13 Dec 2023
A multinational retailer enlisted Optimum to implement a Smartsheet Control Center solution to streamline their process for opening new stores and tracking associated issues

A multinational retailer enlisted Optimum to implement a Smartsheet Control Center solution to streamline their process for opening new stores and tracking associated issues

Optimum designed a Smartsheet Control Center solution to streamline and effectively manage the new store opening process while providing detailed metrics on performance and issue management.


About the Client

The multinational retailer, founded in 1969, stands as a global powerhouse in the beauty and cosmetics industry. With a rich history spanning over three decades, the company has established itself as a trailblazer, offering a diverse and extensive range of beauty products. Operating in more than 30 countries, the company is renowned for its commitment to quality, innovation, and personalized shopping experiences. The brand has become synonymous with staying at the forefront of industry trends and providing customers with access to an unparalleled selection of skincare, makeup, and fragrance products.

Business Challenge and Project Background

The client’s New Store Opening team manages a complex process, overseeing the launch of new stores by managing vendors and installers to ensure that the new stores have the appropriate supplies, materials, fixtures, and brands installed. Previously, the New Store Opening team had to manually create a new template set for every new store, and the templates were cumbersome and complicated. The company also heavily relied on the Smartsheet comments feature within their different trackers to communicate with vendors and track issues. This approach posed challenges, including fragmented issue and resolution tracking, and the lack of ability to automatically calculate metrics related to the issue. Additionally, vendors and installers were able to see feedback and issues for other vendors, contributing to a lack of confidentiality.

Optimum’s Involvement

Optimum employed a structured approach to understand the client’s requirements and build an impactful solution. First, Optimum conducted a discovery phase which consisted of four weeks of workshops to identify the current state, pain points, and future state requirements. Optimum concluded this phase by providing a list of business requirements and a proposed solution architecture. Upon the client’s approval, Optimum then spent the next eight weeks developing the solution with frequent input from the client stakeholders. After the preliminary solution was developed, the client underwent user acceptance testing and training to ensure the Smartsheet solution was comprehensive and well understood.

Once the Smartsheet solution went live, Optimum worked closely with the client through a support package to monitor user adoption and implement impactful changes based on user feedback. Throughout each phase of the project, Optimum maintained a collaborative and communicative approach, fostering a partnership that ensured the successful delivery of a tailored solution for the company’s New Store Opening process.

Project Outcomes

The collaborative efforts between the multinational retailer and Optimum yielded a robust solution that addressed the client’s pain points and requirements. The solution was developed using Smartsheet Control Center, which enabled the company to automatically provision template sets for their new stores. The template set consisted of streamlined trackers so that the team could track the installation process in a more efficient manner. Optimum created an issue tracker template which centralized the tracking of project issues and sent automated reminders to the vendors and installers to ensure that the issues were mitigated on time.

Optimum utilized Smartsheet’s premium application, Dynamic View, to create custom views for each vendor so that they could see only the project information that pertained to them, rather than having to filter out the information for the other vendors. The standardized template set enabled complex reporting on project KPIs, which were displayed on internal dashboards for the leadership and execution teams, as well as external vendor dashboards. The vendor dashboards provided the client’s vendors with visibility on their metrics without allowing them to see the performance of the other vendors.

About Optimum

Optimum is a national Software Consulting firm, and a Smartsheet Platinum Partner, helping organizations accelerate efficiency and solve business challenges. We deliver robust software solutions and amazing client experiences!

As a Platinum, Certified Smartsheet Partner, our consultants define, automate, and optimize processes and implement advanced Smartsheet solutions to help clients achieve work efficiency and productivity. From development of customized templates and advanced dashboards and workflows to the full implementation and support of Smartsheet Control Center and other accelerators, our team helps clients maximize their ROI in Smartsheet and increase user adoption and productivity of their teams.

Contact us for a free discovery session to identify and discuss the best solution option for your work automation and project management needs. More information: https://www.optimumcs.com/smartsheet/

Contact us: info@optimumcs.com | 713.505.0300 | www.optimumcs.com.