Keolis’s business intelligence facilitates traffic planning

Keolis Sweden operates the public transport systems of several of the country’s big cities. Its operations are extensive, with sales of SEK 4 billion in Sweden and 6,500 employees, most of them being bus drivers. To achieve functional operations, planning is central, in terms of staffing and vehicle maintenance. To support planning, Keolis needs information from multiple perspectives that reflects its operations.

Challenge

  • A need for business intelligence capable of processing substantial data volumes and multiple integrations such as budgeting and performance management.

Solution

  • Hypergene business intelligence

Outcome

Business intelligence with data warehousing that manages 3 billion planning, control and reporting transactions, with support for the following business processes:

  • Driver-based budgeting process (SEK, hour, km, staff)
  • P&L statements classified by function and cost class, and group reporting
  • KPI reporting and performance management with scorecards

 

With Hypergene, we didn’t need to start from the ground up. The system has a great core, with a lot of functionality already embedded.
Catarina Fritz, CFO, Keolis

Challenge

Keolis is assigned by its principals (mainly SL in Stockholm and Västtrafik in Gothenburg) to provide bus services by planning traffic, hiring and training staff, providing vehicles and workshops, as well as service and repair technicians. Keolis’s deliveries are subject to challenging demands.

“You could say that we have to run a sprint every day, because we always have to deliver high quality, so passengers are satisfied. Planning and controlling our operations are critical to success,” explains Catarina.

Information from multiple perspectives is required to support the planning process. Previously, Keolis’s challenge was that it didn’t have an overview. The raw data was there, but in very large and manually maintained Excel models, which mean meant that finding causes and seeing connections was difficult. The previous information structure, based on OLAP cubes, also implied limitations on the expansion of data warehousing towards multiple operational and ERP systems.

“We needed a state-of-the-art system that could manage multiple data integration and high transaction volumes. We also needed a long-term solution that we could grow into, in terms of budgeting and controlling operations on the basis of targets and activities. We view this as a development ladder, where we will be able to add new options,” continues Catarina.

Solution

Keolis now has Hypergene as a single solution for all analysis and reporting. The solution builds on a data warehouse from six core systems, which manages a total of some 3 billion transactions yearly, embedding information on its planning, bus traffic, vehicle damage, vehicle fleet, HR and accounting. The solution is also being expanded to capture the company’s budgeting process, and for monitoring activity plans. The next stage is to add the performance management module so each traffic territory can work on its scorecards on a structured footing—a process that could be consolidated to business area and group level later. Keolis is also planning the development of KPI monitoring to enable it to execute change on the lowest level of the company, in workshops, driver teams, service centers and operations, for example.

“With Hypergene, we didn’t need to start from the ground up. The system has a great core, with a lot of functionality already embedded.  There’s also good support for distributing processes into our organization, which means more people get involved in processes affecting analysis, budgeting and performance management” says Catarina.

Hypergene's reports are role-based and web-based. Keolis's business area managers can access territory data where they can view their financial results against budget, for example. Other reports produced include maintenance work, the cost picture for newer and older vehicles, and reports to monitor the efficiency and productivity of traffic (actual numbers of hours and kilometers). This information is then fed into the next year’s budgeting in a tangible manner.

Outcome

Keolis now has an integrated solution for corporate performance management that has brought collective definitions and reliable, effective, automated reporting for operational and strategic management. The system’s expansion has also created a new budgeting process that operational managers can participate in, which was not possible previously.

The outcome is complete planning accuracy and better internal communication at all levels, as well as a budgeting process that is more inclusive, while also being more effective. Currently, some 250 people use the system (TBC). Previously, most users were employed at head office, but now Keolis realizes that most of its users are in its traffic territories, where operations are conducted. Catarina thinks this is a positive change that has secured greater involvement.

Operational managers are using the information for their daily operations and management, to compare progress between different territories.

“One of the great gains with our solution is that we have a common language, entering and comparing the same numbers whose definition we know, which saves a lot of time. We also see great value in Hypergene being developable, and making our work fast despite enormous transaction volumes,” concludes Catarina.

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Hypergene in brief

Hypergene is a web-based planning, monitoring and analysis product. With our help, organizations can manage by objectives, and achieve a new, higher level of performance and efficiency. 

The key is a product that consists of three interacting and user-friendly modules: Performance management, Budgeting & Forecasting and Monitoring & Analysis. Each module stands up well on its own merits, and together, they create a complete performance management solution.

Hypergene is a Swedish company with more than 100 co-workers and has been recognized as ‘Marathon Gazelle of the Year’ in 2014 by one of Swedish keynote business daily newspaper, Dagens Industri. In the same year, Computer Sweden recognized Hypergene as one of Sweden’s hottest and most innovative tech companies.

 

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