Optimum integrated automation and resource management tools to reduce manual workload, eliminate redundancy, and enable accurate reporting for a global beauty retailer.
About the Client
This multinational retailer is a global leader in the beauty and cosmetics industry. With operations in over 30 countries, the company is known for its high-quality skincare, makeup, and fragrance products. The brand is widely recognized for innovation and a commitment to delivering personalized, trend-forward experiences to its customers.
Business Challenges
The client’s Project Management Office (PMO) team was responsible for tracking and delivering cross-functional initiatives, but they faced growing inefficiencies in their workflows. Project data was maintained in Smartsheet, while team resourcing was managed separately in Excel. This fragmented approach created several pain points:
- Redundant Manual Work: Managing project and resource data in separate platforms led to duplicative administrative tasks.
- Inaccurate Forecasting: Limited visibility into resource availability hindered planning and capacity reporting.
- Inefficient Project Setup: Smartsheet Control Center project creation required ~30 minutes of manual setup for each new project.
- Scalability Issues: With over 100 projects created annually, these inefficiencies accumulated quickly.
Optimum’s Involvement
Optimum proposed and implemented a comprehensive solution that streamlined both project setup and resource management:
- Smartsheet Resource Management Integration: By embedding Resource Management capabilities directly into the client’s existing Control Center and project templates, Optimum eliminated the need for separate resourcing spreadsheets and enabled a seamless, “plug-and-play” solution for users.
- Power Automate Workflows: Optimum developed a custom Power Automate workflow that automated the project-specific setup previously done manually. This ensured consistency and reduced the margin for error.
Project Outcomes and Benefits
The new solution delivered measurable improvements in efficiency, accuracy, and scalability:
- Over 3,000 Hours Saved Annually: Streamlined workflows and automation across the project portfolio significantly reduced manual effort and improved overall efficiency.
- Reduced Setup Errors by 80%: Automated workflows minimized manual input, reducing errors and improving consistency across project environments.
- 40% Faster Reporting: Integrated data sources enabled more accurate PMO reporting, including capacity planning and forecasting, up to 40% faster.
- Real-Time Resource Visibility: Enhanced transparency into team capacity and timelines empowered better decision-making.
- Scalable, Governance-Driven Framework: The solution established a repeatable, governance-ready model that can grow with the organization and be replicated across departments.
Future Opportunities
With automation and resource management now embedded in their workflows, the client is well-positioned to expand efficiency gains across the organization. Potential next steps include:
- Advanced Reporting Dashboards: Building on centralized data to deliver executive-level insights and AI-driven forecasting.
- Portfolio Optimization: Using resourcing data to align initiatives with strategic goals and streamline prioritization.
- Cross-Platform Integration: Connecting with additional enterprise systems to create a unified, end-to-end view of business operations.
- AI-Enhanced Planning: Applying content automation and AI models to further reduce manual tasks and forecast future demand.
About Optimum
Optimum is an award-winning, nationally recognized IT consulting firm serving clients across multiple industries in the US and Canada. We specialize in helping organizations enhance efficiency, overcome project management challenges, and achieve digital transformation through strategic planning, innovative technologies, and streamlined PMO processes.
We offer a comprehensive range of project management solutions and services, including Smartsheet Consulting, Systems Integration, Business Process Optimization and Automation, Business Intelligence (BI), Custom Application Development, and Staff Augmentation.
Reach out today for a complimentary discovery session, and let’s explore the best project management solutions for your needs!
Contact us: info@optimumcs.com | 713.505.0300 | www.optimumcs.com
