Project documentation management for the state government

Background

A State Government Department embarked on a major project, implementing SuccessFactors.

Given the project’s scale, the team faced the daunting task of writing and maintaining thousands of pages across hundreds of documents. These documents needed constant review and updates in tandem with the project’s iterative cycles, including workshops, design, and build phases.

Challenge

The project’s sheer size posed significant challenges:

• Massive volume of documentation required continuous review and updates.
• High risk of human error due to the scale and complexity of the project.
• Manual tracking of outstanding issues led to some falling out of focus.
• The documentation manager’s native reporting functionality was inadequate for handling the volume of open items and did not allow efficient categorisation of responsibilities.

Solution by Origin

Origin stepped in with a game-changing solution. Recognising the inefficiencies and bottlenecks in the existing process, Origin developed a tool that could extract all relevant data in minutes.

This tool not only transformed the data but also loaded it onto a user-friendly dashboard. The dashboard provided a clear, at-a-glance view of where efforts were required and by whom, complete with functionalities to drill down and slice the data for additional, focused context.

Impact

This innovative tool revolutionised the project’s documentation management:

• Significantly reduced the hours spent on collating data for project status reports.
• Enabled leadership and team members at any level to access updated data instantly.
• Reduced the risk of human error and ensured a more accurate representation of the project’s progress and areas of responsibility.

Further development

Encouraged by the tool’s success, the department approved its development into a full, configurable application.

This application could be utilised by anyone with access to the documentation manager, further streamlining the process and enhancing efficiency across the board.

Conclusion

Origin’s strategic intervention transformed a challenging documentation process into an efficient, data-driven operation.

This case study exemplifies how innovative solutions can not only solve immediate problems but also pave the way for long-term improvements in project management and documentation.