AI optimization of photovoltaic project management

In a world where renewable energy is becoming increasingly important, companies specializing in the installation of solar fields are facing unprecedented management and monitoring challenges. It was against this backdrop that Visua, an innovative digital solutions company, was approached to propose a solution to the complex management of photovoltaic projects. This case study focuses on Visua's approach to transforming the administrative processes of a company currently managing around 100 photovoltaic projects, with the ambition of reaching the 1000 project threshold.

• 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.

To meet this challenge, TeamIA offers a tailor-made digital solution, based on a robust database management system. This solution is designed according to precise specifications, drawn up in close collaboration with the customer. It includes :

• Database creation and testing: A database designed to efficiently integrate and manage all stages of photovoltaic projects.
• CSV File Import: Facilitates the migration of existing data to the new system.
• Creation of an Electronic Document Management System (EDMS): a tool for storing, organizing and sharing documents securely.
• Automated Notifications: Real-time updates to stakeholders as projects progress.
• Automatic Letter and Invoice Generation: Reduces manual tasks and minimizes errors.
• Customized view for each user: Allows each stakeholder, internal or external, to access the relevant information according to their needs.

Artificial Intelligence integration As an added bonus, TeamIA integrates an artificial intelligence solution capable of automatically recognizing and naming files deposited in the database. This system considerably improves time savings and facilitates document searches.

TeamIA's solution delivers a significant ROI, not only in terms of cost savings, but also by improving operational efficiency and customer satisfaction. Here's a detailed analysis of the financial and operational benefits:

• Labor savings: As mentioned above, Visua's solution saves the equivalent of a full-time position, i.e. over €30,000 per year. This is due to the automation of administrative tasks and increased efficiency in document management.
• API connection to customer tools: The ability to connect via APIs to the databases and tools of major OEM customers represents a major competitive advantage. This integration enables real-time data exchange, reducing communication delays and increasing the accuracy of shared information. As a result, this can improve customer satisfaction and strengthen business relationships, while opening the way to new business opportunities.
• Integration of Artificial Intelligence: Another strong point is the use of an artificial intelligence solution for automatic recognition and naming of files deposited in the database. This system optimizes document management time and greatly facilitates searches. This feature not only reduces the time spent by employees on repetitive manual tasks, but also improves the accuracy and accessibility of information.
• Improved operational efficiency: By enabling faster, more accurate document management, Visua's solution contributes to an overall improvement in operational efficiency. Employees can concentrate on higher value-added tasks, optimizing human resources and increasing overall productivity.
• Risk reduction: Greater precision in document and data management reduces the risk of errors, data loss and regulatory non-compliance. This can translate into lower costs associated with administrative errors and potential fines.

In short, TeamIA's solution not only generates direct cost savings. It also transforms operational processes, improves customer interaction and strengthens the company's ability to manage future growth. By integrating advanced technologies such as APIs and artificial intelligence, TEamIA positions its customers at the cutting edge of innovation in photovoltaic project management.