The company lacks a defined governance structure which leads to an unclear chain of command and distribution of responsibility. This issue impacts efficiency, facilitates unwanted personal, operational, and organisational risks. The reporting process illustrates the inefficiency and risks, where it has to be clear how the different roles report to each other, and who is carrying the responsibility. Another issue is the lack of IT infrastructure that leads to unsatisfactory collaboration and inefficient coordination. This issue impacts the information flow and for teams to meet their deadlines.

In the first step, the current situation in the company and their issues were analysed. Multiple interviews with C-Levels, questionnaires, and direct inputs from employees were being conducted to analyse the current situation and evaluate the requirements within the company. In a second step, different solutions related to IT infrastructure requirements were compared, and potential governance structures were being discussed. In a third step, the solution that enables the company to achieve a holistic overview and mitigate the risks mentioned above were suggested to the company.

After evaluating several possible IT-Tools, Jira has been proposed because it meets the established requirements the closest. The online platform Odoo as a short-term solution was selected as per the customer’s request. Besides, new governance and process structure have been developed that resolve challenges such as in the reporting process. The new structure allows for a leaner communication and reporting flow, resulting in fewer communication errors and misunderstandings. The roles, duties, and dropout risk of each position were defined as well. The result is a clear structure for highlighting task responsibility and contingency planning for defined roles.