Iterio streamlines processes with Omnia

With a Project Portal, Document Management System, Contract Management System, and Quality Management System—all developed on Omnia—engineering consultant Iterio gains enhanced control, quality, and efficiency in its operations. Accessible templates, a centralized tool repository, and a consistent way of working simplify project management and internal collaboration.

“Our modernized Omnia-based digital workplace offers quick and easy access to tools, document templates, quality processes, agreements and contracts, governing documents, and other project resources. With seamless integration into Teams and Microsoft 365, we ensure assignments and projects are started and managed uniformly, securely, and efficiently, implementing all standards and process rules. Today, it’s much easier to work and collaborate effectively, though encouraging adoption of these new practices remains a challenge,” says Iterio’s CEO, Jonas Jonsson.

Founded in 2011, Iterio is an urban planning and management consulting firm specializing in project management and IT coordination across geotechnology, environment, and traffic, serving municipalities, property companies, architects, the Swedish Transport Administration, and Region Stockholm. With approximately 120 employees and plans for continued growth, Iterio has continuously enhanced its processes, communication, and collaboration through digitalization.

In 2018, Iterio implemented Omnia for its intranet, Quality Management, and internal collaboration. During the pandemic, Teams became the primary collaboration tool as consultants worked remotely. In 2022, Iterio further upgraded its digital workplace by launching a Project Portal, Document Management System, Contract Management System, and Quality Management System on Omnia.

Previously, Iterio relied on a basic folder-based file system in Dropbox, which limited its ability to work efficiently. This system led to duplication, outdated information, and occasional template modifications.

“By developing a well-structured Quality Management System and Document Management System, and visualizing processes in Omnia, we’ve achieved better control, security, and oversight. Now, unauthorized template alterations are nearly impossible, and it’s easier to understand each process step and which documents to use,” Jonas explains.

Omnia’s Process Management capabilities enables Iterio to link documents and templates within a visual process map. Users can navigate the process tree to quickly find templates and process descriptions. Projects are also created via Omnia’s Team templates, giving users the right tools and ensuring a standardized project structure. All agreements and contracts are managed based on Omnia’s strong Document Management features.

“We don’t store every document in the Document Management System, but all templates, agreements, contracts, and governing documents are here. It provides a secure, automated, and robust structure for business-critical documents. This is particularly helpful for contract management, as we get automatic reminders for annual pricing updates and other key terms. Document owners are also reminded to review governing documents on time. Our sustainability and environmental policies are all here as well, which is essential for our certification process,” Jonas highlights. 

In early 2023, Iterio integrated its time reporting system, Blikk, with Omnia and Teams, further simplifying project management. Consolidating all tools, templates, and resources in the Project Portal has made it easier to start, manage, and monitor projects. According to Jonas, this integration has also improved quality and productivity. 

“I’m confident our process quality and efficiency have both improved with these new solutions. Finding information and resources is now simpler, as everything is centralized. Process visualization and linked documents guide task completion, helping us avoid missing steps. In the past, our more ad hoc tools sometimes allowed things to slip through the cracks. That no longer happens, which is a significant improvement.” 

While the digital workplace revamp is mostly complete, Iterio continues to work on employee adoption of these efficient new methods. This effort includes campaigns and Inspiration Coffee Meetings, where Iterio also introduced a Suggestions Inbox to gather ideas for continuous improvement. 

“We regularly hold Inspiration Coffee Meetings to showcase new solutions. Breaking old habits is tough, but employees quickly see the advantages of these new methods. The Suggestions Inbox on our intranet is also full of ideas for improvement. We believe employees are more likely to embrace changes if they can contribute to the process,” Jonas points out.