As Butler University’s IT team grew from 40 employees to over 60, it was a continuous challenge to keep track of all projects and people. They found that the free solution they had been using for project management created islands of information that could not be rolled into the reports leadership needed. While other tools allowed for portfolio tracking and resource allocation, they overwhelmed team members who did not have project management experience. Butler University needed a solution that was powerful enough to improve data visibility to leadership while also providing an intuitive experience for users.
IT Project Manager Tim Roe remembers how impressed he was the first time he saw TaskRay’s user interface. He loved the drag-and-drop functionality, which he believed would save his team from the painful process of having to learn a complicated new solution. TaskRay was the best of both worlds: it was easy for his team to use and understand, and it came with all the reporting and tracking functionality they needed. TaskRay’s native Salesforce integration streamlined workflows and improved how users viewed and accessed data. Tracking time was now as easy as hitting a button, which in turn provided leaders with the valuable information they needed to properly allocate resources. Plus, TaskRay had just the right mix of out-of-the-box functionality and customizability. While the team was integrating Salesforce across their workflows, it would be simple to continually customize their instance of TaskRay.
Today, Butler University completes up to 95% of projects through TaskRay. It has revolutionized their project tracking in multiple ways. First, they now have a running list of their most pressing tasks, which the team reviews weekly. They can adjust information for each task based on the project or task type. Next, they assign a due date to all tasks, enabling them to sort by date and forecast future resourcing needs. Finally, they assign tasks to specific team members, which keeps everyone on the same page about who is working on what. TaskRay’s resource tracking and allocation functionality has also been critical in optimizing how the team operates. In a climate where IT budgets are increasingly scrutinized, TaskRay has successfully demonstrated the value of Butler University’s IT team and the work they do. As big fans of TaskRay for many years, the IT team has even introduced TaskRay to other teams, including the University’s facilities and HR departments. And as they take on a multimillion-dollar project, switching to Oracle Cloud, they are confident that they are set up for success with TaskRay.
