Summary
Challenge: Traditional, waterfall-heavy processes and legacy tools (Microsoft Project, Excel) limited efficiency, visibility, collaboration, and cross-project dependency management, while meeting security and governance requirements was difficult.
Solution: We implemented the Atlassian Cloud suite (Jira, Jira Service Management, Confluence) and Tempo tools (Capacity Planner, Structure PPM, Timesheets, Financial Manager) to modernise workflows, improve agility, centralise visibility, and streamline processes.
Outcome: Resource allocation and project bottlenecks were optimised, time tracking and reporting were simplified, financial approvals aligned with projects, and overall collaboration and efficiency improved through Cloud-based Agile tools.
Challenge
The client, an IT consultancy specialising in Defence sector solutions such as security, Cloud infrastructure, and secure application development, needed to overhaul its business processes. Their services played a pivotal role in high-level government and military operations, making the reliability of their internal tools critical.
However, their reliance on traditional, waterfall-dominant methods hindered collaboration and adaptability. Legacy tools such as Microsoft Project and Excel created inefficiencies, siloed information, and prevented real-time updates. Managing cross-project dependencies was difficult, and the organisation struggled to meet its high standards for governance and security.
As the company faced a future of more dynamic and iterative work environments, they needed a solution to replace outdated practices with modern, Agile, and Cloud-based processes.
Solution
Automation Consultants collaborated with the client over three months to implement the Atlassian Cloud suite, including Jira, Jira Service Management, and Confluence. This migration was designed to support the shift from waterfall to Agile workflows, promoting iteration, collaboration, and scalability. With the Atlassian tech stack in place, the organisation moved away from ineffective legacy tools and embraced cutting-edge Cloud solutions that ensured streamlined operations and real-time visibility.
Recognising the need for better resource management, AC introduced the Tempo suite of tools, tailored to address the client’s unique challenges:
- Capacity Planner and Structure PPM: Enabled the client to manage resource allocation across multi-year projects and identify bottlenecks. The tools’ Gantt Charts allowed effortless drag-and-drop scheduling, while the “generic resources” feature streamlined planning for future projects.
- Tempo Timesheets: Simplified time tracking by allowing employees to log hours against specific tasks and providing easy-to-summarise reports for teams, projects, and customers.
- Financial Manager: Streamlined multi-layered approval processes for both time tracking and financial management. Portfolios were created to reflect the client’s “one customer, many projects” structure, aligning financial and operational tracking.
AC’s expertise as an Atlassian Platinum Solution Partner ensured a smooth transition, while the introduction of these tools fostered better visibility, agility, and operational efficiency.
Benefits
Improved Resource Planning
Capacity Planner and Structure PPM revolutionised resource management for the client. They could now visualise dependencies, address constraints, and strategically schedule new work across simultaneous, long-term projects. With Gantt Chart add-ons, delivery timelines could be adjusted in real-time to reflect priorities and capacity.
Streamlined Time Tracking
Tempo Timesheets empowered team members to log their time accurately against specific tasks, freeing senior leadership from manual timekeeping. Reports automatically updated with each period, giving the client a clear picture of effort and progress across all levels.
Enhanced Financial Oversight
The Financial Manager tool provided robust control over time and expense tracking. The multi-layered approval process ensured accountability and accuracy, while Financial Manager Portfolios aligned project reporting with customer accounts, making financial reporting seamless and transparent.
Increased Efficiency
By adopting Agile workflows and Cloud-based tools, the client eliminated inefficiencies caused by legacy systems. The new tools supported a “Do what works for you” approach while maintaining standardisation and visibility across the organisation.
