Case Study

Project Management System

Building Efficiency: From Spreadsheets to a Streamlined PM System

Rapid growth brought project management challenges for a construction company. Juggling over 15 ongoing projects nationwide, the risk of inefficiencies grew, and the business needed to move away from its traditional Excel way of operating. Shivendra and Co. partnered with the client to implement a robust Project Management System (PMS). We collaboratively reviewed solutions, defined requirements, and selected a system tailored to their needs. Facing an aggressive 30-day launch for a critical project, we facilitated a Minimum Viable Product (MVP) implementation with the software vendor. This streamlined approach ensured core functionalities were operational at project kick-off. Following a successful launch, additional features were integrated, including payroll, financial systems, and document management. Now, the client manages budgets, timesheets, site diaries, and requests for information within the centralised platform. This newfound transparency strengthens their operation in tracking progress, submitting variations, and gaining valuable insights for both client communication and internal process improvement.

Phase	Input	Output
Objective	The client desired improved sales pipeline visibility to support growth.	Clear objective established: enhance sales pipeline visibility.
Option Generation with Measures of Success	Collaboratively identified options and key metrics. Designed a workflow to better understand pros and cons of each option solution. Identified bottlenecks and prioritised them.	Defined options, key metrics, or measures of success. Specifications and requirements list for potential technology integration.
Option Realization (Selection of Option)	Mapped the client’s sales process from opportunity to completion, pinpointing critical gates for decision-making and supporting activities. Selected a CRM vendor.	Detailed sales process map created. Chose a CRM solution suited to the client’s needs.
Execution Roadmap and Contingency Plan	Partnered with the selected CRM vendor for implementation. Developed an execution roadmap and contingency plan for smooth deployment.	Executed CRM implementation according to the roadmap. Prepared for potential challenges with contingencies.
Evaluation and Monitoring	Facilitated the development of Power BI reports tailored to stakeholder needs. Set up monitoring processes to track the effectiveness of the new system.	Achieved significant increase in sales pipeline visibility within three months. Enabled effective tracking and data-driven decisions.

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