About DLabs.AI
DLabs.AI is an AI company that harnesses the power of advanced technologies to help clients streamline workflows, enhance business outcomes, and boost KPIs.
Founded in 2015, the company is rooted in the healthcare sector. DLabs.AI was created to address a genuine need: to develop an AI-driven application that could profoundly improve the quality of life for people with diabetes.
Today, they demonstrate expertise across numerous artificial intelligence domains, including computer vision, natural language processing, and emerging areas such as generative AI and large language models like GPT.
Catering to a diverse clientele — from industry-leading retail giants and global educational platforms to agile startups — they remain steadfast in their belief that AI holds transformative potential for businesses, irrespective of their size.
- Industry: Software Development/ Artificial Intelligence
- Size: ~20 employees
- Use cases: Resource management
Overview
Despite its uncommon specialization, DLabs.AI, like many other rapidly growing companies, confronted significant operational challenges stemming from an overreliance on spreadsheets for day-to-day project management. As the company expanded, this reliance made financial planning complex and caused misalignment. It became almost impossible to delegate resource tasks to new staff, and frustrations were high from error-prone reporting.
These issues were taking a huge toll on the company’s operations, making it difficult for the organization to effectively scale. Managers recognized the need for change and were determined to find a solution that could streamline their projects, as well as act as a single source of truth for their finances, resources, and stakeholders. Seeking a comprehensive solution, DLabs.AI turned to BigTime Software.
Challenges
As the field of AI continued to grow in popularity, so did the demand for DLabs.AI’s services. However, with all staff and project allocation details in spreadsheets, it was difficult to effectively manage their people and projects. DLabs.AI was lacking a clear view of ongoing projects and resource availability for sound decision-making. The scattered nature of information impeded their visibility into resource availability which hindered effective forecasting. Additionally, tracking budgets for individual projects in separate spreadsheets became increasingly burdensome, leading to errors that impacted financial planning. Report generation also became a laborious and error-prone task.
The heavy reliance on spreadsheets not only led to inefficiencies but also restricted the delegation of tasks. Management found themselves entangled in complex documentation, unable to effectively engage other team members. Ewa Rajewska, Co-Founder and CFOO of DLabs.AI, highlighted this issue: “I lacked the freedom to delegate tasks. The complexity of the Excel spreadsheets made it impractical to instruct other managers, preventing me from relying on them for assistance in my duties.”
Challenges DLabs.AI faced before BigTime included:
- Fragmented resource management data: Multiple complex financial and resource planning spreadsheets contained employee availability and data for each week. These were difficult to analyze holistically, leading to inaccurate allocations, scheduling conflicts, and project delays.
- Inefficient resource utilization: Managing spreadsheets diverted valuable time from other initiatives. The complexity and volume of the spreadsheets created learning obstacles for additional employees, preventing them from efficiently taking over project and finance tracking.
- Time-consuming, manual reporting practices: Reporting on profitability and KPIs required data to be pulled from various spreadsheets, and constantly updated, wasting multiple hours weekly.
BigTime Solution
DLabs.AI chose to implement BigTime Foresight as a strategic, foundational solution, aiming to enhance scalability and communication efficiency within the company. The adoption of BigTime provided clarity through previous complexity, addressing key pain points and ushering in a new era of operational efficiency. From enhanced reporting to streamlined resource management, the implementation of BigTime emerged as a pivotal decision for DLabs.AI in pursuit of organizational excellence. Gone are the days when Ewa solely handled all financial and resourcing responsibilities in spreadsheets. With BigTime Foresight, she and her team can make confident decisions to drive profitable results.
With BigTime, DLabs.AI now has a firmer grip on their operations as they grow, with benefits including:
- Comprehensive insights to improve service delivery: BigTime consolidates and automatically updates financial, project, & resource data, becoming the single source of truth for DLabs.AI. This helps identify scheduling conflicts earlier to enhance efficiency and reduce potential scheduling delays.
- More effective resource utilization: BigTime’s automated workflows and user-friendly interface empowers Ewa to delegate managerial and administrative tasks, allowing her to take on additional responsibilities for the company’s growth.
- More informed and confident decision making: Reporting on KPIs is now done quickly and consistently with automated report generation, all while providing DLabs.AI deeper insights to make informed decisions to achieve objectives.
Results
The implementation of BigTime at DLabs.AI yielded transformative results, revolutionizing the company’s financial management and operational efficiency.
By consolidating complex financial planning, resource management, and automated report generation into a single, constantly updated source of truth, BigTime significantly reduced the reliance on cumbersome spreadsheets, fostering a streamlined decision-making process. At the same time, the tool’s intuitive system facilitated efficient delegation, empowering team members to oversee project finances without the need for extensive training.
With BigTime in place, DLabs.AI no longer has to worry about spending excessive time on manual tasks for resource management or having to go from spreadsheet to spreadsheet to find the information needed.
The implementation of BigTime led to significant results:
80%
Reduction in Excel spreadsheets used, streamlining efficiency.
Operational errors
No errors in rates, tracked hours, or utilization.
Communication
From a single source of truth between managers and employees.
