Case Study: Vitruvius x WorkflowMax Changeover

Vitruvius x WorkflowMax Changeover

About Vitruvius

Vitruvius is a NZ owned multi-disciplinary engineering company offering expertise in rail and transport infrastructure planning and design, three waters and land development..

Their offices are based in the great cities of Tauranga, Wellington and Auckland, and service clients NZ wide. They advise, design, manage and deliver interesting projects from inception to perfection.

The company, which has approximately 55 staff members, has been using WorkflowMax as its job management platform. However, due to the growth and needs of the business to have diligence in revenue forecasting, resource planning and specific project health metrics, they needed to rely on a number of external spreadsheets and programs outside of WorkflowMax.

The company engaged Heidi Seal to firstly facilitate the formation of a formal Requirements Document for internal project sponsor sign-offs offs. This process included an end-to-end systems workshop to ensure all needs were identified from their Project Delivery Framework and existing platforms and spreadsheets, as well as 1:1 interviews with key team members to extract data and use case requirements. Secondly, Heidi was engaged to use this Requirements Document with the Vitruvius team to scope and assess software alternatives that would support the business needs and strategic objectives into the future. This process involved identifying, testing, documenting and assessing alongside the key Vitruvius team the fit for purpose specifics of several platforms.

Finding the right solution

“We had an internal objective to ensure our WorkflowMax replacement was aligned to fit and support our strategic growth objectives, and our goal to be a data driven organisation”

“We saw this as an opportunity to make a calculated change - to consolidate our software and spreadsheets to be in held in one central piece of software. It needed to enable our project managers to better manage projects and project health, as well as enable our business leaders to understand and trust our data as a source of truth for future decision making.”

Vitruvius achieved the following with Systems Strategy Roadmap:

  • Clear Requirements Document for board level sign off

  • MoSCoW grading system to ensure an objective approach to reviewing software capabilities

  • Contribution from key team members to ensure that all important points were detailed in a granular manner, with no room for assumption or skewed interpretation

  • Detailed software review with binary adherence to Requirements Document as well as supporting commentary

  • Testing where practical to ensure full understanding of process translating to potential software platforms

  • Report for board sign off with clearly followed decision criteria

  • The selection of a new Project Management Platform that fulfils on ALL Must Haves.

  • An excitement amongst the leadership and wider team for the efficiencies, transparency, integration of systems and extended functionality that will eventuate. Ultimately the new platform will support Vitruvius to take on scale and growth in alignment with their strategic objectives in the years to come

  • A timeline for implementation that will put them in a safe place to be well taken care of prior to the 24 June WorkflowMax retirement

Read more about Vitruvius on their website:www.vitruvius.co.nz/

Lauren Kerisiano