From whiteboards and Excel to digital resource planning

POB Entreprenør, a Norwegian construction company with more than 100 employees and over 80 vehicles, was dealing with inefficient and fragmented resource planning. Their system revolved around physical whiteboards and Excel spreadsheets.

Resource allocation decisions were documented manually, communicated via PDF exports, and distributed on their intranet Workplace. This often led to misunderstandings, delays, and an over-reliance on key individuals with access to the "source of truth."

The existing tools lacked real-time updates and weren’t built for collaboration. Furthermore, employee data, absence records, overtime work, and project details were scattered across multiple systems, including HR tools (Symployer), ERP systems, and SmartDok.

POB managed up to 300 projects simultaneously, and as projects scaled, manual methods became increasingly unsustainable. Tracking overtime, avoiding planning conflicts, and ensuring compliance with labor regulations, such as maximum working hours, added complexity and risk.

POB partnered with Appfarm to explore a more efficient, centralized, and future-proof approach. As Appfarm has a template for resource planning, they were able to get realize their projects even faster. 

Through close collaboration, workshops, and iterative feedback sessions, POB tailored the module to fit their specific processes. 

POB’s new resource planning system integrates directly with existing tools like SmartDok for project data, and Simployer for HR and absence data, ensuring a single source of truth across the organization.

The key capabilities of the solution include:

• Real-time allocation and scheduling of both personnel and machines across projects
• Smart filtering based on role, availability, and certifications
• Future project planning, including unconfirmed tenders
• Instant notifications when over-allocations or conflicts occur
• A dedicated field application for employees to view schedules, report absence, and register hours
• Competency tracking, including document uploads and certification expiry

The interface was customized to support POB’s operational structure, including handling projects with frequent changes and different types of staffing needs.

Since adopting their new solution, POB has experienced measurable improvements in efficiency and control:

• Faster planning: Weekly meetings are still valuable, but much of the allocation now happens dynamically, throughout the week
• Increased visibility: All stakeholders work from the same up-to-date data, reducing errors and miscommunication
• Reduced overtime risk: With real-time time tracking integration, overwork can be flagged and managed proactively, helping POB avoid labor law violations and potential fines
• Scalability: The system handles hundreds of active projects and support features like carpool coordination and full machine integration
• Ownership: POB now has an in-house Appfarm-trained resource who can maintain and evolve the solution independently

What started as a way to digitize a whiteboard has become a core operational tool, enabling POB to move from reactive planning to strategic resource management.