AtoZ & AiCan in collaboration

Jumping On a Moving Train

AiCan and AtoZ’s collaboration began out of an urgent need.

"We were working with another service provider on developing a new ERP system for AiCan, with a planned implementation deadline set for January 2022. Unfortunately, this provider was unable to complete the project, despite having handled previous adjustments to our old system. Suddenly, at the start of 2022, we found ourselves in a position where we had to find a new software developer and service provider who could finish the project with us. My accountant recommended AtoZ, as they had previously worked with them through one of their clients," explains Sauli Aitto-Oja, CEO of AiCan.

In the final comparison, Aitto-Oja notes that there were 2-3 software companies in the running, and choosing AtoZ was ultimately an easy decision.

"We were particularly impressed by how AtoZ tackled our difficult situation: they essentially jumped on a moving train and took control of a system that wasn’t originally theirs. They were able to quickly assess the situation and understand what our needs were at the time."

From March to May 2022, AiCan and the previous service provider worked in a hybrid model, with the goal of getting AtoZ firmly involved in the project while also ending the former provider’s role. Since that summer, AiCan has continued exclusively with AtoZ on this development."

From Ensuring Core Functions to Building a More Expansive System

The ultimate goal of the new ERP system is to allow AiCan to manage the work shifts and billing for hundreds, sometimes thousands, of employees in one unified system.

"AiCan employs between four and five thousand workers across two companies, and during our busy summer quarters, we handle data for up to a thousand people at a time, over two-week periods. The system includes all the necessary data for every employee, meaning the volume of information we process is enormous. The ERP system encompasses employee management, work shifts, and client management, while also handling billing based on recorded shifts. Essentially, everything except payroll is managed through this system," Aitto-Oja explains.

Ari Pulkkinen, AiCan’s customer account manager, also appreciates AtoZ’s ability to take control of the situation and assume overall responsibility for maintaining and further developing the system.

"When we started working with AtoZ, the first priority was to fix existing bugs and other errors in the raw version of the ERP system to ensure its core functionalities worked reliably. The whole software had been built in a completely different way than AtoZ would have done it, so they deserve a lot of credit for taking control of the situation."

Building The Big Picture Features in Sprints

According to Aitto-Oja and Pulkkinen, the development of AiCan's ERP system progresses in large chunks that are broken down into smaller tasks, which are then worked on together in 2-3 week sprints.

"One of the major components of the system has been developing payroll and billing functionalities to a reliable level, so that all parties can trust the automated billing process. Another challenge has been how our employees can log their work shifts in the system, both on computers and on mobile devices. Third, our clients need to be able to use the system to view their employees’ shifts. Development targets therefore cover AiCan’s finance, employees, and clients."

After establishing the basic framework, AtoZ has recently been able to focus purely on development work and new features.

"Once we got through the summer with the core functions in place, the fall brought the task of adding features that were still missing from the system. We are currently working on further development, and while the wish list has grown along the way, it has also shortened as features have been completed."

AtoZ has built several important features into the system, including reporting capabilities, tracking work and residence permit card validity, and the ability to track the working rights of employees. For example, a clear system is now in place to track and alert if a foreign employee’s work or residence permit is expiring, or if their weekly working hours exceed the limit set by immigration authorities. These processes are now automated.

Additionally, AtoZ also tests the functionality of these features before they go live. "Given our history, this is a really big deal for us. When we’re on a tight timeline and the wish list is long, AtoZ has kept a level head, ensuring that unfinished features aren’t pushed into the live environment," Pulkkinen adds.

Clear Project Management and the Ability to Speak the Same Language

AiCan has also greatly benefited from AtoZ’s consistent project management.

"A key turning point for our system project has been AtoZ’s experts consistently offering their perspectives on project management. With the previous provider, we never had a clear picture of where things stood or what was being done. AtoZ, on the other hand, has been very customer-oriented and provides a clear understanding of what is happening at each stage. We hold daily meetings to review ongoing matters, and we always have calendar views showing what needs to be done by when and what should be prioritized."

Pulkkinen also notes that AtoZ speaks the same language as AiCan’s team, making the communication smooth. "They clearly articulate tasks and ask the right questions, challenging us to clarify what we want and how the system should work to meet our goals. Through this clear dialogue, the software is gradually taking shape."

Aitto-Oja agrees, praising AtoZ’s expertise and the way they communicate it.

"While AiCan’s team is experienced in staffing services and has extensive knowledge of what the system must be able to do, we aren’t deep experts in software development. AtoZ has brought valuable insight into how the system should be built to serve our business. They’ve done an excellent job in that regard. It’s even touching to see how seriously, fairly, and honestly their team took on our challenging situation. We’ve found a committed team that speaks our language. AtoZ has truly been a jackpot in terms of communication and project management."

”A Functional System Reflects AiCan's Reputation as a Responsible Employer"

Aitto-Oja and Pulkkinen highlight AtoZ’s skills, flexibility, and human-centered approach to software development as key strengths.

"AtoZ’s team has immense expertise in this field, and they’ve even hired more people when necessary. It’s been great to see that they take our project seriously and genuinely want to help and support us. Along the way, we’ve faced various challenges, and for example, the difficult pandemic months put a strain on operations."

Despite this, AtoZ has remained flexible and responsive, adapting as needed to difficult situations. "That empathy has made a big impression on us. Their flexibility is also visible in our day-to-day work. If we face scheduling challenges, we can adjust timelines as needed."

For AiCan, a clear, functional, and reliable ERP system is a reflection of the company’s service quality.

"The real value that the ERP system brings to us is especially clear from our clients’ and employees’ perspectives: now everyone has access to a system that works reliably. We have major clients who use our ERP system, and if it didn’t work, we’d get immediate feedback."

A functional system portrays AiCan as a responsible and efficient employer, one to whom employees are loyal. "Employees are our most valuable asset, and when they are satisfied, our clients are too. The system has brought us not only business benefits but also significant brand and status value."

AiCan is often demanding in their expectations, but AtoZ consistently provides good alternatives. "Overall, we are extremely satisfied with their work, and this has been a wonderful collaboration that continues. When we tell clients about our system development and the company behind it, we are proud to mention AtoZ."

AtoZ's services for AiCan include:

• Building and continuing the development of an ERP system used by thousands of people.
• Professional expertise, proactive and clear communication of their views, and flexibility in the project on a daily basis.
• A genuine desire and human-centered approach to software development, ensuring the best possible outcome.