Case Study/Project Management
Utilizing ezteamwork
Building context/challenges.
WBL DESIGN primarily offers comprehensive interior design services, focusing on design, engineering projects, and related services. Throughout the stages from design planning, construction, safety management, to after-sales service, there is often a large amount of information that needs to be coordinated and communicated among different parties. Supervisors also require clear information as a basis for enterprise-wide management. Prior to the implementation of the ezteamwork system, managing this information relied solely on document software, communication software, and manual operations. Often, there were situations where information couldn't be synchronized in real-time, leading to inefficiencies in service delivery.
- Quotations, payments, and other information related to suppliers, contractors, and customers are often inadequately recorded, making it difficult to trace, consolidate, and analyze.
- The actual time spent on each task in design and engineering projects is unknown.
- When carpentry and painting exit the site, the project progress is not promptly communicated to the finance department, resulting in delayed billing.
- Senior executives are unable to grasp the current financial status of projects, leading to difficulties in consolidating and analyzing the profitability of projects.
Solutions
WBL DESIGN - Comprehensive Operational Process Information Solution for Interior Design
Establishing an online approval mechanism to integrate the operational workflow from vendor quotations to invoicing.
Through the system, centrally manage material quotations from suppliers and project quotations from contractors. Execute the approval process for quotations through the system, with online review by the general manager to confirm material and contracting budgets. When the quotation is approved, the system automatically generates payment orders for subsequent operations by other departments.
► Digitize various types of company operation forms, enabling effective collaboration and centralized management, significantly reducing paper usage and manual operations.
Establish various types of forms in the system, such as vendor quotation/payment forms, customer invoicing forms, job cost estimation forms, personnel cost recording forms, etc., to facilitate effective digital management. This approach reduces paper-based operations while enabling quick access to and consolidation of necessary information.
► Establish project management templates according to their types to effectively and quickly estimate project durations.
Based on the nature of different projects, establish various types of project templates in the system, including pure design projects, pure engineering projects, and design/engineering projects. This not only allows for the creation of standardized workflow and management mechanisms but also facilitates rapid planning and estimation of project durations.
► Establish an online reporting mechanism to instantly track the inputted work hours and project progress.
Through the system, workers can report or update their progress, even while on-site, using a mobile app. Additionally, the system can generate Gantt charts in real-time, facilitating the easy management of interior decoration progress and understanding the time invested in the renovation project.
Integrating project documents with the Work Breakdown Structure (WBS) framework enhances the efficiency of project document management.
The system allows for the creation of structured folders for each project, further categorized based on document types such as design drawings, vendor quotations, contracts, etc. These folders can be associated with relevant work items, facilitating quick linkage of tasks and providing convenience for future retrieval and management.
► Linking the project progress with invoicing notifications ensures that billing operations proceed simultaneously without delays.
When the completion report for a project's withdrawal is submitted, the system automatically sends an email notification to the finance department to initiate the invoicing process. This ensures that project progress and billing operations proceed simultaneously, eliminating delays due to human error.
► Establishing project profit and department performance statistical reports enables real-time analysis and forecasting of operational conditions.
Through eDashboard's intelligent dashboard design, multiple reports can be generated. These reports not only consolidate all order and vendor quotation information but also link the income and expenses, quotations, and costs of each project. This automation produces statistical reports that provide real-time insights into the financial status of each project, estimated gross profit, cost structure, and departmental performance data. Such reports serve as a basis for future cash flow forecasts, eliminating the manual labor costs associated with consolidating information and creating charts.
Benefits of implementation.
► Digitizing and standardizing information management enhance project transparency and execution efficiency.
By digitizing data, we effectively collect customer and project information such as customer details, measurements, reasons for not placing orders, and vendor quotations. This data is stored for future reference, analysis, and improvement. Standardized management mechanisms are then employed to ensure the integrity of operational processes. This not only enhances work efficiency but also maintains consistency in quality.
► Real-time information reduces communication and management costs.
Management units can view reports at any time to understand the progress of each project, the schedule of resources, and the amount of accounts receivable. This reduces the time-consuming communication caused by information asymmetry and lowers management costs.
► Instantly generating data statistical analysis charts allows for effective monitoring of cash flow and operational status.
Through the automatically generated income and expenditure statistical charts on eDashboard, we can instantly grasp vendor payments and customer receipts. This allows us to predict and control cash flow, enabling us to devise early response strategies and minimize unnecessary risks.
WBL DESIGN is a leading interior design company in Tainan, distinct from typical studios. WBL DESIGN adopts a corporate organizational model, establishing a scalable and well-structured departmental team. From design planning, material selection, construction operations, safety management to after-sales service, WBL DESIGN offers comprehensive services. Grounded in integrity and sincerity, the company provides customers with trustworthy, efficient, and high-quality professional services.
Industry category.
Interior design industry, Interior decoration industry
Solutions
Engineering & Construction
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