Fortune 10 Technology Company Transforms Project Intake Across 2,500+ Projects and 19 Partner Teams

Fortune 10 Technology Company Transforms Project Intake Across 2,500+ Projects and 19 Partner Teams

Challenge: The client’s rigid intake system could not keep pace with evolving business requirements, creating rework, wasting resources, and limiting its ability to prioritize more than 2,500 complex, high-value projects.

Solution: Quandary Built a flexible Quickbase intake system that automated data collection, standardized project prioritization, and managed granular, multi-phase workflows across more than 2,500 projects.

A rigid intake system created duplicate work, delays, and misaligned approvals across more than 2,500 construction projects and 19 partner teams. Quandary replaced it with a flexible, low-code platform that enabled real-time updates, standardized collaboration, and project-level visibility.

• Updates Reduced from 12 Months to 24 Hour Turnaround
• 2,500+ Projects Tracked in Real Time
• 48 Hour SLA Approvals Across 19 Partner Teams Worldwide
• Improved Project Clarity and Ownership Accountability
• Strategic Alignment Across Project Intake and Prioritization on a Global Scale

The Challenge | Managing 2,500+ Siloed Construction Projects

The client relied on an internal intake tool to manage thousands of global data center construction projects. However, the rigid system could no longer adapt to changing business priorities, evolving project requirements, or the scale of the organization’s portfolio.

System updates often took nine to 12 months, forcing teams to work with outdated scopes, incomplete information, and stale strategic inputs. Project managers invested significant time scoping, budgeting, and scheduling initiatives that no longer aligned with current needs. In some cases, projects moved into execution only to be canceled after substantial time and budget had already been committed.

Across more than 2,500 active projects, 1,000 users, and 19 partner teams, the platform lacked a consistent framework for grouping, evaluating, and prioritizing requests. Different standards, submission processes, and timelines created conflicting information, delayed approvals, and coordination challenges across the organization.

The tool also supported only a single level of project detail. Multi-phase initiatives—including scoping, funding, design, and construction—had to be submitted as separate requests. This fragmented related work and created duplication, confusion, and extensive rework at scale.

Off-the-shelf solutions could not provide the flexibility or granularity the organization required. Continuing with the legacy platform would have left the client dependent on a slow, manual intake process with limited scalability and insufficient visibility for confident, portfolio-level decision-making.

Our Solution | Custom Project Intake Application with Real-Time Portfolio Reporting

Our Process | Rapid Development with Weekly User Testing

The client had already identified the core challenges and established a clear vision for the future intake process. Quandary was engaged to translate that vision into a scalable Quickbase application and validate the process design against real-world operational requirements.

We began with a focused discovery phase to assess existing workflows, data structures, approval paths, and reporting requirements. From there, we worked alongside the client’s stakeholders to design a unified intake process that reflected how projects were evaluated, prioritized, and delivered across the organization.

Key Steps

• Designed a partner-first approval model: Captured strategic alignment and partner input before teams invested time developing project scopes, schedules, and budgets.

• Unified global program workflows: Enabled multi-campus initiatives to move through intake as coordinated programs instead of dozens of disconnected submissions.

• Developed through weekly sprints: Built and refined the Quickbase application through structured checkpoints, continuous feedback, and rapid iteration.

• Validated directly with users: Tested each iteration with end users to identify friction, confirm requirements, and improve usability before launch.

• Supported organization-wide adoption: Trained teams across regions to promote consistent processes and successful adoption among all 19 partner groups.

By launch, users were already familiar with the platform and prepared to scale it across the organization. Quandary also collaborated closely with the Quickbase ecosystem throughout development, ensuring the solution followed platform best practices and aligned with Quickbase’s long-term product roadmap.

The Roadblocks | Delivering a Production-Ready Platform in Weeks

The Toolstack

Quickbase

The application was built in Quickbase, selected for its flexibility, scalability, and support for complex approval logic across thousands of projects. Quickbase’s low-code environment allowed us to build modular workflows, adapt quickly to team feedback, and deliver working functionality in days (not months).

Google Workspace

Google Workspace provided the collaborative foundation for project communication, documentation, and stakeholder coordination across teams and regions. Its cloud-based tools enabled users to share information, gather feedback, and collaborate in real time, helping Quandary accelerate decision-making, support rapid development cycles, and maintain alignment throughout the project.

The Results | Intake Updates Reduced from 9–12 Months to Days

What’s Next | Continuous Optimization and Expansion

With the new intake platform in place, the client continues to strengthen how it plans, prioritizes, approves, and manages global construction initiatives. Current efforts focus on refining prioritization criteria, streamlining partner workflows, and expanding adoption across additional teams and programs.

Quandary remains engaged to support the platform’s continued evolution through technical enhancements, process optimization, and strategic advisory services. As the client’s global data center portfolio grows, the solution can adapt to new requirements while maintaining consistency, visibility, and control across the project intake lifecycle.

The client is a U.S.-based multinational technology company specializing in cloud infrastructure, digital services, and consumer electronics. Its project planning team oversees large-scale construction programs across a global portfolio of data centers. Quandary partnered with the organization to modernize its project intake and portfolio management processes.

• Industry: Internet Content & Information Software & Services
• Location: Global
• Company Size: 190,000+ Employees Worldwide