Transformative impact on Ayesa Advanced Technologies operations

Before switching to Easy Redmine

Prior to implementing Easy Redmine, Ayesa relied on a mix of disconnected tools, including Microsoft Project, Jira, Excel, and SAP BPC. This fragmented toolset made it difficult to maintain consistency across teams and locations, resulting in operational inefficiencies and limited project oversight.

Challanges

Ayesa faced several challenges due to the lack of integration among their project management tools:

• Fragmented project tracking: Multiple tools led to inconsistent project data and hindered effective tracking.
• Limited resource visibility: Difficulty in managing resources and understanding workload distribution.
• Inefficient time and cost management: Challenges in tracking time spent and associated costs accurately.
• Lack of standardization: Inconsistent processes across departments and projects.

Expectations from project management software

To improve operational efficiency, Ayesa set clear expectations for the new system. The focus was on standardizing processes, enabling cross-departmental collaboration, and optimizing project delivery through real-time visibility and better planning.

• Standardize project management across departments and global offices.
• Improve visibility into resource workloads and capacity.
• Integrate with SAP BPC to maintain continuity with corporate tools.
• Increase productivity and project profitability through better oversight.

Company's requirements for Easy Redmine

• The tool has to allow different project and task types
• Integration with other corporate software (SAP, BPC)
• Resource and skill management
• Work done by each employee (including the type of work and category)
• Contractual documentation of the project and the relationship with the work and employees
• Reporting of the work done, pending, and in progress
• Reporting of the work done in time
• Capacity management
• Estimated, spent, and invoiced time

Implementation

Preparation

Prior to implementation, a pilot phase took place where the basic requirements were defined, which were incorporated into the Easy Redmine environment and then presented to the company's management. The approval was followed by a detailed implementation, in which key users of the application from the project office department actively participated. 

• Conducted a pilot phase with 11 projects in 2019 to define requirements and test Easy Redmine’s capabilities.
• Engaged key users from the project office department in the implementation process.

Configuration

In the first step, a detailed structure of projects was defined along with all types of users and the parameters of users' personal pages.

• Defined a detailed project structure and user roles.
• Created standardized project templates for consistent project setup.

Deployment

Initially set up on a temporary cloud environment, later migrated to a private cloud to support intensive use and a higher number of users.

Training

We trained key users and administrators during the implementation and other users of the application additionally in comprehensive thematic blocks.

Testing

The client uses a test environment with real data, which allows new requirements and functions to be tested before deployment to the production environment. The pilot of 11 projects was very important to complete the testing and to proceed with the deployment.

Cloud solution

Cloud solution was selected by AYESA. We set up the system environment on a temporary cloud and then we migrated to the final cloud environment. In order to support a higher number of users and intensive use of the tool, AYESA moved from the public cloud to the private cloud.

The most used functions

1. Project Gantt: Enabled teams to visualize project timelines and update tasks efficiently.
2. Time Tracking: Facilitated monitoring of time spent by teams and groups.
3. Resource Management: Allowed for effective control of team members’ workloads.

Project Gantt in Easy Redmine

Results and benefits

Easy Redmine has become the centralized hub for managing projects at Ayesa, streamlining workflows and improving visibility across functions. The integration with internal systems and consistent project methodologies have resulted in measurable improvements in planning, tracking, and reporting.

Outcomes

•  Centralized and standardized project workflows.
•  Enhanced workload and time tracking across teams.
•  Improved coordination and resource utilization.
•  Real-time reporting and dashboard views of project health.

Conclusion

The implementation of Easy Redmine has transformed how Ayesa Advanced Technologies manages projects across its global teams. By replacing disconnected systems with a unified project environment, the company improved operational visibility, standardized methodologies, and enhanced decision-making. 

Easy Redmine continues to support Ayesa’s goal of delivering complex, high-impact projects with precision and efficiency.

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