IT service provider Proximus NXT has more than 220 employees. The Service & Delivery department and the Service Management Center use Timewax to schedule employees. With the new planning software, Proximus NXT ensures that the nearly one hundred employees are always up-to-date with which projects and activities need to be carried out next.
Proximus NXT supplies IT infrastructures to larger institutions in the Netherlands, such as banks, service providers and the government. With these infrastructures, their customers can use information technology without having to worry about the security, the functionality and the accessibility. If Proximus NXT gets the chance, they also work on projects in the rest of Europe, the United States and Asia.
Before Proximus NXT started working with the Timewax project and resource planning software, it did the scheduling with a system called Telise. This was a self-developed system. However, due to the growth of Proximus NXT, they ran into limitations of that system. Planning projects and resources was too cumbersome for the planners. It also took a lot of time for the financial department to create meaningful reports. So a lot of time was wasted.
Adjusting Telise to meet their requirements was not an option. That is why at Proximus NXT they started looking for a solution that could replace Telise. It turned out to be a major project, because Telise was not only their scheduling system, but also their ERP system. The entire organization ran on Telise.
For the ERP part, the solution was found in AFAS software . The planning module in AFAS did not match their requirements, so they continued to look for suitable planning software. Following advice from AFAS, Proximus NXT chose Timewax. This combination was a no-brainer for Proximus NXT, because Timewax has an out-of-the box AFAS integration.
Martin Embregts was asked to migrate the resource planning from Telise to Timewax so that they could start using the new planning software as soon as possible. Martin received training from Timewax to carry out the transition effectively. As a result, transferring the data and setting up the planning software went smoothly and only took two weeks. After another two weeks, the internal work processes at Proximus NXT had also been adjusted and everything was ready for scheduling the employees with Timewax.
“Being in touch with the Timewax team is always a good experience. They are very responsive. Whenever you ask them something, they get back to you very quickly.” – Martin Embregts – Project planner service delivery at Proximus NXT.
The switch to Timewax went smoothly. Martin says: “We worked very closely with the Timewax team to set up the planning software to meet our requirements and it was a success. Being in touch with the Timewax team is always a good experience. They are very responsive. Whenever you ask them something, they get back to you very quickly.”
Because the Timewax is integrated with the ERP software from AFAS, important data flows back and forth between the two software systems without any problems. As a result, the software has significantly improved the planning of projects and resources within two departments of Proximus NXT.
“When I schedule a new project, I'll be done in two minutes. I select the employees and simply drag them to the project” – Martin Embregts – Project planner service delivery at Proximus NXT.
The first department that directly benefited from using Timewax is the planning department. With Timewax’s scheduling software, booking resources is now simple and fast. “When I schedule a new project, I’ll be done in two minutes. I select the employees and simply drag them to the project. Timewax’s software is friendly and flexible. In Telise, schedule took so much longer. I think we now spend fifty percent less time on this.
This speed ensures that we can now also switch gears more quickly, so that we can now also schedule more work in the short term. This is especially nice when urgent jobs pop up,” says Martin. “Scheduling breakdown services is now also easier and we can schedule these services much further into the future”.
When the planning department is finished schedule, the schedule is automatically forwarded to the various calendars of the employees using the Outlook integration. This way, the schedule of the employees is always up-to-date and there is no confusion about this.
When employees have finished carrying out the projects, they record the actual spent hours. The AFAS integration ensures that these hours are available in both AFAS and Timewax. This helps the planning department to get an idea of the actual utilization of the resources.
“Because Timewax is integrated with AFAS, other departments can independently use planning data to create and export reports.” – Martin Embregts – Project planner service delivery at Proximus NXT.
The other Proximus NXT department that benefits from the new employee scheduling software is the finance department. “Because Timewax is integrated with AFAS, other departments can independently use planning data to create and export reports,” says Martin. Timewax is integrated with AFAS, so that all planning data is available in AFAS. As a result, the financial department is no longer dependent on planners to obtain the necessary information.
Planners can focus on the planning process and the finance department has direct access to the information they need for reporting. This saves them a lot of time, speeds up reporting and improves insight into project performance.
Proximus NXT first used Telise. This was a self-made system for scheduling employees, among other things, and it functioned as an ERP system. It was the core of the entire organization. This worked fine until Proximus NXT outgrew the system. As a result, time was lost in time-consuming processes in several departments. It was time for change.
Telise was replaced by ERP software from AFAS combined with Timewax planning software. Multiple departments benefit from this combination. The planning department can schedule projects and resources much faster with fewer actions and therefore save time. The financial department can prepare reports more quickly, because Timewax’s AFAS integration ensures that the planning data is immediately available in AFAS. This combination paves the way for Proximus NXT to continue to grow and ensure a successful future.
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