Daptiv’s commitment to soliciting feedback from its enterprise customers also helped in Klein’s decision. “We felt having the expertise of a company like Daptiv—that has drawn upon its customers’ experiences and made improvements accordingly—was beneficial. The team at Daptiv is always implementing new functionality based on best practices and that’s great. We can take that and run with it!” Beam was up and running with Daptiv PPM in “literally a couple of weeks,” said Klein. Daptiv provided an implementation expert who helped them think through their current pain points and the problems they were trying to resolve. “They worked on configuring Daptiv to fit the various pieces of the PMO puzzle as it were, at the time, and they’ve continued modifying those criteria as our PMO evolved and moved forward,” said Klein.
However, not everyone at Beam was thrilled about implementing a new PPM system. “People didn’t want to get away from the way they were used to doing things,” Klein said, noting it was difficult for users to understand that compared
to Daptiv, the “old way” of project management involving slide decks and spreadsheets was time-consuming and inconsistent. As a result, the way Klein’s team rolled out Daptiv PPM was critical to the product’s adoption. “We didn’t force feed everything right away,” she said. Initially, Klein and her team taught users only about weekly status updates, moving on to weekly timesheets for time tracking once they mastered the first skill. Users were then gradually introduced to additional features in the system, and worked their way towards fully managing projects within Daptiv PPM.
Since deploying Daptiv PPM, Beam’s user adoption of PPM practices has increased substantially. As the company’s IT group saw the value of the product, they began using it more broadly to support other business functions in the organization. Daptiv PPM is now being used to manage facilities improvements for Beam’s distilleries, as well as to track financial shared services and administration projects. Daptiv’s Dynamic Applications feature helps to create custom applications that feed data into their ERP system. This minimizes their reliance on using spreadsheets, and instead stores data in a single, central repository that is continually being updated. The data is also accessible in Daptiv’s reporting tools and dashboards, which are visible across the entire organization.
Specifically, Beam has implemented a Dynamic Application for best practices around various projects. Project managers are able to enter in the various lesson types and categorize it as a “lesson learned” or “success.” This was used to create a comprehensive database of educational materials for training, organizational change management and internal communications. “Reporting has been a really big win for us,” said Klein. With the push of a button, users can now access weekly status reports and view a list of completed or overdue tasks, key decisions that were made, and issues or roadblocks on each project. “More than anything, we can now provide visibility into all of the projects, costs and resources. Fundamentally, it’s really about where people are spending their time,” said Klein. “Daptiv’s solution empowers us to effectively support operations, and frees us up to focus on more innovative work around projects.”