From manual to online

Before Orbit, many important aspects of internal communication at Arkitema only existed offline. For example, the process of going from acquisition to project execution was manual. All the protocols were there, but they were difficult to control and monitor, and Arkitema needed an efficient way to do this.

The Orbit solution turns several related processes into one continuous flow and is the backbone in the acquisition and delivery phases at Arkitema. If a tender is accepted, Orbit transfers everything to the project phase. This ensures that documentation and decisions for each step are always accessible and are kept as part of each project. This minimizes the risk of Arkitema losing important information.

Tasks can be delegated within the system, and progress is tracked. Check lists ensure that all targets are met. Stop-go procedures within Orbit keeps track of decisions, and relevant sign-off procedures are fast and reliable. These features all assure the stable and standardized progression of projects – a critical point for Arkitema. 

Creating an overview

The transfer of information from one stage to another also lets managers at Arkitema review performance by providing key figures for all cases in the system. This gives an insight into individual projects as well as the broad managerial overview that can be so difficult to obtain. Now, Arkitema can prioritize which cases to follow by using data from previous cases.
 
The Orbit solution supports and ensures the use of all standardized processes at Arkitema. Thereby it raises the quality of each project and helps Arkitema maximize overall profitability.

Intranet and process management integrated

Once Arkitema started to use Orbit, new demands and ideas emerged. Arkitema decided to go all in and add Orbit Intranet modules on top of their existing modules; Project, WikiReference management and Profiles

A classic challenge for any intranet is to actually make people use it. Orbit solves this by placing the intranet features right next to the work related features like project tasks, files and to-do lists. Thereby the news, knowledge and information available in the intranet, becomes easily accessible in the context where people are already working all the time. 
Orbit Project is called AKKstyr / PROstyr in Arkitema and is our acquisition and project process management tool. It gives an overview of all acquisition projects including prior agreements with collaboration partners, it is the data basis for calculation of win and capture rates, and the commercial board approval process (including approval of acquisition, approval of offer and approval of contract) is handled through AKKstyr. In PROstyr, project managers are guided through the project execution process, and the tool provides an opportunity to track progress.

Before we implemented AKKstyr, acquisition was mainly handled individually by the business area managers along with a common Excel list over prior agreements with collaboration partners. Apart from this list, there was no shared overview of acquisition projects or execution projects. Win/loss statistics were created by asking the business area managers and creative leaders, and there was no official stop/go approval process.

After the implementation of Orbit, acquisition is more complex for the business area managers and creative leaders, because they need to fill in information and ask for approval in a new way. For top management however, information has become easier accessible, and risks have been reduced because of the incorporated commercial board approval process.

When we started using Orbit, some users were quick to adapt to AKKstyr / PROstyr and saw the benefits of using the same tool and methods across locations and departments. Other users needed more time for creating new habits. The trend is that our employees are improving their use of AKKstyr / PROstyr, and this means that our data quality is gradually improved.


Pernille Dam Jensen

Cloud Manager
  

Eva Friis

Head of communication
  

Modules included in the case

Project

An easy and innovative way of managing all aspects of projects including files, discussions, planning, tasks, resources, Gantt charts, dashboards etc.

Profile

Employee skills/resources structured in Orbit supported by effective search and CV export templates. Ideal for knowledge sharing and bid management.

Reference

Case stories, customers and references structured in Orbit help you in your bid management process and win more projects. Integrates with Orbit Profiles.

Intranet

Fully integrated intranet supporting events, news, calendar, pages, dashboards,  live feeds, custom integrations with other systems etc. 

Notifications

Notifications allows the system to communicate with users through pop-ups and emails, letting them know when to update certain projects.

Advanced search

Through the Orbit search engine it is possible to make very advanced combined searches through both content and attached files.

Integrations

Orbit Profiles can be integrated with other systems such as ERP or finance systems, thereby reducing errors and manual time spent.

Access control

Access control lets you control which users should have access to certain information and features. You can have as many access levels as you like.