Arttuasunnot Oy, a housing company managing state-subsidised ARA properties, owns around 50 buildings and continuously develops new ones.
Managing project data and other information in a way that is easily accessible to all employees was, until recently, a significant challenge. Jan-Patrik Helenius, Head of Property Management at Arttuasunnot, explains:
“Our work is mobile. The previous data management system was cumbersome, and files could only be accessed via VPN, which made remote work difficult. Customizing the system was complicated and expensive, as it required extensive coding. The team had grown frustrated with it.”
“Tietokeskus has been extremely helpful. The consultant assigned to us has long experience and a clear understanding of how things should work and how to implement them efficiently.”
– Jan-Patrik Helenius
A lightweight, efficient mini-ERP built using existing M365 tools
The main challenges were related to operations management. Financial administration and loan management were already functioning smoothly, so a full-scale ERP system wasn’t necessary.
“Honestly, there probably isn’t an ERP system out there tailored exactly to our needs,” Helenius notes.
The focus was on file management and the smooth sharing and maintenance of project information.
The solution was found in Tietokeskus consultants’ toolbox: the Power Platform. Since Arttuasunnot already used M365, the necessary tools were immediately available. Using Power Platform and SharePoint, Tietokeskus built a project tracking system — a mini-ERP — where files, project statuses, and routine tasks are easy to find.
Starting from scratch required guidance to understand needs and the environment. Early testing made it easy to see what should be adjusted and what could be scaled.
“SharePoint is so intuitive that even someone with no prior experience could make changes. But if an expert does it, it’s ten times faster and the results are better. That’s why using a consultant makes sense here.”
– Jan-Patrik Helenius
Significant time and cost savings
Today, Arttuasunnot’s files are organised, and the new system allows monitoring of project progress and upcoming tasks.
“We immediately save on annual costs compared to the previous solution. It also reduces stress and work hours for staff, as project information is easily accessible,” Jan-Patrik explains.
Compared to traditional software development, this solution is very lightweight.
“We considered other, more ready-made options, but they were more hard-coded. In SharePoint, you adjust system settings instead of coding, which makes it more cost-effective over the long term.”
SharePoint customization is now possible for anyone, including Arttuasunnot staff. They are no longer dependent on any single software provider and can maintain and develop the system themselves if needed.
“If we had chosen a ready-made ERP system, the costs would have been much higher. I’ve been involved in larger ERP projects before, and they cost hundreds of thousands. SharePoint is very affordable in comparison.”
“This has greatly simplified reporting. We can create the reports employees need through Power BI, and users can now access reports themselves.”
– Jan-Patrik Helenius
Significant time and cost savings
| Before | In Sharepoint | |
| File management | For each project, a new library had to be created manually in the information management system. Folder structures varied, and files were hard to find. Access required VPN. | When a new project starts, SharePoint automatically creates a storage location with a standard folder structure. The file structure is consistent across all projects and evolves as the project progresses in the project management system. Files can be easily shared with all who need them, including external subcontractors if required. |
| Billing | Information on projects moving to the billing phase had to be sent separately by email to the finance department, creating extra work for project managers. | Automation handles information flow. When a project moves to the billing phase, the finance department is automatically notified. |
| Reporting and information flow | Project information had to be manually gathered from multiple locations. | Data can be accessed within minutes via SharePoint or filtered Power BI reports. The document bank has a functional search feature, allowing fast retrieval of project files. Power BI filters can also be used to view only projects in a certain phase or by individual project managers. |
Project costs
Existing M365 licenses covered the system; only light Power BI licenses were needed for project managers reviewing reports
10–12 consultancy days for the base system
~8 consultancy days for additional development based on newly identified needs
