management applications, streamline workflow approvals and build basic reporting structures. The following weeks were focused on developing complex reporting capabilities and importing existing project information. The implementation process was simple and fast.
Jose Manuel Carballo
Global IT Demand Manager, Grupo Prisa and CIO at EL PAIS & Global PMO
In our initial pilot with the online collaboration tool, there were bottlenecks in keeping things up to date. It was a very manual, time-consuming process. Now, with Daptiv’s customized interface, we have higher quality of information flowing to leaders of each product team,” says Shacochis. “Where once our product roadmap data was unstructured and qualitative, adopting Daptiv as our portfolio management solution has allowed us to standardize and measure what has become a critical business function of the company.
Carlyle needed a project management and collaboration solution with an easy-to-use interface that would help team members gain immediate visibility into projects and enforce a method of tracking, updating and executing projects. Roth wanted the flexibility and convenience of on-demand, which lead him to SaaS (Software as a Solution).
Prior to introducing Daptiv PPM, we didn’t have an easy way of gathering data on our whole portfolio of projects,” said Andrew. “Apart from having real-time, accessible business intelligence, Daptiv PPM has enabled us to introduce a level of process standardization for our staff to follow.
The City of Beverly Hills is comprised of nine different departments, which includes Policy & Management, Administrative Services, City Clerk, Community Services, Community Development, Police, Fire, Public Works and Information Technology (IT). The City’s IT department had developed an in-house Access database, which allowed employees to input project data and create reports on a quarterly basis. However, the in-house database created some pain points—it was limited in functionality and difficult to generate reports from when needed, except on a quarterly basis. In addition, workflow processes weren’t streamlined and each department had their own tracking mechanism so there wasn’t any consistency in methodology. Reports were generated by a select group of analysts. “Staff was limited by the functionality of the database because they couldn’t track the progress of the projects over time and they were not updating the progress of their project tasks until it came time for quarterly progress reports,” says Megan Roach, Senior Management Analyst. “We needed a solution that would facilitate process improvement for managing workflow and generate cross functional synergy.”
Honeywell’s Global Teams Collaborate with Daptiv “We needed a system that could manage multiple projects for our business units that are spread throughout the globe. Ease-of-use and high user adoption is the key to Daptiv’s success.”
In 2006, Sovereign Consulting signed a contract with Shell Oil Products US (SOPUS) to manage their environmental remediation and compliance in the Northeastern US. As part of the contract to manage 600 different Shell environmental sites, it was mandatory for Sovereign Consulting, along with five other consultants, to have a sophisticated system to track compliance. The company immediately began researching different Software as a Service (SaaS) collaboration vendors. Specifically, Sovereign Consulting needed a way to manage the work flow for thousands of tasks dispersed among 150 external resources. Managers would need the ability to assign tasks, create workgroups, and send immediate notifications to those external resources concerning specific tasks.
After a four-week pilot program, Wright Express selected Daptiv PPM for its simplicity and ability to streamline collaboration within the PMO. Wright Express is using Daptiv PPM to not only gain deep visibility into current projects, but also conduct a top-line analysis to determine which projects most closely align with the company’s strategic goals. Daptiv’s Resource Management has improved the decision-making process within Wright Express by helping the PMO initiate projects based on actual available resources, thereby ensuring that projects are completed in the forecasted timeframe.
After researching Project and Portfolio Management (PPM) vendors, ANDRITZ AUTOMATION INC. considered Daptiv PPM and another vendor. “We chose Daptiv PPM because it handled project, resource, and timesheet management very well,” says Nagpal. “We are currently using Daptiv PPM within our Automation Solutions group, compromised of engineers, developers and project managers. We use the resource and timesheet management functionality with the engineering group while the project managers are creating projects, updating time schedules, and assigning resources. Our sales reps and administrators use Daptiv PPM to enter their time on non-project activities and then accounting gathers Daptiv PPM data from all groups. Accounting has created custom payroll reports from Daptiv PPM, and they send us this information to our main accounting division so that we can administer payroll.”
In 2005, H20 Plus had been using Microsoft Excel for product launches, without a standardized methodology for project management. In place was a very basic process for launching products that was initiated from the Operations division. Approximately 30 tasks assigned to different teams during each product planning timeline. A project timeline would be initiated when a new product was developed, and one person updated the timeline via a single Excel spreadsheet. “Problems arose since we had no centralized source of information; it was difficult to easily review real-time updates,” says the Director of Project Management. “With a single person in charge of updating the Microsoft Excel launch timeline, no one really knew the status of the launch timelines unless issues arose.” The Director of Project Management continues, “It became stressful when things weren’t falling into place. We developed a bad track record among our customers and we realized that things needed to change, that we needed to be a more project management-oriented company. To start, we needed the right foundation and tools in place, so we looked into software solutions. We wanted a solution that could drive efficient processes and give us an accurate picture of what is going on with our launches while helping to fully manage product launch tasks and timelines.”
Another benefit of Daptiv PPM is the reporting and productivity tracking. IKON has achieved a new level of accountability within the division through Daptiv PPM because team members now have a tool to not only assign projects to individuals, but also track their progress and quality of work provided. Vaccarello stated, “We have dramatically increased our collaboration across departments as well as offices because Daptiv PPM enables our staff to understand the context of their individual projects as it relates to the needs and deadlines of others, which allows us to more effectively manage the resources needed for each project at any given time.”
Daptiv reporting in particular has increased awareness of what critical issues and tasks must be addressed. “I used to hate Gantt charts but I really like Daptiv’s Gantt charts and the reporting capabilities,” says Coffman. “They’re valuable from an analysis standpoint at meetings but they also work as an auto- generated reminder of what needs to be done.” Daptiv reports have even become the basis for recurring meetings. “Our Systems Analysts uses Daptiv reports to help rank project and task priorities from a collegiate perspective. We have created custom fields to drive projects depending on the particular project’s escalation requirements.”
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