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"The public sector seeks objective data to make better decisions"

Turismo y Planificación Costa del Sol needed a solution to allocate time to projects and understand the workloads of the different departments"

Organizational process improvement:

Automate
imputation of hours
Improve decision making
Optimize time management

The Challenge

The deserved reputation of the Costa del Sol as one of the most attractive and important tourist enclaves in Spain and Europe is not only due to the excellence of its beaches, the beauty of its landscapes or the hospitality of its people.

Behind this powerful brand is also the hard work of a public company, Tourism and Planning Costa del Sol, whose purpose is precisely to promote the province of Malaga as a tourist destination and support the growth of its economy through various projects with public entities and private companies. Dependent on the Malaga Provincial Council, the company is the result of the merger in 2015 of two entities: the Planning and Development Society, SOPDE, and the Costa del Sol Tourist Board.

A union that involved integrating under the same name a joint staff of almost 70 people with different methodologies and lines of work. It was an organizational challenge that forced those responsible to find solutions that would help them better manage these professionals and obtain reliable data on their activity.

The Solution

About Costa del Sol

Country

Company Size

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The solution came three years ago thanks to WorkProject.

"Above all, we needed to know the workload of the teams in the different departments. The implementation of WorkProject has provided us with this analysis based on real data ”, summarizes Juan Carlos Rojas, its director of Operations and Management Control.

Rojas had already a first positive contact with the application in its early stages, shortly after it was released. But it was not until after the integration of the two entities that it became evident they needed a better tool that would bring order to their way of working. “We had the problem that a part of the company used a project manager who was assigned the time dedicated to them, and another part that did not. With WorkProject we have managed to homogenize the imputation of hours through the same application ”.

WorkProject, assures this manager, has been a before and after when overcoming the old control systems that the company used. “Previously, the supervision of data loading was based on the opinion of the management of each of the departments. As for the imputation of the times, it was made from the notes made by the employee, which lent itself to all kinds of inaccuracies and human errors, "explains Juan Carlos Rojas.

The solution came three years ago thanks to WorkProject. It was precisely the need to objectify that process, in order to make better decisions based on data and not subjective impressions, which led the company to implement WorkProject. "Now the allocation of time is done based on automated rules and processes, which makes the system much more reliable," concludes the director of Operations and Management Control of the Malaga public company.

Goals

The change brought about by the use of WorkProject in Tourism and Planning Costa del Sol has been gradual. "The technology must be introduced in small tablespoons," recalls Rojas. Especially since, regardless of the complexity of an implementation of these characteristics, any novelty generates certain misgivings at the beginning that must be overcome.

There is an adaptation process. “There was some resistance to change that has been minimized little by little. Furthermore, the application has the advantage that it is quite easy to install and configure. In that sense, the excellent availability of the WorkMeter team to help us in the implementation of the application helped us and continues to help us a lot, ”he says.

One of the aspects that Tourism and Planning Costa del Sol values ​​the most in the tool is being able to analyze the time that employees spend on the different applications of their PCs. Adjusted and real-time information that is allowing the company to improve its organizational processes.

The complete monthly reports and the support received by the WorkMeter team are other of the most valued points of service. “I would say that the application has been adjusted to our needs by 90%. And we are already working with WorkMeter on some improvements that we believe can be implemented to reach 100% ”, indicates the manager.

Rojas commented that some people are surprised that a public company uses such an exclusive and complete tool. But, remember, the search for excellence and organizational improvements are not the heritage of the public or the private. "I would recommend WorkProject to all those companies that want to have a clear and unbiased view of what their teams do with respect to the allocation of time to projects and the applications used for this purpose."

Would you say that they have improved with the application?

"We have a lot of data that shows that improvement," he says. Although, perhaps the main one is that of the paradigm shift that involves incorporating the measurement concept itself into the daily operations of a workforce. "Because", concludes Juan Carlos Rojas, "nowadays an application that allows you to analyze data objectively should already be categorized as a great improvement".

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