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Project Management Analytics

Sector/s: Utilities
Technologies Used: SharePoint, Power Automate, Power BI, Jira
Key Services: Data Strategy & Design, Data Management & Optimisation, Data Empowerment

The Network Engineering Design team of our client faced inefficiencies due to a lack of integration between e-form submissions and Jira ticket generation, resulting in data inaccuracies, poor task tracking, and unclear resource utilisation. A solution was implemented using Microsoft Power Platform, automating Jira ticket creation through Power Automate, improving resource management with SharePoint, and delivering real-time insights via Power BI. This solution enhanced data accuracy, optimised resource allocation, and provided better visibility into performance metrics, leading to more informed decision-making and improved operational efficiency.

Problem

The Network Engineering Design team relied on Atlassian Jira for task creation and management relating to the production and distribution of technical network diagrams. However, the integration between incoming requests (submitted via e-form) and the generation of corresponding Jira tickets was lacking, leading to a series of inefficiencies.

Critically, there was an absence of a transparent system to track incoming request volumes and evaluate performance metrics, such as the duration of task completion. This gap resulted in data inaccuracies, poor data governance, and tasks that seemed to lack a definitive end-point.

Additionally, the system failed to offer a clear view of the team’s operational capacity, making it challenging to assess whether resources were being underutilised or overextended.

Solution

Data Sagacity was commissioned to conduct an extensive review of the current process, capture business use cases and requirements, and propose enhancements with a suite of recommended, results-driven tools. The client chose to leverage the Microsoft Power Platform to streamline their operations.

  • The adoption of Power Automate enabled the automatic generation of Jira tasks upon e-form submissions, effectively bridging the previous gap between request intake and task initiation.

  • SharePoint was implemented to create robust capacity plans linked directly to Active Directory, facilitating improved resource management.

  • The introduction of Power BI delivered a wealth of data insights through comprehensive reporting. This suite of reports included administrative exception analyses pinpointing setup errors, capacity utilisation snapshots for optimal team deployment, and KPI tracking to aid in meeting regulatory reporting mandates.

Benefits

The implemented solution revolutionised task management by automating Jira ticket creation, reducing time and mitigating errors. Enhanced exception reports surfaced ticketing inaccuracies, improving data integrity and streamlining efficiency. Capacity management tools enabled real-time and forward-looking team utilisation insights, aiding in precise forecasting and resource allocation. This visibility extended to management, offering a comprehensive view of divisional resource capacity.

Key benefits include:

  • Swift, error-free ticket generation.

  • Improved data accuracy through automated checks.

  • Real-time resource utilisation tracking.

  • High-level capacity overviews for management.

  • KPIs informing performance and aiding regulatory compliance.

This led to a more informed decision-making process, increased compliance with regulatory standards, and an overall cultural shift toward continuous improvement, resulting in higher stakeholder satisfaction.

Conclusion

By implementing a comprehensive solution powered by Microsoft’s Power Platform, Data Sagacity successfully addressed these operational gaps. Automating Jira task creation streamlined the request process, while Power BI delivered key insights into resource capacity and performance metrics. These enhancements led to improved data accuracy, better resource allocation, and a more efficient workflow. As a result, the team is now better equipped to make informed decisions, maintain regulatory compliance, and continuously improve operations, significantly boosting stakeholder confidence.

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