[Software] Low Investment, High Return, Using WBS System to Save over One Million Project Costs

Post time 2020-5-28 13:34:38 | Show all posts |Read mode Print Prev. thread Next thread
Company: Zhejiang Chinajey Software Technology Co.,Ltd.
Industry: Internet, Software
Region: Zhejiang Province
Product: FineReport
Scenario: Marketing, Management dashboard, Human Resources, Service, Project
Status: Provincial and municipal leader
Year: 2019

Facing the three major problems: multi-source data, difficulty in data collection, and difficulty in embodying employee value, the company used FineReport to build a complete WBS employee value evaluation system,  to manage the whole life cycle of the pre-sale, in-sale and after-sale of the project, which helped project managers to control project costs in real-time from the aspects of the quotation, project establishment, and service, and find abnormalities in time, so as to achieve the purpose of reducing costs and increasing efficiency.

1. Company Profile

Zhejiang Chinajey Software Technology Co., Ltd. is a comprehensive service provider with its own industrial Internet platform as its core, helping small and medium-sized enterprises to realize digital transformation and lead the construction of digital ecology. Its mission is to become the first partner of digital transformation for small, medium-size enterprises, to help customers improve the operational efficiency, effectiveness and competitiveness of organizations through digital means, to achieve customer value, and to help small and medium enterprises to achieve comprehensive business innovation and business transformation in the new era of the digital economy.

Founded in 2007, the company is headquartered in the National High-tech Zone of Ningbo City, Zhejiang Province, and has successively established molecular institutions and service networks in Xi'an, Hangzhou, Suzhou, Nanjing, and Shanghai. After more than ten years of effort, it has provided information and digital transformation services to thousands of SME in the Yangtze River Delta region and has established a good reputation and brand influence.

Company is constantly exploring the digital transformation from traditional manufacturing to intelligent manufacturing, from traditional marketing to omnichannel marketing using digital marketing, and from traditional management to digital transformation of operation management represented by shared services. At present, industry solutions have been formed with digital platforms such as the industrial Internet platform (Tengnat), SME cloud manufacturing platform (Yiyuntong), and digital factory (D-Work). The consultant team with various professional knowledge and skills has the complete end-to-end service capability of enterprise digital transformation.

2. Project Background

With the continuous expansion of business scale, the demand for information collection and information sharing continues to increase. In the process of informatization, the company has encountered the following problems:

1) Multi-source data

The company has multiple information systems such as SAP, OA, CRM, ODOO, PLM, etc. When business departments enter business data and analyze business data, they often need to export from different information systems and manually process them, which is time-consuming and laborious.

2) Difficult data collection

Due to different data sources, inconsistent data standards, and different statistical methods, the same data is inconsistent in different business departments, which leads to difficult data collection and error-prone.

3) Employee value is difficult to embody

According to the past work methods, employees tend to be passive, it is difficult to evaluate whether their work did well. It is urgent to resolve the current problem so that each employee can take the initiative, liberating more productivity.

Therefore, the company needs to establish a sound internal management system, integrate multi-source data, and unify data standards. Through the data collection and recording of the whole process management of the project (quotation, project establishment, planning, execution, case calculation, after-sales, evaluation), make a comprehensive digital evaluation of the value of the employees, to achieve customer-centric and striver-oriented management thoughts!

If the company wants to achieve this goal, it needs to invest a lot of manpower and time to conduct self-research on the system; at the same time, it needs to integrate multiple platforms, which is difficult to develop independently. After careful consideration by the company leadership, the company finally selected FineReport for data collection, analysis, and visualization.

3. Application Scenarios

The WBS employee value evaluation system project has a labor cost of about ¥400,000. Combined with the comparative analysis of historical data, after the operation of the WBS system, the data reported will be showed real-time online, and the resource allocation data will be quantified. The average monthly working hours have reduced by 196 hours. In terms of project management and control, a total of 98 projects with a risk of cost overrun were found, and the amount of loss reduction is expected to reach ¥805,000; the budget accuracy of the project cost is increased by 30%, and the project cost savings are up to ¥1,300,000. In terms of after-sales service, the timely rate of renewal was increased by about 20%, and the amount of renewal received in time reached about ¥3,000,000.

WBS Value System

3.1 Quotation System

The traditional model requires sales consultants to calculate and issue a quotation plan. The calculation is cumbersome and error-prone, increasing the cost of communication. It takes 4-5 plan modifications to complete a quotation. In order to improve the efficiency of the preparation of the sales consultant's quotation plan and reduce communication costs, the company designed the overall process of the quotation plan through FineReport.

Now the sales consultant only needs to fill in, calculate, and approve the quotation in the system according to the process, eliminating the cost of manpower calculation and communication, and ensuring the accuracy of the data, and the work efficiency has been greatly improved. After the quotation system went online, it matched the successful historical quotation scheme with similar needs for the sales automatically, and the quotation success rate increased by about 50%. The sales consultant's quotation plan preparation saves an average of 48 hours of work and 72 hours of approval process time, and the profit point of orders successfully quoted is increased by 10%.

Quotation Plan Preparation
Quotation Process

3.2 Project Approval System

Under the traditional model, the project manager is weak in the management and control of the project, and the control strength needs to be strengthened. The information recorded in the process of project implementation is scattered and inconsistent, often leading to the loss of valuable data. In order to realize the management and control of the entire process of the project and improve the retention of project information, we designed the project establishment system through FineReport and assisted the project manager to control the project.

Now the project manager can intuitively understand the progress of the project implementation and the investment of the project cost and can find the cause for the first time when abnormal conditions are found, so as to achieve the purpose of reducing costs and increasing efficiency.

Since the project approval system was launched, it has assisted project managers to find a total of 98 risk projects with cost overruns, with an expected stop loss of ¥805,000 The budget accuracy of the project cost is increased by 30%, and the project cost savings are about ¥1,300,000.

Establishment of Project Approval Form

Project Order Creation

Project Actual Profit and Loss Account
Project Planning Management

3.3 After-sales Service System

As a service-oriented enterprise, the company attaches great importance to after-sales service. The quality of after-sales service is not only related to the company's reputation and product image but also related to customers' purchase of commodities again. However, the results of the after-sales service team under the traditional model are not clear, the value created cannot be quantified, and the work value cannot be recognized by the leadership.

Therefore, in order to achieve the goal of work transparency and maximum value of the after-sales service team, the company establishes a perfect after-sales service system through FineReport, which quantifies the value of after-sales service, which improves the work enthusiasm and quality of the after-sales team. According to the comparative analysis of past renewal rates, the follow-up fee timely rate goes up by about 20%, and the amount of renewal recovered in time reach about ¥3,000,000.
Customer Due Reminder

Service Fee Settlement Confirmation

3.4 Personal Homepage

Since the establishment of the WBS system, it has multiple subsystems and multiple report entrances. If you use a list menu, the overall system architecture is unclear and the operation is cumbersome. Many business departments reflect the difficulty of operation during the early use and it is difficult to find the corresponding subsystem, and the interaction experience is poor.

The company designs dashboards with different roles through FineReport, it can help connect various subsystems through the navigation bar to strengthen the association between the forms and enhance the interactive experience.
Welcome Dashboard, Leadership Homepage, Personal Homepage

4. Project Summary

Through the establishment of the WBS employee value evaluation system, the project's pre-sales, sales, and after-sales management of the project business is carried out throughout the life cycle, helping the project manager to control the project cost in real-time, and finding the abnormal situation can trace the root cause and stop loss in time, to achieve the purpose of reducing costs and increasing efficiency.

Good tools are even more powerful for enterprises, and good tools combined with excellent business management ideas can make the company reborn. The WBS system is a combination of Amoeba ideas and project management methodology, combined with FineReport. The tool fully mobilizes the enthusiasm of employees to achieve the matching and integration of the best resources, so as to give the company's top management the most realistic data analysis and understand the real-time dynamics of employees and projects. In the end, let data generate gravitation, employees generate power, and enterprises generate benefits, and truly realize a customer-centric and striver-oriented value system.

Use magic Report

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