Consultancy
Trigger for change
In 2018, Vitens initiated a major transformation within Portfolio Management. With the introduction of a new ERP system and the ambition to work in a performance-driven way, the organisation was fundamentally restructured. The aim was to actually deliver planned performance and to prioritise investments more effectively. By integrating systems and processes, a single source of truth was established within SAP. Anton Rottier and Christian de Wilde explain how this transformation contributes to better decision-making across the entire chain.
Anton and Christian lead Portfolio Management & Reporting at Vitens. Their team manages the investment plan, monitors objectives and advises on adjustments. Previously, reporting focused mainly on budgets. Now the emphasis is on performance. Through integrated management, they can see which projects contribute to specific KPIs. The transition from Excel and fragmented systems to a single SAP environment was essential for achieving oversight, control, and improved overall information provision.
Insigth
The project was approached iteratively. First, the ideal process was mapped out, and then adjusted to meet system requirements. Process design and tool development progressed in parallel. Through brown paper sessions and SAP workshops, the functional design was validated and developed. Key users tested the software, after which implementation took place per domain. With this approach, Vitens combined both process and system implementation, resulting in better alignment between departments. Each go-live was supported by active guidance and clear communication.
The new way of working has led to greater overview and improved insight. SAP now contains all relevant data, providing a clear picture of both completed and planned projects. It is possible to look both backwards and forwards. Investments can now be prioritised in a structured way. KPIs are linked to performance, and these insights are actively used. The organisation now thinks less in terms of budgets and more in terms of concrete results and objectives.
Value chain
The performance-driven mindset is becoming increasingly embedded within the organisation. Teams are asking critical questions about the impact of projects on KPIs. Portfolio Management is becoming more visible and valued. At the same time, there is a growing awareness that making the right choices is becoming more important, given the challenges of climate change and labour market shortages. The project has led to more conscious and informed decision-making. The true strength of Portfolio Management is now coming to the fore within Vitens.
Because both processes and systems were changing, change management was essential. Training sessions focused only 20% on system functionality and 80% on the new way of thinking about processes. Employees learned to take a more integrated view and to perform as part of a whole. Various communication methods, such as videos, comics and games, were used to build understanding. The technologically oriented organisation was surprised by the effectiveness of creative communication. By putting the end user at the centre, processes were better understood and more quickly adopted in practice.
Impact
Vitens is proud of its communication approach and the speed at which it closed the backlog. Within a short period of time, tangible tools were developed that can be reused for onboarding and knowledge sharing. The team worked closely with BPM Consult to achieve this. By taking action, asking the right questions and building support, Vitens is now back on track and ready for further optimisation of its processes.
Looking ahead, Vitens aims to make the most of what is already in place. The focus will be on data quality, optimal reporting and reliable forecasting. The lessons from the project are clear: work iteratively, involve users at an early stage and keep a performance-driven mindset at the core. The collaboration with BPM Consult is experienced as hands-on and highly engaged. Thanks to this approach, Vitens now has a strong foundation for improved decision-making and effective portfolio management in the future.
