Connecting Property Technology Projects Across the U.S. with RICO for Planner
Protivix helped a leading North American property management company standardize planning, coordinate engineering work, and connect field updates with regional and national oversight.
Overview
A leading property management company in North America needed a centralized way to manage technical projects for new and updated properties across the United States.
The organization needed to assign work to engineers, track progress, and provide regional and national visibility for leadership. Project managers needed timely updates, while Directors needed better information to prioritize work and address issues before they affected delivery.
Protivix deployed a customized Microsoft Planner for the Web solution and subsequently extended it with RICO for Planner. The solution brought together planning templates, mobile task updates, weekly priorities, and automated analytics, improving coordination from individual job sites to executive oversight.
At a glance
- Client
- Leading property management company in North America
- Business need
- Centrally manage technical projects for new and updated properties across the U.S.
- Microsoft technology
- Planner, Power Apps, Power Automate, Power BI, and Teams
- Protivix solution
- Customized Microsoft Planner for the Web with RICO for Planner
- RICO capabilities deployed
- Portfolio Pro, PM Pro, and Team Member Pro
- Users supported
- Regional Directors, project managers, engineers, team members, the VP of Operations, and executives
- Reporting scope
- Individual projects, regional portfolios, and national oversight
- Key benefits
- More consistent planning, better communication, improved efficiency and quality, less manual reporting, and a smoother work experience
The challenge
Technical projects across a geographically distributed property portfolio required coordination between project managers, engineers, and leadership.
The company needed a single place to see projects and tasks, understand work being performed across the U.S., and prioritize assignments. Project managers needed current information about progress, while leadership needed visibility across regions and nationally.
Directors spent time gathering updates from the field and manually reporting on progress. Teams also needed to communicate issues early enough for managers to respond before delivery was affected.
The organization sought a connected approach that would improve planning and daily execution while providing a broader view of projects, tasks, resources, risks, and issues.
The solution
Protivix deployed a customized solution combining Microsoft Planner for the Web with RICO for Planner, including Portfolio Pro, PM Pro, and Team Member Pro. Microsoft Power Apps, Power Automate, Power BI, and Teams supported mobile access, automation, analytics, and collaboration.
Centralized projects and standardized planning
The solution brought technical projects across the U.S. into a centrally managed environment. Planning templates organized by work type helped teams set up projects consistently, improving planning quality and providing a clearer foundation for assigning work.
Real-time project visibility
RICO provided project managers with real-time updates on individual project performance. Updates from the field helped managers understand progress and identify work requiring attention.
Regional and national oversight
Regional portfolio views provided Directors and the VP of Operations with performance indicators covering projects, tasks, resources, issues, and risks. These insights supported regional management and national executive reporting.
Weekly task priorities
RICO provided weekly task lists to team members, helping them understand their assignments and focus on upcoming work.
Mobile updates from the job site
The RICO mobile application consolidated each team member’s assigned tasks, risks, and issues. Engineers and other team members could update tasks while at a property, connecting job-site activity directly with project oversight.
Automated analytics
Power BI automated analytics at the project and portfolio levels. These views gave project managers and leadership a shared basis for reviewing performance, prioritizing work, and making decisions.
The Protivix approach
Define requirements with regional leadership
Protivix worked with Regional Directors to document how projects were initiated, set up, and assigned to team members. These requirements shaped the solution around the organization’s planning and work distribution needs.
Establish the foundation with Planner for the Web
Protivix built a customized Microsoft Planner for the Web solution to support centralized project management and engineering assignments across regions.
Extend the solution with RICO for Planner
Once RICO was developed, Protivix deployed Portfolio Pro, PM Pro, and Team Member Pro to extend portfolio oversight, individual project management, and team member participation.
Support adoption through role-based training
Protivix provided training tailored to users’ responsibilities, helping them learn the relevant capabilities and adopt the solution faster.
Refine analytics with leadership input
Analytics evolved through ongoing input from Regional Directors and the VP of Operations. Their feedback guided improvements to reporting and aligned insights with leadership’s operational needs.
The business impact
Better planning and quality
Planning templates based on work type helped teams prepare projects more consistently. This improved planning quality and supported better execution across properties.
Clearer communication and faster decisions
Real-time field updates improved communication between team members, project managers, and Directors. Leadership gained more timely insights to guide decisions and respond to emerging issues.
More efficient delivery
Centralized assignments, weekly priorities, and mobile updates helped teams coordinate work and complete it more efficiently. The connected process reduced friction between planning, execution, and oversight.
Less time gathering and reporting updates
Directors spent less time collecting progress updates from the field and preparing manual reports. Automated analytics made project and portfolio information more accessible for management reviews.
Time and cost savings
More efficient coordination and reduced administrative effort saved time and money while supporting improved work quality.
A smoother work experience
A shared place for projects and tasks made it easier for team members to understand priorities, record progress, and communicate concerns. This reduced friction in day-to-day work and improved the experience for both field teams and leadership.
Connecting field execution with leadership decisions
Protivix helped the company establish a consistent way to plan, manage, and oversee technical projects across the U.S.
With RICO for Planner, field updates informed project and portfolio views, giving teams clearer priorities and leadership better information to guide delivery.
Contact Protivix to discuss how RICO for Planner can connect your teams, improve project visibility, and simplify portfolio oversight.
