Challenge

FINA EU funding department governs the EU projects lifecycle for both internal and external clients. For the internal EU projects, there are about 400 fully dedicated employees. The initial project plan contains activities for each project role and is in-depth modified monthly by dividing activities into more tasks. The monthly project plan included projected total working hours per task and per project team member. One of the requirements EU projects administration had is tracking the employee’s daily tasks. That data is collected and stored in different types of excel files. At the beginning of every month, four project managers spent two days (around 64 hours total) consolidating timesheets for the project’s team members for the previous month and modifying the plan for the next month. They could have spent their time on more value-adding and creative tasks.

Solution

FINA utilized Robotiq.ai software robots to handle most parts of the end-to-end process. After optimization and automation, the process that took around 64 hours now executes in a total of 8 hours.
The benefits were:

• Reduced operating time
• Higher accuracy without rework
• The prediction model feature for creating project plans

Robotiq.ai team deployed our platform for FINA in a hybrid model with robots operating unattended. Implementation in total lasted eight weeks.