Evertop

BACKGROUND

Please describe your company and your position there.

We are an NGO working to support co-operation among European countries, especially in Central and Eastern Europe. Our main initiative is Economic Forum in Krynica, one of the most important economic events in Europe attended by political and business elites. I work as a project manager resposible for IT projects.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire Evertop?

For our biggest conference, we provide our partners (100+) with space to install their companies' stands and we also offer marketing services (title of the conference Partner, printed materials etc.).

Up to this point we've gathered all the information and materials regarding both those services via e-mail. We decided we need an online platform to automatize the proces and make management easier.

What were your goals for this project?

The new platform was supposed to allow us to gather information and data from our partners, provide a firs-step evaluation of the materials (e.g. proper file formats), allow easier management of the materials, provide information to our subcontractors (electricity provider, waste collection company etc.) and calculate costs of extra services for our partners.

SOLUTION

How did you select this vendor?

The vendor had created the demo version of the platform a year before in exchange for our services during the Economic Forum. We were impressed by the quality of their work and the speed they managed to complete the project.

We decided to engage this vendor also because they had already known the complexity of the project and had a previous experience as our partner.

Describe the project and the services they provided in detail.

They designed and developed a platform to manage materials and infromation about Economic Forum Partners. The platform consists of two parts: Advertising Services and Stands and Zones. The services include:

• sending
• evaluating
• storing of the materials
• managing them (sorting, filtering, custom export, auto-reminders about the deadlines)

The development process was preceded by a complex design stage, were different departments of our comapny were engaged (sales and marketing, organizational, graphic designer etc.) as well as our subcontracotrs. It was concluded with a technical documentation of product. The development stage was diveded into one-week sprints with beta versions and teleconferences at the end of each.

What was the team composition?

We were in contact with a project manager who was also the main programmer in the project. We didn't have information regarding the size of the team nad its changes.

RESULTS & FEEDBACK

Can you share any information that demonstrates the impact that this project has had on your business?

The project was developed in a record time. It allowed substantial time-savings for our staff, prevented us from making errors and disciplined our partners. After the platform was launched, we decided to expand it in two ways: use it during other conferences and extend the scope (new functionalities).

How was project management arranged and how effective was it?

Project management was absolutely exemplary. Each part of the project was completed on time, we haven't missed a single Skype call and the project manager was always available.

What did you find most impressive about this company?

The project and every part of it were completed on time. Our project manager was fully available and displayed an exceptional level of responsibility. The vendor prooved to be flexible and willing to adjust to our needs.

Are there any areas for improvement?

It seems that procedure-wise there is nothing that could have been done better.

BACKGROUND

Introduce your business and what you do there.

I’m the founder, owner, and managing director of kateit!, a language school that offers online education. 

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Evertop?

I send vocabulary messages to students three times a day and tests every evening to practice vocabulary. As the volume of students grew—along with the number of teachers—it became really hard for me to keep up. We also had organizational challenges like how to enable the students to book calls with their favorite teachers within the best time available for them. 

SOLUTION

What was the scope of their involvement?

Evertop developed an application for me. It combined the calendar, the vocabulary sent to students, the tests, and other communication into one system. They made it user-friendly and perfect for our brand—it includes our logo and beautiful colors. 

The app has separate modules for teachers, students, and administrators. Teachers can use the same application as students but in different ways. I can operate the admin from my personal computer. We can use the module for the teacher and students on iOS and Android phones. 

What is the team composition?

There were at least three people we were in contact with. We don’t know how many people were working on it.

How did you come to work with Evertop?

We wanted to get financial support from the European Union. So, we created a tender and asked different companies for propositions. One friend recommended we ask Evertop because they do good work. Evertop submitted a good offer, which is why we chose them.

How much have you invested with them?

We spent about €39,000 (approximately $43,000 USD). 

What is the status of this engagement?

We worked together from July until August 2019.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

I’ve noticed an increase in customers and seen really positive feedback from the students. They like all the options of the modules. They can test the vocabulary inside the application, reschedule calls, cancel the lessons, and choose their favorite teachers. 

The application is a really great combination of all the features that we wanted to implement. Through the system, we can see some people that didn’t even hear about our school start downloading the application.

How did Evertop perform from a project management standpoint?

Everything was perfect. We used email and phone and met with them regularly. When they had reached another milestone, we had a meeting and we discussed everything that’s been conducted. After that, we could move forward to the next step. 

What did you find most impressive about them?

When we were searching for a company near to us, we noticed Evertop had a really good presentation. That combined with our contact’s recommendation made a good impression. Also, when we talked to them about our ideas, they showed that they already thought about how they would program it. They even guided us through some solutions that might be better.

We loved working with them. The most important thing was we could communicate clearly and discuss everything even if they had some reservations about some things. They listened to us and understood what we were saying. If we wanted to make some changes, they were always willing to help us and eager to implement the changes.

Are there any areas they could improve?

The cooperation was really good. One thing they could have improved is if they were to have more graphic presentations for our meetings. Also, Evertop was testing the app on some fake data. When testing it on real data, we noticed that the product needed something else. Testing the application on real data in the first place would have prevented that. However, it was really good in the end.

Do you have any advice for potential customers?

This was our first experience with a company like Evertop. We’ve learned that in order to get the best results, you should really have a clear idea of what you want to get. If you see your goal clearly, you can start thinking about how to get there. When talking with programmers, they can translate your needs to their language.

BACKGROUND

Introduce your business and what you do there.

I’m the CEO of a system solutions firm.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Evertop?

We needed help with development.

SOLUTION

What was the scope of their involvement?

While they’ve assisted us in multiple projects, their core service has been data consolidation. They’re currently helping us build a web portal that will consolidate our research resources to keep us organized. They built the frontend for our website, as well as the integrations with our economy ERP system. We had an external designer hand over their designs to Evertop, who implemented them.

The system allows the data to be distributed in an easy, automated fashion. It also has the capability of distributing questionnaire forms and other materials. Evertop designed these research-oriented systems, meant for two large Swedish hospitals, from scratch.

While the systems were already launched, they provide ongoing maintenance and are still working on the portal.

What is the team composition?

We’ve been in contact with 2­­–3 people. They’re very structured in the way that they’ll bring on extra resources if necessary.

How did you come to work with Evertop?

I had worked with one of the owners of Evertop 15 years ago when I did a project for another large company that I used to work for. He was a programmer back then, and I remember that he did a great job. He then started his own firm, and 10 years later, I contacted him because I needed help.

What is the status of this engagement?

We started working together in October 2014, but the work is still ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

They’ve delivered functionalities in the portal that have been crucial for us. The product is truly a centerpiece in a lot of departments. We use it on a daily basis. The scientists who use the system report that they have 2000 users, so it’s a relatively high-stakes project.

How did Evertop perform from a project management standpoint?

They’ve been excellent and very flexible. I’ve had no complaints about their project management. Facing tight or urgent deadlines, they’ve even worked on weekends or late nights to get it done. They meet deadlines and are always available to help us out. We use Skype, weekly phone calls, and meet in person maybe once a year.

What did you find most impressive about them?

Their eagerness to deliver is really evident. I also appreciate their flexibility; if needed, they can bring in the people that you need for the project. For example, even though they’re a development company, they can still bring in a designer. They make it easier for me as a customer.

Are there any areas they could improve?

I can’t think of anything that I’d have them do differently.

Do you have any advice for potential customers?

Have clear communication about what you need and what the requirements are.