DOWNLOAD REPORT
PROGRESS REPORT
PROJECT: DIGITAL TRANSFORMATION
DATE: OCTOBER 2024
OVERVIEW
This report provides the latest update on the Digital Transformation project. Despite challenges related to team skills, process adherence, and system limitations, key mitigations have accelerated progress, keeping us on track to launch PixelGenie’s first version before Christmas, a major milestone in our efforts.
Key milestones are progressing smoothly. Our current focus area to ensure seamless scaling as we move forward are the accelerated client portal development, Linnworks integration, automated invoicing, production workflow optimisation (barcoding project) and fulfilment operations. We have also prepared the systems, processes, and teams to successfully onboard Xplosive Ape’s new clients. The onboarding process has been streamlined from a week to a few hours, with query resolution times reduced from weeks to 1-2 days, earning positive feedback.
Challenges remain with team proficiency, and system limitations, which pose risks as we scale. To address this, we’re implementing the Customer Success enhancement initiative, bringing in additional team support, and introducing CRM and Customer Service Tools to solidify client management and prepare for further growth.
With these gaps addressed, we are moving swiftly toward the launch of PixelGenie’s MVP, marking a key achievement in the project.
LATEST WINS & ACHIEVEMENTS
  • Order Management Success: Cleared a 5-month order query backlog for key client, restored operational control, and implemented new workflows to prevent future backlogs.
  • Process Standardisation: Developed new Standard Operating Procedures, resulting in greater efficiency and consistency across the business.
  • Linnworks Integration & Optimisation: Enabled better data-driven decision-making and operational efficiency through Linnworks integration and optimisation.
  • Automation of Invoicing & Design: Introduced automated invoicing and design tools, reducing manual effort, improving turnaround times, and boosting productivity.
  • Customer Service Improvements: Implemented efficient query tracking and response systems, reducing response times and improving customer satisfaction.
  • Talent Acquisition & Team Enhancement: Critical roles are in the process of being filled with new talent, and team responsibilities have been clarified. This will improve internal efficiency and supported the scaling efforts.
  • Merlin System Acceleration: We have expedited the development of the Merlin system, which powers PixelGenie, significantly cutting down the development timeline. We are now on track to deliver the first release ahead of schedule.
RECENT RISKS & CHALLENGES

TEAM CHALLENGES
Ongoing issues with the onsite team stem from unanticipated skill gaps and system limitations, leading to delays and current struggles with process adherence, client interactions, and adapting to new tools, which hinder scalability. Customer success initiatives and onboarding new talent will help resolve these challenges. Full details are available on the Project Dashboard.

SCOPE CREEP
Additional features added to the MVP and unplanned projects have caused resource strain, extended timelines, and budget overruns, delaying the client portal launch. Accelerating development will keep the launch on track. Full details are available on the Project Dashboard.

INFORMATION ACCESS
Lack of access to critical information has caused project delays and blocked workflows. Clear communication protocols and designated accountability for information sharing have been established to prevent further delays.
UPCOMING MILESTONES & DELIVERABLES

1

AUTOMATED INVOICING
Implementing an automated invoicing system due October 31st, 2024, with the first Eden Ashram Invoice due by October 23rd, 2024.

2

ORDER MANAGEMENT INTEGRATION
Integrating the Linnworks platform to optimise order management workflows by November 19th, 2024.

3

PIXELGENIE BRANDING
Finalising the branding for the PixelGenie product by November 25th, 2024.

4

PRODUCTION WORKFLOW OPTIMISATION
Streamlining and improving production processes to increase efficiency by November 29th, 2024.

5

CLIENT PORTAL DEVELOPMENT
Building a client-facing portal due 13th December 2024 with initial demo scheduled for November 8th, 2024.
NEXT STEPS
EXPEDITE CLIENT PORTAL & MERLIN DEVELOPMENT
Accelerate the client portal and Merlin build to stay on track with project timelines.
FINALISE AUTOMATED INVOICING
Complete the automated invoicing system to improve operational efficiency, reduce manual workloads, and provide a streamlined billing process.
COMMENCE PIXELGENIE BRANDING
Begin branding efforts for the PixelGenie product to align with upcoming launches and marketing initiatives, ensuring a cohesive brand identity.
OPTIMISE PRODUCTION WORKFLOWS
Continue advancing the optimisation of production processes to improve overall efficiency and responsiveness to customer demands.
ENHANCE CUSTOMER SUCCESS
Integrate CRM systems and expand customer success initiatives to address internal challenges, onboard new talent, and drive increased client satisfaction.
PROJECT DASHBOARD
We have created a Project Dashboard on ClickUp where you can view key sections including project progress, upcoming deliverables, risk status, and detailed timelines, costs and milestones, helping you stay updated on every aspect of the project.