MJ Service brings planning and data together with Virkplan Projects and BI

To gain a better overview of planning, data, and invoicing, MJ Service has implemented Virkplan Projects on top of their existing Business Intelligence solution from Virkplan.

The result is less manual work, a stronger data foundation, and a solution that enables the company to scale the business without increasing administrative resources.

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Manual planning across multiple systems

Before collaborating with Virkplan, planning and management of window cleaning tasks were handled through a combination of Excel and an industry-specific production system. This meant that data was stored across several systems, and planning, invoicing, and controlling were largely manual processes.

Mikael Hjort Bang, Head of Planning and Analytics at MJ Service, explains:

“We managed some things in an Excel sheet and some in a production system. That meant things didn’t always align, and there was a lot of manual work in both planning and invoicing.”

In addition, only a few people within the organization had a full overview of the processes, which made the solution vulnerable.

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From Business Intelligence to Virkplan Projects

MJ Service was introduced to Virkplan through one of their technology suppliers, who collaborates with Virkplan. As part of a larger modernization of the company’s system landscape, MJ Service first implemented a Business Intelligence solution from Virkplan.

When the need later arose to consolidate planning and task management for their window cleaning operations, the collaboration was expanded to include Virkplan Projects.

“We were already using the BI part, so it was the same tool and the same portal. That’s why it made good sense to use the same platform for planning our window cleaning operations,” continues Mikael Hjort Bang.

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One unified business platform and increased automation

The implementation of Virkplan Projects was completed within a few months. The work began in November, and the solution was fully in use by the turn of the year.

By consolidating planning, task management, and data into a single platform, MJ Service has gained the ability to:

• automate several administrative processes
• integrate the solution with their Microsoft platform
• work more systematically with data and controlling

A concrete example is price adjustments on customer agreements, which previously had to be handled manually.

“We recently updated prices for several hundred customers simply by uploading a list. Previously, everything had to be updated manually,” says Mikael Hjort Bang.

At the same time, the solution provides better access to data and the possibility to set up automatic controls and alerts if something does not match in the data.

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Better overview – also in the field

The solution is used both by employees in administration and by field staff through the app. Through the app, employees can, among other things, view task descriptions, register the start and end of tasks, and read notes about customers.

This provides better visibility and ensures that relevant information is available to employees when they are out with customers.

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Close collaboration and fast support

For MJ Service, the collaboration with Virkplan has also been characterized by quick support and the possibility of ongoing adjustments.

“If there is something we are unsure about, it is extremely easy to get help. We can create a support case in the portal, and you are quite quick to respond. Often we can also just reach out and clarify things right away.”

The fast dialogue has also made it possible to continuously improve the solution.

“We’ve also had some small adjustments made along the way, where you were able to quickly adapt the system so we could automate another part of our processes,” says Mikael Hjort Bang.

During the startup phase, it has also been an advantage that questions can quickly be clarified in dialogue with Virkplan’s consultants.

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Ready for growth without additional administrative resources

For MJ Service, digitalization is not only about efficiency but also about preparing the business for growth.

Mikael Hjort Bang concludes:

“Our overall goal is to run a larger business without adding more administrative resources.”

Although the company has reduced the number of employees in administration during this period, they have not experienced increased workload—quite the opposite. With better systems and more automation, there is now more time for value-creating tasks.

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