The retail group Edcon (Edgars Consolidated Stores) initiates several projects every day to ensure that IT continuously supports the group`s ever-changing business requirements.
These projects can range in size and complexity from a simple adjustment to its POS system, to the major roll-out of a B2B solution involving external supply chain partners.
"The problem facing the IT division was the tracking of these projects from the initial request from a business unit asking for `someone to do something specific`, through to completion," says Jimi Lutz, Development Director at 3fifteen, the Microsoft applications solutions division in the Dimension Data group and Edcon`s IT partner.
"Because there are many requests for adjustments and additions to the IT system, Edcon has introduced a strict approval process for projects."
"However, there was no effective process for tracking these: it was often no more than a piece of paper that would be forwarded from one person in the approval chain to the next. Initiators of the project found it difficult to determine the status of the project and several simply `slipped through the cracks` - much to the frustration of the individual or business unit who initiated it."
3fifteen has therefore developed and implemented a workflow process that ensures a project is trackable and traceable every step of the way - from request through approval.
A Microsoft SharePoint workspace for each project is then created into which all documents relating to it are automatically posted. This enables all stakeholders in the project to track and collaborate on it.
A further benefit of the new system is the creation of single storage area for all project information.
"This has become our internal repository for our intellectual capital and learning from a project perspective," says Calvin Low, Edcon Business Integration Executive. "As an example, our learning from previous projects such as the successful integration of CNA into the group, undoubtedly helped us to implement the Boardmans` acquisition in a record time of less than four months."
"The system has made the Edcon IT Division more effective and made project and program management far more transparent," Lutz concludes.
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