Enhanced collaboration and effective project management in complex IT governance
From knowledge silos to effective collaboration and full overview across the organization
The results
- Increased overview of tasks, responsibilities and progress
- Reduced manual labor through automation
- Enhanced knowledge sharing through a unified information base
- Better collaboration internally and with external parties
- Stable and secure operation of central tools
Development areas
The agency identified a number of key areas in need of improvement:
- Knowledge sharing: Knowledge was scattered across emails, excel files and documents, creating silos and limited transparency.
- Collaboration and overview: Lack of tools for effective task management and documentation made it difficult to create a common direction.
- IT and project management support: Need to support a more structured project model and workflow.
- Operations: Want to reduce internal resources spent on operations and focus on core tasks instead
Implementation
To meet the agency’s need for better collaboration and knowledge sharing, Aety presented a collaboration platform based on Jira Software, Confluence and selected apps from the ecosystem.
Multiple methods were used to ensure the platform supported both daily workflows and larger projects. The platform made it possible to break knowledge silos, create transparency across teams and collaborate with external suppliers in one system. At the same time, workflows and project setup were tailored to the agency’s existing project model, optimizing workflows and supporting efficient project management.
Aety Services
License management: Consulting, sparring and handling communication with Atlassian
Training: Training for employees, superusers and administrators
Consulting: Conducting workshops and configuring solutions
Implementation: Setting up the platform, projects and workflows
Outsourcing operations: Fixed resources attached to Aety so the organization could focus on core tasks
How to proceed
The implementation was initiated and adapted to the agency’s wishes and needs, which resulted in the following approach:
01
Strong anchoring in operations
Aety actively participated in the DevOps office, where consultants ensured stable and secure operation of the platform. This included creating licenses for 4,000 users and ongoing operational monitoring to ensure continuity.
02
Advice and training in the process
In addition to operations, Aety advised on the selection and use of apps in the ecosystem and trained employees to handle communication with Jira and Confluence vendors. Super users and administrators were trained to work efficiently and take responsibility for the platform internally.
03
Workshops and ongoing support
In addition, Aety held workshops to help employees configure solutions and ensure operations were running optimally. Aety took on an ongoing support role and dedicated resources were assigned, freeing up the agency’s staff to focus on their core tasks.
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