Prior to Project Insight, the assistant director and his team were creating schedules within Excel spreadsheets. All of the manual work resulted often resulted in errors and outdated schedules being emailed. The assistant director wanted to be able to easily build out schedules with more integrity and accuracy. Many times, the spreadsheets were not being updated and sent with the latest information. The team needed a way to see the overall project status in real-time.
- Creating projects in Excel was manual and error prone
- No visibility to overall project status
- Needed a way to accurately track time against projects
- No visibility into resources' workloads
- Not in an 'audit-ready' position
The IT department at Ulster County does not have the luxury of overtime. Therefore, they had to be very careful when assigning tasks to resources and filling up their entire day. While most of the team members are well versed in technology, not everyone is familiar with project management terms, so the process of entering time had to be simple and user friendly. Like many organizations, schedules are always changing and there no was easy way to shift a schedule without knowing how other resources would be affected first. Because they were relying on spreadsheets, the team had a very clunky reporting process that took place on a monthly basis. This resulted in zero visibility into knowing who was working on what task or project at any given time. As a government entity, Ulster County must meet certain audit requirements that informed the people of what exactly the IT department did and completed in the prior year as a form of accountability to the county's taxpayers. Before implementing Project Insight, they were not able to answer that question quickly and therefore they were not in an audit ready position.