Operational Efficiency
How automation improved project management efficiency in public services
Public sector organizations manage large portfolios of complex projects, yet many still rely on manual processes that slow execution and create communication bottlenecks. Agilytic partnered with a Belgian government office to demonstrate how automation could transform its project management workflows by replacing time-consuming file exchanges with a streamlined, data-driven process.
To protect confidentiality, we may alter specific details while preserving the accuracy of our core contribution.
Context and objectives
A Belgian government office oversees numerous complex projects. Monitoring these requires sending, updating, and consolidating multiple Excel files to collect feedback from various stakeholders (Secrétariat Général, Administrations générales, government representatives…).
Such a manual project management process is time-consuming and demands regular back-and-forth communication to request and consolidate information. The office asked Agilytic to demonstrate that automating this workflow could make project execution significantly more efficient.
Approach
Context analysis and and tool selection
We began with a business analysis workshop involving key stakeholders to understand their operational needs and identify pain points in the existing project management process.
We conducted a market analysis of no-code and low-code tools available to simplify data collection. The goal was to maximize the use of existing solutions so the client could handle minor updates independently, without relying on a third party.
Agile development of the data flow
We carried out agile development of the data flow using a combination of tools:
Power Apps for data collection
TIMi for ETL processes
Zenkit as a data referential
Power BI for reporting
Recommendations and deliverables
We wrote recommendations for developing a production-ready data flow. We advised on an infrastructure that would fit their needs based on :
The market study
Hands-on experience with the selected tools
The business requirements
The main deliverables were:
PowerPoint presentation of recommendations and the proposed infrastructure
TIMi scripts to query Zenkit, perform ETL, and create data files to feed Power Apps
Power BI dashboards
Microsoft licensing guidelines for Power Automate and Power Apps
Results
This proof-of-value project confirmed the significant benefits to be gained from automating the project management workflow:
Automated data collection and consolidation
Clearer and faster communication among stakeholders
More trustworthy monitoring tools built on reliable, centralized data
To safeguard confidentiality, we may modify certain details within our case studies.