Integrated project and process management boosts efficiency at NCC

An Omnia- and Microsoft 365-based Document, Project, and Quality Management System is helping NCC Property Development work more efficiently and in line with policies, best practices, and procedures.

NCC Property Development is a thriving business unit within the NCC Group that develops and sells commercial properties throughout the Nordic region, with special focus on sustainable office, retail, and logistics properties in attractive locations. In 2023 the division had a turnover of SEK 1.4 billion and 120 employees.

The company is project-intensive and recently implemented a fully integrated Document, Project, and Quality Management System using Omnia and Microsoft 365 to enhance efficiency.

“As the solution is seamlessly integrated with Microsoft 365, it’s much easier for users to create and manage projects and documents. All the tools, guidelines, templates, and other resources required for our projects and quality management processes are now in one place and accessible via a unified workspace with a single view. This boosts our efficiency and ensures the correct management of processes, projects, and documents”, says Martin Sandén, Head of Operational Development and Sustainability at NCC Property Development Nordic.

Easy access to all processes and projects

Previously, the company used a stand-alone Quality Management System, which could not present a complete picture of the company’s process and project management or provide access to the requisite process tools. It was, furthermore, in need of an upgrade. Since the modernization of their Project and Document Management System was also a priority, NCC decided their best approach was to build an integrated system. A solution that encompasses all areas related to defining and visualizing processes, managing controlled documents, and running projects in line with approved models and processes.

After extensive research, they decided to choose a solution based on Microsoft 365 and Omnia.

“We wanted to create a solution that allows us to manage and view all our processes and controlled documents using the same tool. This includes everything from validating the quality of processes to the creation and management of projects and documents”, Martin explains.

NCC looked at several products and platforms, and because they would need to customize it to meet their unique needs, they even considered developing the solution from scratch themselves.

“However, Omnia is a future-oriented and very flexible standard platform, which we can easily modify to fit our requirements. Another advantage of Omnia is its smooth integration with Microsoft 365. The solution offers users quick, easy, and single-point access to processes, documents, templates, projects, and Microsoft 365’s toolbox. It makes them more productive and facilitates their work. It also makes our process requirements, work, and information structures, clearer to everyone”, Martin concludes.

The self-explanatory solution powers productivity

Omnia provides a range of features that are vital to NCC. The ability to create and publish business processes and project models and link documents, templates, tools, and guidelines to the defined activities is an important feature of the solution. The product also provides support for creating project models for project teams in Microsoft Teams and SharePoint, getting a good insight into work in progress via the project portfolio, as well as powerful tools for creating governance models for projects, processes, and controlled documents.

“Omnia doesn’t just make users’ work easier. It also guarantees that every process is carried out correctly and that the right templates and documents are used and filed in the right places. This leads to increased traceability, greater order and control of our processes and documents, and higher compliance with standards and certification requirements”, Martin emphasizes and continues:

“Furthermore, the reliability of the information has significantly improved as users can now verify that a document is created by the right person, using the right template and that it’s the latest and only version.”

Even though the solution is for the most part self-explanatory, regular user training will ensure the best results, according to Martin. Every six months a user follow-up is conducted, covering the solution’s functionality and improvements, and once a year a comprehensive in-depth user survey is undertaken.

“Although the user interface is easy to grasp and navigate and our employees are quite IT-savvy, regular user education is required if we’re to benefit from the full potential of the solution. We also make continuous system improvements, which have to be communicated and taught to users”, Martin points out.

Learn more about Project Management in Microsoft 365

To learn more about how Omnia can support your organization in terms of project and portfolio management, we recommend the following links:

You can also read more about Project Management capabilities in Omnia in this article.

Welcome to contact us for scheduling a demo of the Project Management concept in Omnia.

The Challenge

NCC Property Development needed to modernize its Document, Project and Quality Management System and to integrate it with Microsoft 365.

The Solution

NCC chose to build an integrated Document, Project, and Quality Management System based on Omnia and Microsoft 365. As part of this project, they also implemented a model on how to visualize processes and manage projects, following best practices, and key business documents.

The Result

The fully integrated solution includes every tool and process required for the management of operations, all of them being easily accessible via a single-view workspace. This results in clearer and more effective management as well as increased traceability and greater order and control of processes and documents.