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Submitted URL:
https://sl.monday.com/t/100583/c/6601b6e3-234e-48a9-a0e7-5e0839ee39d0/NB2HI4DTHIXS65TJMV3S243VGMXGQ2LHNBZXA33UFZRW63JP...
Effective URL:
https://monday.com/customers/playtech/
Submission: On April 08 via api (April 8th 2022, 8:00:18 pm UTC) from US — Scanned from DE

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HOW PLAYTECH'S PMO DEPARTMENT SAVES
3 HRS/PERSON PER WEEK USING MONDAY.COM

MEET PLAYTECH

Playtech, founded in Estonia, is the world's largest online gaming software
supplier, offering cutting-edge, value-added solutions to the industry's leading
operators.

Since Playtech's inception in 1999, its approach has been centered on the
continual development of best-of-breed gaming products and content, and its
success built upon strong partnerships with its 60 global licensees.

The company aims to remove the technology barrier for its customers while
keeping them at the forefront of innovation. Yossi Shamir, Head of Projects, is
one of the champions driving the revenue engine for Playtech, delivering
solutions to gaming operators across the globe.

THE CHALLENGE

Project managers are always thinking about the project management triangle of
constraints: scope, schedule, and cost. To ensure they're operating within those
constraints, they need to manage projects very effectively to keep projects
moving forward and clients satisfied.

When Yossi joined Playtech 11 years ago, project managers used spreadsheets,
email, and notepads to manage countless client projects. And it worked fine for
a while, but over time, the industry underwent a digital transformation opting
for project management software to work more efficiently. With this shift,
clients' expectations started to change, wanting more frequent updates and
faster results.

In the last few years, Yossi understood it was finally time for the projects
department to adopt an all-in-one project management solution to better meet
those demands.

"I saw that we were losing out on opportunities to reduce costs, save time, and
improve efficiency. And it was becoming increasingly challenging to keep up with
client expectations, “says Yossi.

THE SOLUTION

“I started to look for a robust platform that we could bring our
well-established methodology to life and manage our projects, from initiation to
closure, all in one place, and that’s when I found monday.com Work OS," says
Yossi.

INITIATION:
SETTING PROJECTS UP FOR SUCCESS

Before getting started on any project, Yossi and his team scope projects at a
very high level, thinking about what resources are needed and what type of
developments are required. But they didn’t always keep track of the
conversations around each project.

“We didn't have a good way to keep track of these preliminary discussions and
sometimes ended up booking resources only to find out later that the project
wasn't yet defined. So we'd find ourselves in challenging situations with no
clear understanding or record of how we got there," says Yossi.

With monday.com, the team now keeps a clear record of early conversations on all
potential projects right from the beginning. They also keep these discussions on
a different board separate from where their active projects are, so they avoid
booking resources by mistake.

SCOPING:
STREAMLINING THE PROJECT APPROVAL PROCESS

Once the team marks a project as an opportunity, it is immediately added to this
Management Approval board where the project managers scope out the project and
understand what resources are required.

Simultaneously, in the background, the project manager calculates the total of
the projects in the Project Budgeting board with pre-defined formulas in each
column that supports Yossi and his team with the baseline cost and estimation
cost calculations.

monday.com enables the project managers to calculate the costs of projects much
quicker and easier than before with the support of the formula column.

“There’s a lot of factors that go into the cost calculations and there’s a lot
of different scenarios. For example, we can start with the baseline, which is an
out-of-the-box solution and then the cost estimation includes adding any
additional development required. Once the cost estimations are calculated, the
total is mirrored back to the Management Approval board for the first round of
approvals” says Yossi.

PLANNING:
GAINING A HIGH-LEVEL OVERVIEW OF ALL RUNNING PROJECTS

All active projects are added to the Portfolio database and the moment it is
approved, the project manager adds the timelines to ensure that the resources
are booked based on the known constraints.

"Before the resources are booked, the manager needs to re-approve the resources
planning and once we receive their approval, the project moves to "in progress,"
and we have an internal meeting to kick everything off with the relevant teams,
aligning everyone on all the project details and ensuring all stakeholders are
looped in at the right time,” says Yossi.

EXECUTION:
HITTING THE GROUND RUNNING WITH READY-MADE TEMPLATES

Yossi customized a monday.com template that the project managers now use for
each new project, allowing them to start working on the project much quicker
than before while also adding external parties with ease.

“Before, we used an internal system that could only reflect information to
people internally. We couldn’t add anything or anyone external to the system so
communicating and coordinating around projects was extremely difficult. With
monday.com, we have project templates that I can easily duplicate and adjust
quickly for each new project with the added benefit of being able to add our
external stakeholders to collaborate with us and follow along on the progress at
any stage,” says Yossi.

WORKING THE WAY THAT WORKS FOR YOU

Project managers typically use the waterfall method while working, while the
development teams follow the Agile approach. Since the methodologies are very
different, the project managers and developers tend to work using separate
tools. The challenge is that while development is in progress, the rest of the
operational teams, as well as the clients, don’t have visibility into the
execution process.

"With Jira integrated into monday.com, this is actually the first time we can
easily see what the technical team is working on in real time. This integration
gives project managers and other non-technical team members insights into the
progress of each development at any time," says Yossi.

CONTROL:
MONITORING FOR RISKS AND ISSUES WITH EASE

With any project, it’s crucial to remove bottlenecks that might affect the
project scope, schedule, or cost. "There are regulations that licensees need to
pass. If there's an issue, and someone needs to be alerted on one of the
projects, we've set up a custom notification that will notify the relevant
people to avoid any bottlenecks that will cause a project to stall," says Yossi.

Yossi and his team have also set up a powerful board that shows the cost vs time
calculations so they can easily see if there’s a chance the cost might be higher
that than what was initially calculated.

"This is actually the first time we're able to present management with the cost
of a project in a very effective way week-by-week. The project manager can now
see at any time if they’re operating within the parameters they set up at the
beginning and adjust accordingly," says Yossi.

CLOSURE:
MAKING SMARTER DECISIONS, FASTER

Prior to monday.com, team leaders didn’t have an easy way to manage and track
external resource contributions. As a result, the company was sometimes
needlessly keeping on and paying for services until a project ended even though
these services were no longer actually required.

"When a project is completed on our end, we still have to wait for the licensee
or other third party to finish their part. However, that doesn't mean we need to
hold onto the resources until the project launches. With monday.com, we now get
notified automatically when we can release the resources, and we’ve saved a lot
of money because of it," says Yossi.
"EVERYONE IN THE PROJECTS DEPARTMENT IS USING MONDAY.COM WORK OS WHICH HAS
SIGNIFICANTLY IMPROVED OUR COMMUNICATION AND COORDINATION WITH ALL STAKEHOLDERS,
INTERNALLY AND EXTERNALLY, AROUND PROJECTS.”

Yossi Shamir
Head of Projects, Playtech

monday.com Open in urlscan Pro 65.9.7.35 Public Scan

Form analysis 1 forms found in the DOM

POST //auth.monday.com/users/sign_up_new?source=web_main&origin=hp_fullbg_page_header

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monday.com Open in urlscan Pro
65.9.7.35 Public Scan

Form analysis
1 forms found in the DOM