green-trust project

Optimizing project and asset management processes Green Trust

Changing energy. That's the goal of Green Trust.The company works to transition from conventional energy to renewable energy by realizing solar, wind and storage projects at home and abroad. Ditio is helping Green Trust optimize its project and asset management processes in Microsoft 365.

Purpose of the project

Ditio and Green Trust have been working together since November 2021 with the goal of making the project management and asset management processes within Green Trust's offices in the Netherlands, Croatia and Serbia more manageable. We achieve this by helping the company to start working information- and data-driven (together) in Microsoft 365.

Ditio's Expertise

Our advice and plan of action for Green Trust consisted of a number of steps. In doing so, we first ensured a good foundation from which we continued to build.

1.From network drive to Microsoft Teams 

First, we transferred all (project) documentation on the network drive and other applications to Microsoft Teams. This way, project members can get to the right documentation faster and access management can easily be performed at the project level.

2.Implementation of intranet 

The second part of the issue involved centralizing internal communications. For this, we implemented a dynamic intranet. The intranet provides instant access to all important company information such as templates and procedures. Also, employees now receive news updates via Teams, so they are immediately informed of the latest developments within the company.

3.Office Apps 

In addition to implementing the intranet, we also developed and integrated a number of Office apps.

With the "Presence App," employees can easily reserve a workspace in the office via Teams on their desktop or smartphone, allowing everyone to see at a glance who is present on which day.

The 'Employee Health App' facilitates the extraction and delivery of monthly input on the well-being of project employees. This allows the organization to respond immediately to signals of excessive stress or workload.

4.Stakeholder Relationship Management in Teams 

After completing the basic implementation of Teams in the first year, we took it a step further the following year to see how we could improve project management. One of the first projects was to implement an SRM App within Teams. In it, all project stakeholders are registered, such as, for example, local residents of new wind farms to be built.

With the implementation of the SRM, there is now one central location where all stakeholders are tracked and project staff can easily access. With several convenient features, employees can easily record important project appointments at the stakeholder level. In addition, there is an integration with Outlook so that important stakeholder emails can be stored directly in the SRM.

Challenges and solutions

The first step was especially exciting for a while. The company had made an earlier attempt with another party to migrate the various storage locations to Teams and SharePoint.A major migration that didn't succeed at the time and that caused direct problems for the Belgrade-based team in particular.

Since Ditio obviously wanted the migration to succeed, the decision was made to visit the team in Belgrade on site. The purpose of the visit: to educate and together identify and eliminate potential risks in time.By looking face to face with the team at the work processes, we were indeed able to identify important risks.In addition, Ditio explained how to work with certain files, for example wind simulation software files.The visit increased the team's confidence in the project. The collaboration has had a positive boost as a result.

Results

In 2 years, the company made the transition from a simple network drive with folders and various standalone applications, to Teams as a central workspace where all the important tools come together.

We are currently expanding the SRM App to include project and asset management functionalities. This will allow the maintenance and construction team to easily organize, assign and track tasks. The mobile version allows employees to manage tasks on-site, increasing efficiency and flexibility. In this way, all aspects of the project are seamlessly integrated, allowing teams to collaborate more effectively and better manage project progress.

What did we learn in this project?

From this project, we first learned how to successfully migrate large amounts of data to the Microsoft platform. We also gained valuable experience in guiding users through the transition to a new system, with Teams acting as a central workstation. Finally, we learned how to make different Microsoft applications work together optimally to develop a customized project management app.

As Ditio, we are proud to work with Green Trust and we thank them for their ongoing trust in our company. It is special to see how by and large we share the same innovative mindset and approach to people. Green Trust has made great strides working with Ditio, but it has also made us better as a supplier. So a true reciprocal partnership. We look forward to growing together again in the coming period.