TransLink operates a large, multi-modal and fully integrated transit system in the Metro Vancouver area, serving a wide range of customers and diverse constituents and stakeholders.
To keep this complex transit network in a state of good repair and for future growth in the region, TransLink manages a capital program exceeding $250M per year. More than 250 capital requesters, reviewers and approvers — including project implementation groups and operating subsidiaries — make for a capital portfolio of some 125 concurrent capital projects under challenging financial constraints. Staff at all levels of the company — from administrative support personnel to executive and board members — collaborate on all aspects of the capital project lifecycle: initiation, capital approvals, change management, purchasing, capitalizations, invoicing and closeout. Almost 100 new capital projects or change proposals are submitted annually for consideration and approval. There are also approximately 2,000 purchase order requisitions and 25,000 invoice submissions that need to be processed every year.
Manual processes and reliance on paper documentation were leading to delays, lack of visibility and an increased risk for lost information.
Staff reported too many manual steps in the capital request process, and Dietmar Doerschlag, assistant manager (Project Management Office) of business technology services and project manager for the solution initiative, observed a lack of process governance and a lack
TransLink wanted to ensure pieces of work didn’t fall behind and that bottlenecks were being identified and addressed.
Dynamic Management Solutions, a trusted K2 Partner in Vancouver, collaborated with TransLink throughout the initiative and designed, built and deployed 11 highly complex K2 applications that automated the entire capital project lifecycle — from project initiation to closure.
These applications not only reduced the overall cycle time per process but also created a collaboration portal and document repository by taking advantage of TransLink’s existing SharePoint platform.
Through new administrative consistencies, centralization, improved reporting and process integration, TransLink expects to save more than $330K in the first year and every year after.
“With K2, documents are automatically routed, which reduces processing time and prevents information from being misplaced,” said Sergio Del Piccolo, partner at Dynamic Management Solutions. “Duplicate data entry has been eliminated and process governance enforced. The solutions we implemented will be a win for TransLink and their customers.”