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• Complex administrative management: The management of photovoltaic projects, which takes 18 months to complete, includes multiple stages such as project initiation, agreements, financing and construction. Each stage requires meticulous management of numerous documents, such as installation plans, stakeholder agreements, communications with principals and invoicing. This administrative complexity is compounded by the sheer volume and diversity of documents to be processed.
• Use of unsuitable tools: The company currently uses tools such as Excel to manage its projects. Although versatile, Excel is not optimized for managing projects of this scale and complexity. This results in difficulties in tracking projects, updating information, and communicating effectively between the various players involved.
• Communication and Notifications: The current process requires numerous manual notifications and communications between stakeholders at every stage of the project. This creates an increased risk of errors and delays, as well as a significant administrative workload.
• Growth Capacity Limitation: The company recognizes that it will face major difficulties in expanding and scaling up due to this digital bottleneck. Current project management is so time-consuming that it requires a full-time equivalent dedicated solely to updating information.
• Document Storage and Retrieval Challenges: With a large number of documents to manage, the secure storage and efficient retrieval of these documents becomes a daunting task. This can lead to delays in accessing necessary information and, consequently, in project progress.

Consequences

The challenges faced by the company in managing its photovoltaic projects have significant repercussions at different levels:

• Operational inefficiency: The use of unsuitable tools such as Excel to manage projects of this scale leads to marked operational inefficiency. This translates into delays in updating information, difficulties in tracking the different phases of projects, and laborious document management.
• Human resources required: Currently, project administrative management requires the allocation of one full-time equivalent, dedicated exclusively to updating project information. This deployment of human resources for repetitive, time-consuming administrative tasks limits the availability of staff for more strategic activities.
• Error and non-compliance risks: Complex, manual document management increases the risk of errors, data loss and non-compliance with regulatory standards and client requirements. These errors can have serious consequences, such as project delays or financial penalties.
• Growth Capacity Limitation: The company realizes that its ability to manage a significant increase in the number of projects is seriously hampered by its current processes. This digital bottleneck prevents the company from scaling up and seizing new market opportunities.
• Impact on Stakeholder Satisfaction: Ineffective project management can lead to delays in communication and project progress, affecting the satisfaction of principals and other stakeholders. This can ultimately damage the company's reputation and its ability to attract new customers.

Traditional production management, from the design office through to manufacturing and assembly, was based on Excel spreadsheets. This method, while familiar and reassuring, had significant limitations. It led to delays in updating information, affected the accuracy of project follow-up, and made customer invoicing complex and late. As a result, it had a direct impact on the company's cash flow and working capital requirements, highlighting the urgent need for a digital transformation.

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