Diebold Nixdorf products can be found in many areas of our daily lives: the company operates worldwide and produces both the hardware and the software for operating systems in the banking (ATMs, statement printers) and retail (point-of-sale systems, bottle return machines) sectors.

Since the merger of Diebold Inc. and Wincor-Nixdorf AG in 2016, the company has been growing steadily, generates around 4.5 billion US dollars in revenue per year and employs over 23,000 people in over 100 countries.As Director of Global PMO R&D, Steffen Lechte is responsible for project management for the processes, methods and tools across all development sites of LoB Systems at Diebold Nixdorf Inc.

Logo Diebold Nixdorf AG

Overview of details

The customer

Diebold Nixdorf AG

www.dieboldnixdorf.com/en-us

The requirements

  • Parallel access to data
  • Status- and role-dependent control of entries, changes and transitions
  • Real-time reporting
  • Intuitive user interface with a high degree of automation

The solution

  • Jira Software (Atlassian)
  • Issue Picker for Jira & Ongoing Project Controlling (catworkx)
  • Automation for Jira (Code Barrel)
  • Exocet (Valiantys)
  • Jira Workflow Toolbox & sumUp for Jira (Decadis)
  • Structure (ALM Works)

The benefit

  • High transparency through standardized dashboards
  • Real-time status of all projects and forecasts
  • Clear responsibilities for processes
  • Reduced planning and forecasting effort
  • Clear traceability of all changes
  • during analyses –> increased quality
  • Increased forecast rate (from 85 to 95 to 99 %)

Fluctuating quality of monthly forecasting

Excel was the project controlling tool used by Diebold Nixdorf until recently, but it was showing increasing weaknesses: “With seven locations, the processes in monthly budget forecasting became less accurate and the quality of the content fluctuated. Both the project managers and the PMOs that evaluate the projects all had to access it at the same time. Excel was not suitable for this,” explains Steffen Lechte, describing the initial situation. They wanted more transparency and control during the forecasting phases so that any potential correction effort could be kept within limits. Based on these points, Lechte specified the requirements for better collaboration across different time zones: mappable real-time status of forecasts, integration of standardized workflows, display of change history, transfer of structures to the following year, and support for multi-user access. Since there was already successful collaboration with catworkx regarding Jira in other areas of the company, it was clear to the IT colleagues that this would now be expanded. After a test implementation with Jira, it quickly became clear how many possibilities this tool offered for mapping both portfolio planning and forecasting.

Optimal workflows through Jira

Across the company, there were around 400 projects that were carried out at one or more locations worldwide. These location projects could in turn be realized in several phases, for which a monthly forecasting was then required. The initial challenge was to map the data structure in which each element contains specific information, but for the purpose of evaluation also had to show the project master data and aggregated project values. The solution was to define four issue types (Project, Sub-Project, PSP, Forecast), assign the fields and define rules for calculating the values (Portfolio Baseline, Project Baseline, Actuals, Forecast). In addition to the data structure and calculation rules, the workflow was an essential component of the implementation in Jira: By transferring the status model and configuring the status transitions, the clear specifications for status and role-dependent authorizations for entering, changing and transitioning the various elements could be operationalized. The agile implementation took place in a team of two. The project steps and issues were regularly discussed by phone between Steffen Lechte and the catworkx team. “catworkx's response time was always very short and it was always clearly and transparently described which decisions I had to make and when, and what the scope for doing so was. This not only helped me a lot in terms of time,” says Steffen Lechte, praising the collaboration.

What our customers say:

Steffen Lechte

It was very clearly and transparently described which decisions I have to make and when and what the scope for this is. The catworkx team's good overview was not only very helpful to me in terms of time.

Steffen Lechte Diebold Nixdorf

Real-time status improves the participation rate

Instead of waiting for figures from the following month, the status can now be viewed in real time at any time, with the option of sending an e-mail reminder for the monthly forecast. Where previously only 85 percent of projects were budgeted on time, this change brought an increase to 95 to 99 percent in a very short time. The tool is designed for multi-user access, so parallel access is possible. Standardized dashboards and reports reduce the effort required to interpret data. In addition, changes can be traced and assigned to both a point in time and a person. Clear roles and authorizations for status-dependent processing of the various elements created structure and commitment. However, it is not only in day-to-day work that effort is reduced and efficiency increased: at the turn of the year to 2019, all ongoing projects in the company were automatically transferred to the new fiscal year for the first time – the manual work between the holidays is no longer necessary.

Automatic synchronization with SAP

Since Diebold Nixdorf primarily uses SAP for controlling, it currently still needs the support of its colleagues from controlling to synchronize project data from Jira. “Here I would like to see an interface in the future so that we no longer have to import and export Excel files, but rather that there is an automatic connection between the two systems, updated daily,” says Lechte, outlining his plans for further collaboration with catworkx.

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