Imagine managing dozens of projects across multiple departments.
Imagine managing dozens of projects across multiple departments. When you try to raise the quality of project management processes, documents are piling up, reports are inconsistent, and stakeholders are frustrated because they can’t get a clear picture of what’s happening.
This scenario might sound familiar to many organizations, and so it was for Volkswagen Financial Services (VWFS) Italy until they discovered Planisware Orchestra. Let’s rewind a bit.
A Fragmented System
Everyone has heard of Volkswagen at some point in their lives, but VWFS Italy, a subsidiary of Volkswagen Financial Services AG, which is a captive Financial Service provider, support Volkswagen group’s brands sales with dedicated financial and mobility services. With operations in 18 markets, the company handles a wide range of projects, from regulatory compliance to new services developments.
In the last decade the company had established solid Project Management methodologies to streamline project execution. As the number of projects grew, so did the complexity.
“We were aware more professional processes requires better self-organization, it was hard to continue to raise the quality of management,” recalls Alessandro Cirillo, IT Project Manager and PMO at VWFS. “Project costs, schedules, and resource data were scattered across tools. Reports lacked consistency, and effort was required to see the big picture. A change was needed”.
The Turning Point
In late 2022, VWFS decided to implement Planisware Orchestra. The goal was clear. VWFS wanted to centralize project data, streamline reporting, and empower Project Managers with the best tools.
“We needed a solution that could handle complexity while improving our processes,” Alessandro explains. “We wanted three things: a consolidated database, a bulletproof guidance for project managers, and a user-friendly and efficient UI for reporting.”
The implementation journey began with a structured onboarding process. VWFS participated in a “train-the-trainer” program led by Planisware consultants. This approach helped the team understand Orchestra’s core features but also allowed them to customize the platform to meet their specific needs.
But The rollout wasn’t without its challenges.
“The biggest hurdle was migrating existing processes,” Alessandro admits. “We had to recreate reporting formats from PowerPoint and Excel within Orchestra. At first, we even tweaked Orchestra to look like our old formats to ease the transition.”
Nevertheless, the effort paid off. By April 2023, VWFS had gone live with Orchestra. The platform quickly became the tool for project reporting.
“Before Orchestra, project managers spent hours consolidating data across tools,” Alessandro says. “Now, reporting is optimized, saving us hours every month. Managers have real-time insights, and stakeholders can access fresh project related data with just a few clicks.”
A New Way of Working
Today, VWFS uses Orchestra to manage complex, cross-company initiatives. The platform has become an essential tool for the IT Business Services department, being the source of truth for any project information.
“The biggest win is the alignment we’ve achieved,” Alessandro notes. “Everyone is on the same page, and we’ve optimized our processes. It’s not just about efficiency — it’s about being able to take decisions timely.”
VWFS isn’t stopping here. The team has big plans for the future, including expanding resource and capacity management, exploring AI-driven reporting features, and integrating Orchestra with tools like Atlassian JIRA and Microsoft Power BI.
“We’re excited to see how Orchestra can continue to evolve with us,” Alessandro says. “It’s not just a tool—it’s a partner in our journey toward better project management.”
Lessons Learned
For organizations considering a similar transformation, Alessandro offers some hard-earned advice:
“Define your objectives clearly and tackle them gradually. You can’t revolutionize processes overnight. Test the tool with people outside the core implementation team, and set realistic KPIs. And remember, implementing a new tool is an added layer of work. You need to carve out time to nurture it, like taking care of a child.”
The story of VWFS and Planisware Orchestra demonstrates the power of persistence and the right tools. Transformation doesn’t happen overnight, but with a clear vision and the right support, lasting change is possible.
Curious on how Planisware can have an impact on your project management processes? Get in touch with our team.
