SPARC Process Improvement
Business
Client company:SPARC
Project description
SPARC faces several operational inefficiencies in business processes, communications, and data management. SPARC intends to grow but is currently held back by the lack of structured workflows and effective tools to manage projects. This prevents them from properly tracking progress on projects, for example, and limits communication among members. Without a structured approach to communication and data management, SPARC runs the risk of further inefficiencies, poorer communication with members and delays of projects.
Main Research Question
How can SPARC improve their partnerships and research processes' effectiveness in terms of communication, collaboration and outcomes and achieve the new strategy's goals?
Sub Research Questions
- What business processes need to be developed within SPARC?
- How can SPARC improve project tracking and communication between members?
- How can SPARC efficiently store and manage information about members?
- How can SPARC map out all these processes using Blueriq?
- What are alternative tools to Blueriq that could be used to map out SPARC’s processes?
Context
The current project is in collaboration with SPARC, a sharing platform for applied research co-operation, which is a unique and unparalleled concept now. It focuses on initiating and accelerating ICT-related innovations.
Independent companies have bundled their innovative strengths in SPARC to enhance innovative strength together with education and research. SPARC collaborates with lecturers, researchers, and students of the Fontys University of Applied Sciences in research and experimentation.
Members of SPARC introduce research proposals for approval which are then implemented in educational context as applied research. In exchange, SPARC members contribute to an Innovation Fund managed by SPARC, which finances these research projects.
In 18 weeks (about 4 months), the project group will assist SPARC in implementing their new strategy. The main assignment is to map out all processes and integrate them in the Blueriq workflow tool. Additionally, the team will provide advice on alternative tools that could be used.
The project contact people from SPARC are Johan van den Heuvel and Bart van Gennip, who can be referred to as product owners.
Results
Business Advice
By implementing a central data source and standardized workflows, duplication and errors are eliminated, while data quality and efficiency are improved.
With clear roles, such as Data Owners and Data Stewards, responsibilities are clearly defined, ensuring better management and compliance with regulations such as the AVG. Automation with Microsoft Forms and Power Automate streamlines processes and ensures SPARC can rely on a single source of truth.
To address SPARC’s data challenges and inefficiencies, the recommended solution is API Integration between the CMS and Exact Online. This approach offers an effective balance between cost, scalability, and automation, making it a practical mid- to long-term solution that aligns with SPARC’s operational needs and growth goals.
This approach is cost-effective, leverages existing systems, and automates data flows, reducing manual processes and errors while ensuring real-time updates. It supports SPARC’s current and near-future needs with moderate scalability and can be implemented quickly compared to building a custom system.
For immediate relief during implementation, SPARC should hire an external administrator. This role would be cost-effective and straightforward to onboard, focusing on maintaining high data quality during the initial stages. Prioritizing data accuracy and consistency is essential before proceeding with any API integration or automation efforts.
In the long term, SPARC should strengthen data governance by defining roles such as Data Owners and Data Stewards to ensure accuracy and accountability.
Blueriq's is outstanding tools to provide precise features for organizing and managing every stage of a business process. Because of its methodology, users may specify requirements, actions, and workflows, enabling detailed process customization. Blueriq aligns well with SPARC’s workflow customization, integration, and security needs.
However, Blueriq’s usability is more suited to technical users. Blueriq require expertise to leverage its full potential. It also lacks project tracking and feedback mechanisms, relying on external integrations or custom development to fill these gaps. Additionally, leveraging Blueriq effectively requires training, which may not align with the team’s current experience level or project timeline. This issues which may impact in time constrain and cost-effectiveness.
User-friendly tools like Monday.com or Airtable offer quicker setup with cheaper price. By creating a user-friendly tool to develop and customize for next project, SPARC’s can improve their process effectively without being constrained by complicated settings or high learning curves. For future development, it would be easier for SPARC to make a change without needing to hire expertise and spend more cost because how user friendly the tools are.