Direct Insu­rer Suc­cess­ful­ly Mana­ges IT Pro­jects with PLANTA pro­ject

In the past, ERGO Direkt Ver­si­che­run­gen plan­ned all its IT pro­jects with Excel and with an indi­vi­du­al solu­ti­on based on Lotus Notes. This solu­ti­on has now been repla­ced by PLANTA pro­ject. The intro­duc­tion of this pro­fes­sio­nal pro­ject manage­ment tool allows a clo­se inter­re­la­ti­ons­hip bet­ween sin­gle pro­ject manage­ment and port­fo­lio management.

Using PLANTA sin­ce 2010

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Initi­al Situation

Pri­or to intro­du­cing PLANTA’s mul­ti pro­ject manage­ment solu­ti­on, sin­gle pro­ject and port­fo­lio plan­ning were main­ly car­ri­ed out manu­al­ly. The avail­ab­le tools only cove­r­ed a part of the requi­red task scope. In addi­ti­on, the­re was litt­le trans­pa­ren­cy with respect to chan­ges during the quarter.

Publis­hed in ver­si­che­rungs­be­trie­be 09/2014

Imple­men­ta­ti­on Process

An inter­nal com­pe­tence team with repre­sen­ta­ti­ves from IT, IT coor­di­na­ti­on and actua­ri­al ser­vices defi­ned the requi­red tar­gets for pro­ject and port­fo­lio manage­ment. The objec­ti­ve of the imple­men­ta­ti­on was to enhan­ce the pro­ject and port­fo­lio manage­ment, resour­ce plan­ning, work repor­ting for employees as well as to replace for­mer indi­vi­du­al solu­ti­ons. Initi­al­ly, the mar­ket for pro­ject manage­ment soft­ware was rese­ar­ched, this was then fol­lo­wed by an inten­si­ve review of the short­list can­di­da­tes which inclu­ded on-site pre­sen­ta­ti­ons by the four remai­ning sup­pliers. From the short-list one can­di­da­te was cho­sen, PLANTA pro­ject, for the fol­lowing reasons:

  • Usa­bi­li­ty
  • Cost/benefit rela­ti­on (licen­se cos­ts and imple­men­ta­ti­on effort)
  • Resour­ce plan­ning and work reporting
  • Pro­ject ran­king accord­ing to busi­ness strategy
  • Avai­la­bi­li­ty of all rele­vant roles (employee, pro­ject mana­ger, team mana­ger, port­fo­lio manager)
  • Incor­po­ra­ti­on of vaca­ti­on and basic load in estab­li­shing resour­ce availability
  • Good under­stan­ding of ERGO Direkt’s requirements

Pro­cess Optimization

Sin­ce May 2012, PLANTA pro­ject and PLANTA port­fo­lio are being used in prac­ti­ce in the IT, IT coor­di­na­ti­on and actua­ri­al ser­vices depart­ments. Acti­vi­ty repor­ting is also car­ri­ed out by employees from other depart­ments in PLANTA. Data from SAP (orga­niz­a­tio­nal struc­tu­re inclu­ding employees) and Jira (pro­ject mas­ter data) is impor­ted into PLANTA via inter­faces. At our office in Nuremberg/Fürth, bet­ween 30 and 50 pro­ject and sub­pro­ject mana­gers, two port­fo­lio mana­gers, 300 to 500 pro­ject team mem­bers, around 20 resour­ce mana­gers, 10 to 20 managers/stakeholders as well as appro­xi­mate­ly 10 accoun­t­ants are working dai­ly with the sys­tem. About 50 pro­po­sals with an indi­vi­du­al effort of more than 15 per­son days each are plan­ned simul­ta­ne­ous­ly. ERGO Direkt quar­ter­ly deci­des which pro­jects will be rea­li­zed using skill-based port­fo­lio plan­ning and a ran­king based on the busi­ness stra­te­gy. PLANTA Pro­ject allows the impacts (e.g. resour­ce bot­t­len­ecks) on indi­vi­du­al teams and fiel­ds of exper­ti­se to be easi­ly detec­ted, and avoiding action to be taken early.

Con­clu­si­on and Benefits

Sin­ce its imple­men­ta­ti­on, the PLANTA sys­tem has hel­ped to sol­ve the fol­lowing problems:

  • Both sin­gle pro­jects and port­fo­lio manage­ment, access the same data­ba­se. Pro­ject mana­gers do not have to sub­mit any data for port­fo­lio plan­ning anymore.
  • The Excel she­ets that were con­stant­ly sent back and forth were abolished.
  • Reports in PLANTA now pro­vi­de all the infor­ma­ti­on that is necessa­ry for decisi­on making.
  • ERGO Direkt now has a real time view of the cur­rent pro­ject and port­fo­lio pro­gress avail­ab­le at the click of a button.
  • If pro­blems do occur, then ERGO is able to take avoiding mea­su­res much earlier.
  • Today, ERGO’s pro­ject mana­gers recei­ve much bet­ter assi­s­tance than they did in the past. The work repor­ting of employees has beco­me easier and fas­ter, and the satis­fac­tion with the tool sup­port has incre­a­sed significantly.

“Sin­ce imple­men­ting PLANTA pro­ject, we have a com­mon and dai­ly updated data­ba­se for all pro­jects, plans and reports. This is cru­cial for us and faci­li­ta­tes the coope­ra­ti­on of invol­ved roles.”
Dr. Ste­fan Spieck, ERGO Direkt Ver­si­che­run­gen — Head of Cus­to­mer Manage­ment (IT Coordination)