How a Global Financial Leader Replaced Spreadsheets and Silos with Real-Time Capital Planning Intelligence
OVERVIEW
A global financial services leader was burdened by a fragmented, manual capital planning process. Relying on Word documents, spreadsheets, and ad hoc database queries, teams struggled to efficiently track asset replacement, forecast capital expenditures, and manage project approvals. The approach was time-consuming, error-prone, and lacked visibility across departments. Seeking to modernize their strategy, the company looked for a unified solution that could automate workflows, enhance data integrity, and align seamlessly with internal financial systems.
CHALLENGES
Despite a well-defined annual capital planning cycle, the company faced several critical operational hurdles:
- Fragmented Data Sources – Asset data was spread across spreadsheets, Word docs, and internal databases, making it difficult to consolidate or standardize information.
- Limited Visibility – Tracking project status, asset condition, and capital forecasting was cumbersome due to the lack of a centralized system.
- Manual Workload – Teams spent excessive time on data entry, form submissions, and back-and-forth email chains to manage approvals.
- Inefficient Risk Assessment – Evaluating asset health and risk required manual research, including external vendor input on serviceability and parts availability.
- Approval Bottlenecks – Capital project approvals depended on manually populated forms and disconnected communication, slowing decision-making.
- Scalability Concerns – The existing process couldn’t support the volume and complexity of capital planning needs across the organization’s large facility footprint.
SOLUTION
To modernize its capital planning process, the company evaluated the MCIM Capital Planning module. The platform stood out for its ability to unify fragmented workflows and deliver actionable intelligence through a single, integrated interface. Key capabilities that addressed the company’s needs included:
- Real-Time Forecasting – Automated asset replacement planning based on lifecycle data and condition scoring.
- Centralized Project Management – A structured environment for initiating, tracking, and approving capital projects across the enterprise.
- Automated Approvals – Workflow-driven approvals that reduced email volume and eliminated manual form completion.
- Data-Driven Decision Support – Consolidated asset condition data, lifecycle projections, and financial modeling enabled smarter prioritization.
- Flexible Project Types – Ability to manage both asset-based and non-asset-based capital projects without losing structure or consistency.
- Risk-Based Prioritization – Multi-factor scoring to assess asset health and prioritize investments based on serviceability, parts availability, and risk.
RESULTS
Since implementing the MCIM Capital Planning module, the financial services company has successfully transformed its capital planning process. What was once a manual, fragmented workflow is now an automated, centralized system delivering real-time insights and seamless integration with internal financial processes.
✅ Streamlined Project Tracking – Project visibility has significantly improved, with stakeholders now able to monitor progress, approvals, and asset data from a single dashboard.
✅ Reduced Administrative Burden – Automated workflows and digital form population have eliminated time-consuming manual tasks and reduced approval cycle times.
✅ Data-Driven Forecasting – Asset replacement planning is now informed by condition-based scoring and lifecycle modeling, enabling smarter, risk-prioritized investment decisions.
✅ Increased Operational Confidence – With better reporting, historical data access, and customizable dashboards, the finance and facilities teams are more aligned than ever.
CONCLUSION
This transformation demonstrates the power of moving from siloed, manual tools to a unified, intelligent capital planning solution. By adopting MCIM, the organization not only enhanced efficiency and transparency but also laid the groundwork for scalable, strategic decision-making across its facility portfolio.