About PMO Project Management
PMO Project Management has been providing comprehensive project management and consultancy services in construction and real estate development sector since 2011.
PMO has been found in construction management and technical consulting services in worth a total of consultancy projects in excess of a billion Euros in many national and international projects at Turkey, Qatar, Algeria, Libya, Russia, Uzbekistan and England with its technical experts.
“PMO, aims to provide solutions with proactive, innovative and agile approaches to meet all the needs of its customers in all processes from the feasibility stage to the turnkey stage of a project.”
Şahin Atilla Özkan / Managing Director (PMO)
Providing comprehensive project management and consultancy services in the construction and real estate development sectors, PMO Project Management preferred ENKA Systems as a solution partner in digital transformation in 2018 in Procurement, Supplier Management and Document Management processes. Digital Transformation and Process Development Engineer Sedat Mança and Company Director Şahin Atilla Özkan shared their ENKA Systems experience with us on behalf of PMO using our EDMS – Global Document Management System, EGPS – Global Procurement System and EGVN – Global Supplier Network products.
Question : Which challenges have you faced before and what motivated you to solve them?
The construction industry is a sector in which the project scales are growing and getting more complex, the number of stakeholders is increasing, information technologies are used, but the costs are high and the efficiency is still very low. Problems caused by miscommunication between different departments at various stages of the building construction process are the most important problems for companies.
Success in construction projects is possible with the correct management of documents and information traffic. It is very critical for all organizations to quickly access up-to-date versions of many files produced and used throughout the life cycle of projects such as correspondence, CAD design files, BIM models, quality control forms, etc. A common-use platform is of great importance for the control and follow-up of construction projects carried out or involved by more than one company or organization.
“During the life cycle of our projects, we were faced with some problems in storing the documents and data produced and accessing them from wherever needed.”
Sedat Mança / Digital Transformation and Process Development Engineer (PMO)
Especially in the case of working on the same document, we sometimes encountered problems in tracking versions and revisions, and conveying these documents to both field teams and other stakeholders with correct information and document order, and their follow-up.
In addition, each step from the creation of material / service requests consisting of “Purchasing and Supply Management” processes included in our scope of service, to the selection of suppliers and purchasing processes, was managed with traditional methods. During these processes, the points where we experienced temporal losses were caused by communication problems and confusion arising from the inability to manage the material/service requests correctly. Our expert purchasing experts were trying to minimize these problems with their busy working hours and correct communication techniques
Our purchasing experts were trying to minimize these problems with their busy work and correct communication techniques.
In the large and complex projects we manage as PMO, we have been solving possible communication and management problems with traditional methods such as the policies, processes and control forms we have created with our knowledge and project management maturity level since the day we started our operations. Our most important motivation for solving such problems easily is our human resources with high management and technical knowledge.
Question : Why did you choose ENKA Systems as your solution partner in this process?
Problems arising from communication and confusion; our need arose to manage the projects we undertake via digital platforms supported by information technologies closely following the developing technological trends.
We started the processes of testing different software and systems that we think can meet this need. During the process, we had the opportunity to meet ENKA Systems. We tested ENKA Systems’ software that was designed and developed with ENKA’s vision, experience and maturity based on many years and is still being used in many geographies and projects.
“As a result of our tests, we saw that these systems meet our needs morely, ENKA Systems have a solution-oriented approach, they always make us feel that they are always with us and most importantly, it is a product of Turkish engineers and developers. “
PMO
By these reasons we chose ENKA Systems as a solution partner and they became the most important part of our journey.
In this process that started as our solution partner, we always see how right we are in choosing ENKA Systems, both with meeting our demands arising from our needs and with the support they have given, regardless of geography.
Another important reason for choosing ENKA Systems as our solution partner is that, it is a domestic and national technology company. In our digitalization journey, the most sensitive issue was that we had a technology solution partner who could understand us in the best way while digitizing our processes and that we could work together for many years. For this reason, we started this journey with ENKA Systems, whose knowledge we rely on, is open to innovation and development, and which we believe can adapt to new technologies quickly and agile.
Question : In which processes do you use our software and how did you benefit from these use?
In the first stage, we started to use EDMS Global Document Management System, EGPS Global Procurement System and EGVN Global Vendor Network, which meet our needs.
“We use EDMS in the internal management processes of our company’s head office and in project management processes in which other stakeholders are also involved in our projects.”
PMO
In our internal management processes, we have accelerated our approval processes by converting the standard forms we use into dynamic document types and templates that we can customize in EDMS, which are accessible from anywhere, easy to use and specially designed for our internal processes. Likewise, we transformed the processes and forms we use in our projects into dynamic document types and templates that we can customize, so that our employees can work in the correct version without creating a document crowd on their computers.
Thanks to the workflows we have created specific to the project, we have designed approval processes that can be accessed from anywhere and ensure that less time is spent on the computer, enabling our employees to focus more on their areas of expertise.
We use EGPS, which can work in integration with EGVN, in both the material and service purchases we carry out in our company’s head office and in the “Purchase and Supply Management” processes included in our service scope in our projects.
“Thanks to these two systems, our employees at the headquarters and our employees working in the project area can work in coordination in projects which we manage domestically and abroad, and can manage all purchasing processes on the same platform in a transparent, fast and controllable manner.”
“Our related managers can also follow the processes instantly and access the reports they want quickly.”
PMO
Question : Have our solutions improved your daily life? If yes, at what points did it heal?
With ENKA Systems solutions, we have achieved many improvements both in our company internal processes and project management processes.
With the EDMS Global Document Management System, we reconsidered and digitized our company headquarters and project management processes. At the point we have reached we proceed all our corporate internal and external processes through EDMS.
With EDMS, we created our company’s corporate data memory, a healthy communication management infrastructure, standard quality control management processes, standard design management processes, and accelerated approval processes with workflows defined specifically for projects. With these processes, we have digitized the corporate management standard structure of our company by standardizing all reports, quality control forms, official correspondence, material and subcontractor approvals, and management of design documents produced throughout the project life cycle.
“All these efforts have saved great time in our processes. ”
Sedat Mança / Digital Transformation and Process Development Engineer (PMO)
In addition, by reducing bureaucracy, we focused on our core business and profited from the intensity of archiving by producing fewer documents.
With the EGPS Global Procurement Management System, we use all the features, especially in the material and service procurement processes of our projects in abroad, from the creation of requests to the collection of online offers by including our suppliers in the system, from purchase orders to shipping and supply chain applications. Thanks to this system; instead of carrying out the process with forms prepared with the traditional method and with office software in a format varying from one construction site to other construction site, we were always able to quickly participate in the procurement processes without the need to obtain wet signature approval via the standard digital platform where all stakeholders were involved in the process online and no matter where we are.
“Especially thanks to the advanced reporting system, we had the opportunity to monitor the whole process instantly by getting many reports such as how many materials were ordered, budget tracking reports, supply chain reports.”
Sedat Mança / Digital Transformation and Process Development Engineer (PMO)
With the EGVN Global Vendor Network System, we transferred our existing supplier records to a digital platform and recorded all our suppliers in a single list with all their details. Most importantly, we have increased our communication and cooperation with our valuable suppliers and solution partners. We have included every supplier participating in our supplier network system in a standard or customized evaluation / scoring system to be able to include them in our projects. Thanks to this system, we were able to communicate more with our prequalified and high-scored suppliers and solution partners. In addition, we have created a corporate memory to work together again in our next projects by evaluating the companies we have worked with.
One of the biggest benefits we have gained is that, we create administrative reports and dashboards that we have designed for our needs with the help of business intelligence and reporting tools such as Microsoft Power BI, with the data obtained from all the software we use, from the beginning of the projects to the delivery.
In this way, both our customers and the relevant managers in our head office and projects can instantly monitor project data and make strategic decisions based on these data.
“Analyzing big data in this digitization process has been our biggest gain.”
Şahin Atilla Özkan / Managing Director (PMO)
Question : What would you like to advise to other companies facing similar challenges as you?
In construction projects, in recent years, we are faced with multi-stakeholder, high-cost and more complex projects with developments in engineering techniques and technology. We believe that, in order to take part in these projects and to manage processes, cooperation and communication well, there should be a vision of digitalization and digital transformation set out with the right solution partner.
With this vision, we think that instead of projects that we can no longer manage with traditional methods and that we cannot benefit from the power of data, projects where every application process is digitized, accelerated and strategic decisions are made by obtaining meaningful data from big data.
“You can realize this vision with ENKA Systems, which we believe to be the right solution partner. “
Şahin Atilla Özkan / Managing Director (PMO)
Thanks to its software designed and developed for the needs of the sector, it will be your most important companion in your digitalization journey. You can feel their support whenever you need it.