ortevo GmbH

Situation

Resource planning can quickly become a very time-consuming issue in the project business. In order to plan efficiently, it is necessary to be able to view not only the individual projects, but also the departments and analyze their workload. We wanted a solution that would allow us to track team utilization in real time. In our industry, complex orders often arise at very short notice. An important criterion was therefore also that the solution reliably and quickly shows us where resources are available or will soon become available. In the past, it sometimes happened that employees were assigned to jobs even though they were on vacation or business trip.

Pain

We needed an easy-to-use solution and to access key insights with only a few clicks. Previously, resource planning was based on Gantt charts, which turned out to be increasingly inflexible and outdated. In addition, not only the BDA team, but also all freelancers should be involved in the future: In our industry it is customary to put together an individual team of permanent and freelance employees for each project. In order to keep track of this, it was important to us that the solution also offers HR functions such as vacation and absence management. No other solution we had considered offered this range of functions with high usability at the same time. Thanks to CoffeeCup, we can keep track of which employees are involved where and for how long, even with up to 30 parallel projects.

Impact

By planning resources well in advance, the team could be deployed more efficiently, which led to a significant increase in profitability without new customers.

Forecast Dashboard based on future Project Demand

Team Utilization Chart per Month: When is my team not utilized?