CASE STUDY

Query Management in a busy Project Interface team

Summary

Query Management is a critical part of this busy project interface team’s daily tasks. The adoption of ATMS has helped them to more effectively manage communications between multiple project stakeholders

Background

This Pisys customer is a world-leading seabed-to-surface engineering, construction, and services contractor, providing comprehensive project services to clients worldwide. The company undertakes complex projects typically organized around a prime contractor and various subcontractor companies working together to deliver a solution to the client. Effective query management is critical to the success of these projects, ensuring seamless communication and collaboration among all stakeholders.

Challenge

The company’s dedicated project interface team faced significant challenges in managing communications with all stakeholders. Initially, the team relied on a variety of tools, primarily spreadsheets and email, to handle these interactions. This approach had several drawbacks:
  • Lack of Consistent Documentation:

Project-related discussions, often detailed and complex, were frequently conducted verbally between project personnel or contractor companies. These conversations were not always recorded, leading to inconsistent documentation and information gaps.

  • Outdated Information:

Some project team members based their decisions on outdated information due to the lack of real-time updates. This issue was exacerbated by the absence of a centralized system to track and disseminate the latest information.

  • Loss of Critical Information:

Valuable information was often lost when personnel left the project, as there was no systematic way to capture and retain the knowledge shared during their tenure. This knowledge loss could significantly impact project continuity and success.

  • Information Silos:

The reliance on spreadsheets and email resulted in information silos, where different versions of documents and communications were stored separately. This fragmentation caused confusion and added unnecessary overhead to vital project conversations.

  • Inefficient Information Flow:

The flow of information needed to be recorded and tracked more effectively. The existing system did not facilitate efficient sharing of information among stakeholders, leading to delays and miscommunication.

Solution

To address these challenges, the company replaced its spreadsheet and email-based system with the Pisys Action Tracking System (ATMS). This transition provided a robust solution for managing queries and enhancing communication efficiency. The key features and benefits of the ATMS include:
  • Multi-Level Project/Subproject Structure:

The ATMS allows projects to be organized in a multi-level structure, enabling a clear hierarchy and better management of tasks and subprojects. This structured approach ensures that all aspects of the project are adequately covered and tracked.

  • Automated Email Integration:

Conversations and updates are captured and automatically shared via email, ensuring that all stakeholders are kept informed in real-time. This feature eliminates the risk of outdated information and ensures that everyone is on the same page.

  • Controlled Information Flow:

The system controls and tracks the flow of information through the project lifecycle. This includes recording conversations, tracking progress, and ensuring that information is accessible to all relevant parties. The improved information flow enhances decision-making and reduces the likelihood of errors.

  • Task and Project Stage Tracking:

The ATMS indicates the completion of tasks or project stages, providing a clear overview of project progress. This visibility ensures that milestones are met and that any potential delays are promptly addressed.

  • Custom Report Generation:

The system allows for the creation and sharing of custom reports, providing stakeholders with tailored insights into project status and performance. These reports facilitate better planning and resource allocation.

  • Workflow Management:

The built-in workflow manager ensures that the correct stakeholders are notified at all required stages in the query lifecycle. This structured notification process ensures that queries are addressed promptly and efficiently, minimizing delays and enhancing project coordination.

  • Form Customization:

The ATMS Action Tracker was configured to represent the specific form types required for interface queries. This customization ensures that the system aligns perfectly with the company’s needs, providing a tailored solution for query management.

Results

By implementing the Pisys ATMS, the company experienced several significant improvements in query management and overall project efficiency:
  • Enhanced Documentation and Tracking:

    All project-related conversations and updates are now systematically documented and tracked, ensuring that no critical information is lost or overlooked.

  • Real-Time Information Sharing:

    Stakeholders receive real-time updates and notifications, ensuring that everyone has access to the latest information and can make informed decisions.

  • Improved Collaboration:

    The centralized system breaks down information silos, promoting better collaboration and communication among all project participants.

  • Increased Efficiency:

    The structured workflow and automated processes reduce administrative overhead, allowing the project interface team to focus on more strategic tasks.

  • Better Governance and Accountability:

    The enhanced tracking and reporting capabilities provide complete auditability, ensuring that all actions and decisions are transparent and accountable.

Conclusion

The adoption of Pisys ATMS has transformed query management for this world-leading contractor. By replacing outdated spreadsheet and email-based systems with a robust, centralized solution, the company has significantly improved communication, collaboration, and overall project efficiency.  ATMS has proven to be an invaluable tool in ensuring the successful delivery of complex engineering projects, providing a reliable and efficient way to manage queries and track project progress. This implementation not only addresses the current challenges but also sets the stage for continued success in future projects.

MULTI-LANGUAGE

SImlpy configured

STRUCTURED

Change Management

AUDITABLE

Workflows

Testimonial

ATMS is a great tool to help ensure the successful delivery of our most complex projects - we're now much more confident that we're capturing and acting on all our interface queries

HSE Manager Caspian Region

ATMS is a web-based action tracker

Typically used to manage and report on high-governance actions such as HAZOPS and Audits, the Pisys ATMS is highly configurable and comes with full KPI dashboard, Power BI interface and a built-in audit trail.

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