How an Engineering Consultant Manages 20+ Projects from a Single Dashboard
Discover how a leading regional engineering consultant consolidated 20+ concurrent projects into a unified management platform, reducing reporting overhead by 80% while improving submittal review times.
What You'll Learn
- How managing multiple clients with different systems created inefficiency
- The approach to standardizing workflows while maintaining client flexibility
- How real-time portfolio dashboards transformed executive decision-making
- Specific improvements in submittal review times and team utilization
Company Background
This established engineering consultancy provides design review, construction supervision, and PMC services across Saudi Arabia and the UAE. With multiple major clients including government entities and private developers, they faced the challenge of managing diverse project requirements while maintaining consistent quality standards.
What They Were Facing
Multiple Client Systems
Each major client required their own project management platform. Engineers were logging into 5+ different systems daily, each with different interfaces and workflows.
Inconsistent Review Processes
Submittal review times varied wildly—from 3 days to 3 weeks—depending on project workload. No visibility into reviewer capacity or bottlenecks.
Manual Progress Reporting
Monthly client reports required 2-3 days of manual data gathering from multiple sources. Information was often outdated by the time reports were delivered.
Limited Resource Visibility
No clear view of engineer allocation across projects. Some teams were overloaded while others had capacity, but this wasn't visible until deadlines were missed.
How Arkan Helped
Unified Portfolio Dashboard
Single view across all 20+ projects with drill-down capability. Executives can see portfolio health at a glance and dive into specific project issues in seconds.
Standardized Review Workflows
Configurable submittal review workflows with automatic routing, deadline tracking, and escalation rules. Each client's specific requirements are built into their project template.
Automated Client Reporting
Scheduled reports generated automatically from live project data. Monthly reporting that took 3 days now happens with a single click.
Resource Allocation Tracking
Real-time visibility into engineer workloads across all projects. Proactive rebalancing before bottlenecks impact deadlines.
How It Was Deployed
Assessment & Design
Weeks 1-2- Audit of existing systems and workflows
- Client requirement mapping
- Standard workflow design
- Integration architecture planning
Pilot Deployment
Weeks 3-6- 3 projects migrated as pilot
- User training program
- Client portal setup
- Feedback collection and refinement
Full Rollout
Weeks 7-12- Remaining 17 projects migrated
- Historical data import
- Executive dashboard deployment
- Ongoing support and optimization
Integrations
Measurable Impact
- Submittal Review Time: 14 days → 7 days average (50% faster)
- Monthly Reporting: 3 days → 4 hours (80% reduction)
- System Logins: 5+ systems → 1 platform
- Resource Utilization: Improved by 25% through better visibility
- Client Satisfaction: Net Promoter Score increased by 20 points
- Won 3 new contracts citing operational efficiency
Arkan Features Used
| Feature | Impact |
|---|---|
| Portfolio Dashboard | Real-time visibility across 20+ projects |
| Workflow Automation | 50% faster submittal reviews |
| Document Management | Single source of truth |
| Correspondence Tracking | Complete audit trail |
“We used to juggle five different systems daily. Now everything flows through one platform. Our submittal reviews are twice as fast, and I haven't missed a client deadline in six months.”