UniPhi EOM October 23 - Barefoot Bowls

" Bare feet on the grass comfort the spirit and connect the body to the earth all at once!"

Quote by Maximillian Degenerez

Barefoot Bowls at THE GREEN North Sydney.  Despite precarious weather, it was a great day where we all witnessed the UniPhi in-house competitiveness in lawn bowls, barefoot.

Celebrating another successful month of achievements Mark Heath our CEO and a tad rusty lawn bowler lead the charge in enthusiasm at our Company monthly meeting before we head out to share this outing.

The two teams of Red and Blue were head to head for most of the competition, until the Reds got weary and the Blue team streaked ahead to win the day!  Tough loss Red Team better luck next time. What a great way to unwind and laugh together in the fresh air, after a hectic month shortened by the long weekend.  

Some October 2023 achievements and highlights are:

• A successful webinar of 50 tips and tricks on how to use UniPhi - don't forget to keep this handy
• Tech Day sharing our successful collaboration with TSA
• Our UK success story supported by our valued client Alinea and great commentary by Cameron Bayliss
• Finally but not least, Andrei Pavel, our newest member joined us this last fortnight and heads back to the UK today Monday 30 October 2023.  
• Great new deployments - updates on these stories to come.

Andrei spent two weeks in Australia to complete his induction and his time here was invaluable for all of us. Andrei experienced Sydney and Queensland, and was supported through his final training, as well as making great contributions with his unique skills, of which we will be sharing those results next month.

Andrei heads back to the UK where he will be attending the Eventbrite Project 13 event representing UniPhi.  Mark Heath our CEO will be joining him flying out in 2 days to attend the PCE UK and achieve some other goals whilst there meeting with some key industry experts in their fields, stay tuned for more information.

Meanwhile the team here lead by Raj and Murray will continue to provide the quality service and  customised developments needed to ensure our clients get the best to achieve their business objectives.

UniPhi discusses - Unlocking the Power of Automation in Cash Flow Management

In the modern business and project landscape, the importance of efficient cash flow management cannot be overstated. It's a critical aspect of financial stability and growth. As organisations expand, the complexity of cash forecasting can become overwhelming, with data scattered across various financial systems, ERPs, banks, and entities. This is where automation comes to the rescue, making cash forecasting more efficient, accurate, and lessening manual work. However, it's crucial to understand that automation is not a magic wand; it's a tool that magnifies the effectiveness of your existing processes.

Automation as a Force Multiplier

Automation plays a pivotal role in integrating multiple tools and systems, allowing them to seamlessly share information, reflect updates in real-time, and provide a single source of truth. Nevertheless, it's important to stress that automation should not be seen as a replacement for flawed or undefined processes. In fact, introducing automation into inefficient processes can exacerbate existing issues. The foundation for successful automation is solid, well-defined processes that exhibit consistency and transparency.

Cash Flow Forecasting and the Breaking Point

Complex cash forecasting scenarios often reach a breaking point when an organisation's growth leads to operations becoming fragmented and data scattered across various systems and entities. It's at this juncture that companies realise the need for cash forecasting automation. Even when automation is the right choice, human oversight remains essential for assessing the return on investment and adapting systems to changing needs and evolving solutions.

Approaching Cash Flow Automation

The approach to automation must be tailored to an organisation's unique context. Consider how forecasting is currently done, the existing processes, the involved stakeholders, the systems in use, and the location of necessary data. Once this context is understood, the planning for automation can commence, outlining the project's requirements.

Benefits of Cash Management Automation

Cash management automation offers several compelling advantages:

• Cost Savings: Real-time cost tracking and detailed commentary provide transparency on spending.
• Increased Efficiency: Automation reduces repetitive tasks, freeing up more time for analysis.
• Improved Accuracy: Data entry happens once, and it populates where it's needed.
• Better Cash Visibility: Instantly track cash inflows and outflows.
• Quick Fraud Detection: Red-amber-green (RAG) systems highlight errors for assessment and correction.
• Streamlined Payments and Reporting: Approvals flow directly to accounts payable with easily tracked reporting versions.
• Increased Customer Satisfaction: Prompt payments, staying within budget, and transparent reporting instill confidence and minimise pressure on stakeholders.

UniPhi: Your Partner in Cash Flow Automation

UniPhi offers a comprehensive solution to achieve all these benefits with transparency and ease within the lifecycle of projects and portfolios managed. It provides capacity to generate cash flow using AI derived from past completed projects you have managed. Actuals are automatically posted to the cash flow profile via completed invoices and this provides the most accurate platform for forecasting future projects.

New projects can have their spend (and revenue) profiles generated in 30 seconds. Check out the video below to see cash flow automation in action.

 

Automation in Project Management: Enhancing Efficiency and Accuracy

In the ever-evolving landscape of project management, the demands and expectations for successful project outcomes continue to rise. As we strive to build taller, safer, and more environmentally compliant structures, projects now face increased scrutiny and involve a growing number of stakeholders. In this challenging environment, the role of automation in project management becomes pivotal, offering a myriad of benefits to project teams. Here, we'll explore the significance of automation in project management, detailing how it can be implemented and the transformative impact it has on the entire project team.

The Changing Landscape of Project Management

A recent study by KPMG and the Australian Institute of Project Management (AIPM) conducted in 2020 highlighted the urgent need for ongoing investment in developing technological capabilities in project management. With technology continually advancing, the expectations for project outcomes have reached new heights. The scrutiny and the number of stakeholders involved in projects have expanded, intensifying accountability. Automation in project management presents a solution that provides several key advantages, such as:

Reduction in Data Errors: Automation minimises transposition errors, ensuring high-quality information and a single source of truth.

Prioritisation with RAG Ratings: Automated systems can flag priorities and critical risks for early attention.

Elimination of Mundane Tasks: Repetitive administrative tasks become a thing of the past.

Standardisation: Automation standardises forms into templates, streamlining workflows and processes.

Automating these aspects saves time, enhances productivity, and offers real-time decision-making opportunities, ultimately reducing risks and project delays.

Why Automate Reporting Tasks?

One of the key areas where automation is extremely effective in project management is the automation of reporting tasks. Automating reports provides immediate data capture, giving project executives real-time insight into project progress. In the past, progress meetings were often prolonged, with inconsistencies in progress reports and forecasted costs at different project phases.

With automated reporting, live project status and instant RAG ratings offer a real-time "finger on the pulse." Dashboards adjust instantly to display any exceptions or variations in cost or schedule, making the need for extensive discussions and collaboration on progress reports a thing of the past. This not only saves hours but also instills confidence in the decisions made based on the provided information.

Repetitive reporting tasks can become a significant burden on time and resources. Automating these tasks not only saves time and money but also ensures that project actions are not delayed while waiting for critical decision-making information, enabling the maintenance of the project's critical path.

Risks with automation in projects

However, it's essential to acknowledge that automation is not without its risks if not utilised or set up correctly. The rapid generation of results and information can lead to information overload, tempting individuals to make hasty decisions. There's a risk of misinterpreting data or making choices without thorough evaluation. Automation's vulnerabilities lie in the application of incorrect information and the potential oversight of erroneous data generated automatically.

Consider the scenario of approvals or claims processed using a "tick and flick" method. It raises questions about the accuracy of the data input and the most current version used for generating claims or reports.

Resolving Automation Risks in Projects

To mitigate these risks, it's crucial to take measures and invest time in setting up the project correctly from the outset. Establishing accurate project master data at inception minimises the risk of data errors. Variations become easier to track and approve as the project progresses. When managing a programme or portfolio of projects, these automation best practices provide a solid foundation for transparent reporting and evaluation as progress unfolds and becomes more complex.

In this automation series, we will delve into various aspects of project management, discussing the benefits of automation in each area and how it can help identify and reduce or eliminate human errors through the use of UniPhi Software.

Upcoming Posts on Project Automation

Over the next week, we will explore a range of automated project management tasks and processes, along with the benefits reaped from adopting UniPhi:

• Automate the Cashflow Plan
• Automating Resource Planning
• Automating Portfolio Cost Reports

The key to successful automation is streamlining and simplifying complex projects and portfolios, lightening the load for executives and key stakeholders to make timely decisions within budget. Automation is the driving force behind more efficient, accurate, and successful project management.

With UniPhi - Deliver your PMO

Effective project management is the cornerstone of success for any organization. A Project Management Office (PMO) plays a pivotal role in ensuring that projects are executed efficiently, on time, and within budget. However, PMOs often face a multitude of challenges that can hinder their ability to deliver results. In this blog, we will explore what a PMO is, the common issues faced by PMOs across industries, and how UniPhi, a powerful cloud-based software solution, can help address these challenges and empower your PMO for success.

What is a PMO?
A Project Management Office (PMO) is a centralized organizational function responsible for establishing and maintaining project management standards and practices. It ensures consistency and best practices across projects, provides governance and oversight, allocates resources effectively, monitors project performance, manages risks, offers training and development, and facilitates communication among project stakeholders. PMOs can vary in scope and authority, adapting to the organization's specific needs to enhance project management practices and support strategic objectives.

Common Issues Faced by PMOs:
PMOs are essential for keeping projects on track and aligning them with organizational goals. However, they often encounter several challenges that can hinder their effectiveness. Here are five common issues faced by PMOs:

1. Change: Mature PMOs often need to transition from being control-focused to adopting more collaborative and flexible methodologies like Agile or Prince2.
2. Prioritization: PMOs can struggle to align projects with evolving strategic priorities, leading to a lack of adaptability.
3. Resource Allocation and Management: Efficiently distributing resources across the project portfolio can be a daily challenge due to varying workflows and practices.
4. Communication: PMOs often face communication barriers with spreadsheets, emails, and misdirected reports causing confusion and inefficiency.
5. Leadership: Traditional 'Command and Control' leadership styles may not be suitable for the complex and evolving project environment, especially as the workforce matures.

How UniPhi delivers for your PMO:
UniPhi offers a comprehensive solution to address the challenges faced by PMOs. By unifying various project management aspects into a single collaborative cloud-based portal, UniPhi empowers PMOs to overcome their hurdles effectively. Here are five key benefits of UniPhi for PMOs:

• Document Version Control and Templates: Standardize data input and presentation, making variations and changes to strategies and priorities easily identifiable and trackable.

• Integration Capabilities: UniPhi can integrate with other software systems, enabling accurate data imports and exports for cost, contract, document, and reporting sharing.

• Issues and Risks Modules: Streamline communication by providing a dedicated platform for discussing issues and risks, reducing the reliance on copious emails and spreadsheets.

• Targeted Communication: Assign tasks and issues to the right stakeholders, avoiding duplication and miscommunication, and ensuring that each person involved in the project has the right level of responsibility and access.

• Resource Allocation and Monitoring: UniPhi's resource allocation and monitoring system ensures that project resources are optimally allocated, and PMOs can make informed decisions about resource allocation through customized reporting and templates.

UniPhi offers a robust solution to empower your PMO and address the common issues faced by PMOs across industries. By centralizing project management activities, enhancing communication, and supporting adaptable methodologies, UniPhi helps PMOs become more agile, efficient, and capable of delivering successful projects aligned with organizational strategies. If your PMO is seeking a comprehensive software solution to overcome its challenges and drive project success, UniPhi is the answer.

Project Controls Expo Ticket Giveaway

Win a free ticket to the Project Controls Expo Australia

We're gold sponsors of this wonderful expo and because of this we have free tickets (normal cost $500) to give away!

How to Play: We will post daily or more on our LinkedIn page during this week.  

All you have to do is:

• Subscribe to our page
  
• Like
• Comment
• Re-Post 

Each of the above counts as one entry, so you can do all 4 for more chances to win.

The winners will be contacted directly and announced, Tuesday 17 October 2023 around midday.  

Alternatively, register for your combo or Awards dinner tickets at the PC Expo websites.  

We can't wait to see you there.  Use the UniPhi Promo code and receive 10% off!

Welcoming Andrei-Denis Pavel to UniPhi: Enhancing Global Client Support

UniPhi would like to welcome and introduce a new addition to our team, Andrei-Denis Pavel, who is 

our End User Support Consultant stationed at our Office in the UK.

Andrei's role will be crucial in delivering quality support and consultation to our clients worldwide, providing real-time and front-line communication in the UK.

UniPhi strives for excellence that extends to the individuals we bring into our team, and Andrei is no exception. We have always sought out unique and experienced individuals who align with our values of innovation and forward-thinking. 

Andrei was up against some stiff competition with over 400 applications received and the shortlisted 7 candidates putting forward excellent presentations. The rapport Andrei built with management during the interview was exceptional, with the conversation spanning 2 hours! We look forward to Andrei's calm and thoughtful insights being provided to our expanding UK client base. Andrei joins us with a wealth of knowledge, holding a tertiary education in business and boasting a dynamic career history that spans customer service, business administration, and IT support.

Andrei is heading to Australia on October 14th and will be live on the phones from 1 November 2023. Our head office staff in Sydney will be putting Andrei through the paces with some intensive knowledge transfer during his two weeks stay. 

Just a reminder for our UK clients, you can contact our support between 9am and 5pm BST on 0800 043 4738. Or chat to a support person via https://uniphi-software.com during the same hours.

We look forward to hearing from you.

With UniPhi - Deliver P3M3 Principles

The P3M3 matrix was designed to provide organisations' a holistic measure to benchmark their capabilities and evaluate their maturity level across project, programme and portfolio management. In doing this benchmark study, the organisation can effectively identify weaknesses and plan for improvement and levelling up in maturity.

Applying this matrix can realise the following long term benefits:

• Greater ROI
• Increased stakeholder satisfaction
• Focus on continual improvement
• Facilitate the justification of the business case for change
• Improve change management practices
• Create a clear roadmap for success and organisation sustainability.

This matrix was designed using the SEI Capability model to support improvement in the 3 management areas to aspire change and achieve greater effectiveness and deliverables as an organisation.

With UniPhi, your organisation can establish a templated benchmarking platform and desired plan to aspire reaching the ultimate P3M3 maturity level 5 - Optimisation.

UniPhi software, provides the tools to support organisations across this entire matrix at any maturity level. It's functionality across all areas of project works allows you to roll up from project to program to portfolio for benchmarking and review. UniPhi's software design is the architectural benchmarking platform that provides benefits as follows:

 

UniPhi can perform checks with similar past projects for estimate and timeline.

Quickly create a project cash flow to control and check cost variations and monetary spend for easy forecasting and predictions of cost spikes in the future.

Estimate early stage feasibility budgets using parametric measures that can be applied to future projects. 

Average rates across various portfolios (e.g. sector, project type, work type and asset type).

UniPhi is customisable, integrates well with organisations existing software platforms and is a web browser designed, cloud-based software making it a useful tool anywhere, at any time for all areas of project work.

The data only needs to be captured once, and the data information can be presented in many formats that will facilitate transparency across all these areas for every stakeholder to have the right information, at the right time. This capability will facilitate stakeholders functions increasing their satisfaction and thereby maximum effectiveness of the project to improve on the deliverables and thereby the profit. Organisations having this streamlined functionality can focus on more complex issues within change management such as it's culture and diversification to stimulate and collaborate teams for continuous improvement.

Only a year ago, in a webinar presented by WellingtonOnePPM it was identified that 35% of organisations believe they are at the right maturity level, 60% are positioned around a level 3, more than 60% desire to be at a level 4, none aspire to achieve level 5.  

Our aim is to get our clients to level 5, nothing is off the table with UniPhi. 

Automate Your PCG Reports

What is Project Control Reporting & why does it Matter?

In the world of construction and infrastructure, project control group (PCG) reporting is the linchpin that holds together complex, high-value projects. These reports provide timely and essential information about project variations, progress claims, and costs. They serve as the compass that guides project managers and stakeholders in evaluating, managing, and effectively addressing changes. At UniPhi, we understand the critical role of PCG reporting in project success, and we've revolutionised the way it's done.

Without clear, easily digestible progress reports, it becomes challenging to track project developments, approve change, and manage risks effectively. PCG reports serve as the bridge between project execution and informed decision-making.

Traditionally, PCG reports have been plagued by several issues:

1. Time-Consuming Preparation: Creating comprehensive PCG reports often required days of labor-intensive effort.
2. Inaccuracy: Information had to be manually collated from disparate systems, leading to errors.
3. Outdated Information: By the time these reports were presented to the PCG, the information was often outdated, rendering it obsolete for decision-making.

UniPhi's embedded Power BI dashboard

UniPhi's Solution to PCG Reporting Challenges

UniPhi has redefined PCG reporting by addressing these challenges head-on. By leveraging UniPhi throughout the project lifecycle, PCG reports can be seamlessly generated using an automated template process. Here's how it works:

1. Streamlined Data Input: UniPhi simplifies data input and implementation from the project's inception, ensuring accuracy and consistency.
2. Effortless Report Generation: With UniPhi, generating a PCG report is a breeze. In just a few clicks and using intuitive drop-down menus, the report can be prepared and ready for email distribution to key stakeholders or the PCG in under 10 minutes.

What used to take weeks of planning and preparation can now be accomplished in minutes. This streamlined approach eliminates unnecessary pressure and delays, enabling timely and imperative decision-making to keep your project on track to meet its objectives.

Graphs from UniPhi's PCG Report template

See UniPhi in Action

To witness the power of UniPhi in transforming PCG reporting, watch our new video on Template Controls: Updated Graphs. You'll see how UniPhi can effortlessly transform complex project data into a visually appealing PDF presentation with concise, valuable progress information.

Ready to take your PCG reporting to the next level? Book A Demo. Our team will be in touch. Unlock the full potential of your projects with UniPhi.