Digital Transformation of
a Utility Company
Kasseler Verkehrs- und Versorgungs-GmbH (KVV) has undergone an impressive digital transformation using the Uffective platform to optimize its internal IT structure. This success story vividly demonstrates how the implementation of Uffective has effectively streamlined KVV’s project management and financial planning processes. To give a more in-depth understanding, we will explore two practical examples..
Overview of KVV and its Challenges Before Uffective
Introducing KVV: Kasseler Verkehrs- und Versorgungs-GmbH (KVV) is a diversified holding company in Kassel, overseeing utilities and public transportation (PT). With 12 locations organized into 4 business units, including energy production, PT services (trams and buses), fiber installations, and recreational facilities such as pools, KVV plays a crucial role across various sectors. Boasting approximately 1,900 employees and a turnover of 570 million euros, KVV stands out as a prominent utility company.
Challenges for KVV
KVV encountered IT challenges following a decision in 2009 to outsource internal IT, resulting in decentralized IT control points across different business units. This led to redundant IT applications and a lack of oversight on IT matters.
During a restructuring project from 2017 to 2018, it became evident that internal IT competency needed strengthening. Rather than bringing IT back in-house, the Digitalization and Information Technology department was established, focusing on governance, IT project management, and process optimization. After its launch in 2019, KVV needed to regain control over its IT issues.
An internal process named “IT-Maßnahmenantrag” – what means IT Initiatives Request – was maintained to ensure necessary involvement, data protection information, and communication between departments and IT. Despite a corporate agreement for IT systems, there were multiple media breaks within the systems used.
KVV discovered Uffective due to its ability to manage multiprojects and seamlessly integrate with SAP systems. Through Uffective’s implementation, KVV significantly increased efficiency in handling IT measures requests and workflows, resulting in a substantial improvement in addressing initial challenges related to IT matters.
First Practical Example – Project Management
The initial practical example illustrates how the implementation of Uffective delivered a comprehensive solution for KVV’s project management.
Comprehensive Uffective Implementation
Kasseler Verkehrs- und Versorgungs-GmbH (KVV) chose to optimize its project management processes by introducing Uffective. Here are the key steps and benefits of the Uffective implementation:
Introduction of the Uffective tool and its role
Uffective is a cloud-to-cloud-based Software-as-a-Service (SaaS) solution specifically designed for project management. This innovative platform serves as a digital control center where all aspects of a project are coordinated and managed. Uffective’s role is to provide a central platform for efficient coordination, monitoring, and documentation of all project activities, promoting improved teamwork and accelerated project execution. The various functions and advantages of the Uffective tool are explained in more detail below.
Initiation of new projects directly in the platform
Project managers can effortlessly initiate new project ideas in Uffective. By selecting the appropriate department and creating the project, the initiation process is streamlined. The tool guides users through the necessary steps, ensuring a swift and efficient initiation of projects. The platform is designed to make the entire process, from idea development to project creation, seamless and user-friendly.
Olga Becker
IT-Projektmanagerin in der Digitalisierung & Informationstechnik
Kassler Verkehrs- und Versorgungs-GmbH
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Streamlined Approval Workflows: Expedited Approval Processes
Uffective outperforms in seamless integration of approval workflows. The project idea is created directly in the platform, and approval requests can be effortlessly sent. This significantly optimizes the approval process and minimizes manual steps.
Application submission and project capturing
The straightforward application process enables project managers to contribute ideas by selecting the relevant business unit and providing a brief description. The option to save ideas temporarily or initiate the approval process immediately enhances flexibility.
Type of change and document attachment
To inform the approval process accurately, the type of change is specified, serving as an informative basis for stakeholders.
Relevant documents can be attached directly to the request to create a comprehensive decision-making foundation.
Selection of approver and comment function
The request is specifically sent to the relevant decision-maker, such as the IT manager. The platform allows direct communication through comments to request additional information or leave specific comments.
Approval decision and feedback
The approving person, such as the IT manager, receives clear notifications about pending approval requests.
After reviewing all relevant information, they make decisions for approval or rejection. Clarifications or adjustments can be requested if needed.
Project manager feedback and continuation
After the approval decision, the project manager receives feedback. Upon approval, the request disappears from the decision-maker’s responsibility area,
and the project manager can now initiate implementation. If rejected, feedback is provided for necessary adjustments.
Transparent approval workflows
Uffective’s approval workflows are transparent not only internally but also across the corporation. Every initiator can check the current status at any time, improving collaboration and contributing to efficient project execution.
Project Management and Overview: Clear Structure for Effective Implementation
The Uffective platform provides a holistic project overview and efficient progress monitoring through diverse modules employed in day-to-day project management:
Project overview and phase status
In the project list, project managers gain a clear overview of the status of their projects. The traffic light display shows progress in three essential dimensions: capacities, budgets, and deadlines. This visual representation enables quick recognition of a project’s phase and identifies potential action areas.
Progress monitoring and company structure
The modules in Uffective allow detailed progress monitoring, including displaying the department from which the project originates and the project’s complexity. Real-time evaluations are available and can be used for improved company structure. The ability to track progress allows for early detection and addressing of bottlenecks.
Work packages and GANTT charts
For granular project control, projects are divided into work packages. These can be equipped with detailed tasks displayed on a clear board. The connection to GANTT charts enables a temporal visualization of tasks and work packages, making project planning and implementation efficient.
Profile generation for transparency
Noteworthy is the profile generation function, allowing the creation of a clear profile from the current status of a project. This profile includes all relevant data significant for meetings and stakeholder communication. The ability to customize the profile and export it as a PDF greatly facilitates transparency and documentation. Overall, these features provide comprehensive control and management of projects in Uffective, contributing to efficient and transparent project execution.
Conclusion
The success story of KVV with the implementation of Uffective demonstrates how a comprehensive digital transformation can successfully address the challenges of a decentralized IT structure. The decision to introduce Uffective as a central platform not only enables efficient coordination and monitoring of all project activities but also creates transparency and improves collaboration throughout the entire company. The initiation of new projects, transparent approval workflows, and comprehensive project overview are crucial for increasing efficiency and successfully managing multiprojects. In summary, KVV proves that digital transformation with Uffective not only optimizes the IT structure but also establishes the foundation for future-oriented and transparent project execution.
