Implementation of project and portfolio management software FlexiProject projects in the Smay Group

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The SMAY Group has been providing innovative and comprehensive ventilation and fire protection solutions for more than 32 years. SMAY focuses on continuous, systematic development by implementing innovative products, technologies and production processes. It continuously invests in the development of its employees, its own technological thought and production facilities. The company’s mission is to provide fresh air and care for the comfort and health of people and their property in all types of buildings.

🏢 About SMAY

Smay Group has been providing innovative and comprehensive ventilation and fire protection solutions for more than 32 years. It creates some of the best ventilation solutions. Smay Group is not only a manufacturer, but also an expert in ventilation solutions. It focuses on continuous, systematic development, involving the implementation of innovative products, technologies and production processes. It continuously invests in the development of employees, its own technological thinking and production facilities. To date, Smay’s products and services have benefited more than 15,000 customers in more than 34 countries around the world. The company has new production and warehouse facilities located in Podlęż near Krakow. It also has a modern machinery park, which is synchronized with the ordering system and automated customer service.

🧩 Implementation context

Prior to the decision to implement professional project and portfolio management software, Smay had the project management standards described, but worked on distributed tools from MS Office. This caused a number of communication problems and did not allow for effective planning and management of multiple projects. The company carefully analyzed several solutions available on the market and decided to choose FlexiProject software.

🚀 Course of implementation

The implementation of the software had several stages and went extremely smoothly. The intuitiveness and ease of use of FlexiProject, despite the fact that it is a rather complex tool, certainly helped overcome the initial resistance of employees to the need to use “another system” in the organization. At first, users had the opportunity to get acquainted with the system on a test version and then, with the help of the Project Coordinator, they began to enter their own projects into the system. Currently, FlexiProject is used by the departments: Product Development, Research and Analysis and Management. The company uses a wide range of functionalities available in the system and these are: project charter, schedules with Gantt chart, budget, project risks, deliverables, project plan change requests, project portfolios, approval paths and others. Smay also regularly uses the function to create a change request whenever assumptions change and the project plan needs to be adjusted to new realities. Such changes are under full control and always get approval from the company’s management. With the help of the system, development / modernization, research and other projects are implemented – these projects are being implemented in Smay more and more every year.

🏆 Benefits of implementing the FlexiProject system

The implementation of the FlexiProject system at Smay has allowed the company to reach a new level of project management effectiveness. Communication has improved, transparency and accessibility to information about the status of each project has improved, and one can immediately see where the risks are and where a response is needed from the company’s management or board. It is also a success that the system is readily used by employees and they see its added value in the organization.