{"id":24914,"date":"2025-07-29T03:36:10","date_gmt":"2025-07-28T17:36:10","guid":{"rendered":"https:\/\/totalsynergy.com\/?p=24914"},"modified":"2025-08-21T05:00:36","modified_gmt":"2025-08-20T19:00:36","slug":"klein","status":"publish","type":"post","link":"https:\/\/totalsynergy.com\/klein\/","title":{"rendered":"From Manual to Automatic Forecasting & Reporting"},"content":{"rendered":"\n
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\"klein\"<\/a><\/p>\n

Klein<\/a> is a New Zealand-based architecture practice specialising in healthcare design. With over 30 years of experience, the firm is known for delivering complex hospital and mental health projects that prioritise patient wellbeing and clinical functionality. Combining technical precision with human-focused design, Klein brings deep sector expertise and a collaborative approach to every project.<\/p>\n

Number of staff<\/strong>:<\/span><\/span> 30<\/span><\/span>\u00a0<\/span>
<\/span>Location<\/strong>:<\/span><\/span> New Zealand<\/span><\/span>\u00a0<\/span>
<\/span>Industry<\/strong>:<\/span><\/span> Architecture <\/span><\/span>\u00a0<\/span>
<\/span>Website<\/strong>:<\/span><\/span> klein.co.nz<\/span><\/span><\/a><\/p>\n\t\t\t<\/div>\n\t\t<\/div>\n\t<\/div>\n\n\n\n\n\n\n

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“We\u2019re competing with big firms. We needed tools that let us run like them, without needing their headcount.”<\/i><\/span><\/h2>

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Steven Hayes<\/b>
\nOperations Manager<\/a><\/p>\n

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From Manual to Automatic Forecasting & Reporting<\/h1>\n\n\n\n\n\n\n\n\n\n\t
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Klein<\/a> is one of New Zealand\u2019s leading architecture firms in healthcare design. With a team of 30, they\u2019ve delivered some of the country\u2019s most complex public health infrastructure, including hospitals and mental health facilities.<\/p>\n

But with the volume and scale of their work growing, Klein needed better control behind the scenes. Spreadsheets and disjointed processes weren\u2019t enough. They needed one platform that could simplify everything from resource planning to invoicing, while giving them live visibility into performance.<\/p>\n

\u201cWe\u2019re competing with big firms. We needed tools that let us run like them, without needing their headcount.\u201d \u2014<\/em><\/strong>Steven Hayes, Operations Manager at Klein<\/em><\/p><\/blockquote>\n

Deltek Wasn\u2019t Worth the Risk<\/h2>\n

Klein evaluated other tools, including Deltek Vantagepoint, but quickly saw Total Synergy as the better fit.<\/p>\n

\u2714\ufe0f A clear implementation path with best-in-class customer support.
\n\u2714\ufe0f More project data, instantly accessible.
\n\u2714\ufe0f A modern, scalable platform built specifically for architecture and engineering firms.<\/p>\n

\u201cWith Deltek, it was payment up front for a product that we couldn’t demo and didn’t know how it would work. Implementation costs, setup costs, and we wouldn’t be able to roll it out ourselves.\u201d \u2014<\/em><\/strong>Steven Hayes, Operations Manager at Klein\u00a0<\/em><\/p><\/blockquote>\n

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Why Total Synergy Stood Out<\/h2>\n

While other platforms like Deltek felt rigid and risky, Total Synergy offered the flexibility and transparency Klein was looking for. A recommendation from another firm in the industry prompted them to take a closer look, and the difference was clear.<\/p>\n

The Total Synergy team was also a key part of the decision, responsive, engaged, and ready to help the team understand every feature, and their local presence made collaboration simple. For a digitally focused firm like Klein, Total Synergy\u2019s scalability and industry alignment made it the right fit from day one.<\/p>\n

\u201cThe Total Synergy team was really responsive and really quite engaged…helping us understand key features.\u201d<\/strong> \u2014Steven Hayes, Operations Manager at Klein\u00a0<\/em><\/p><\/blockquote>\n

From Manual to Modern: Inside Klein\u2019s Operational Shift<\/h2>\n

Total Synergy isn\u2019t just a software platform for Klein. It\u2019s become the backbone of how they operate. Here\u2019s what changed.<\/p>\n

Reporting: From Static PDFs to Up-To-Date Dashboards<\/h3>\n

Before<\/strong>: Reports were compiled manually and often out of date by the time they were shared. Team members had to print PDFs or chase down data, leading to delays and disconnected insights.<\/p>\n

After<\/strong>: Klein built custom Power BI dashboards using Total Synergy\u2019s API. Now, project performance, WIP, and budget roll-ups are always live and accessible in one place. The team gets real-time insights without waiting on manual updates.<\/p>\n

\u201cWe went from printing PDFs to just clicking a page in Total Synergy. Now we get a live roll-up of financial performance, WIP, time by phase, everything.\u201d<\/em><\/strong> \u2014Steven Hayes, Operations Manager at Klein<\/em><\/p><\/blockquote>\n

Forecasting: From Weekly Spreadsheet Edits to Live Projections<\/h3>\n

Before<\/strong>: One team member spent half a day each week updating forecasts manually, plus additional time in mid-month meetings to review changes and make adjustments in spreadsheets.<\/p>\n

After<\/strong>: Total Synergy automatically updates forecasts in real time as project schedules change. No more hours wasted chasing down updates or double-checking spreadsheets. Forecasts are always current, freeing up time for higher-value work.<\/p>\n

\u201cForecasts used to take someone\u2019s whole morning. Now, when project schedules shift, the forecast updates automatically.\u201d <\/em><\/strong>\u2014Steven Hayes, Operations Manager at Klein<\/em><\/p><\/blockquote>\n

Invoicing: From Bottleneck to Team-Led Billing<\/h3>\n

Before<\/strong>: Invoicing was handled by a central admin, requiring time-consuming coordination at the end of each month. Project leads had limited visibility into billing and little control over what was sent to clients.<\/p>\n

After<\/strong>: Project architects now generate their own invoices in Total Synergy, backed by built-in approval workflows. This shift has reduced bottlenecks, improved accuracy, and given project leads true ownership of financial performance.<\/p>\n

\u201cInvoices used to be drafted by one person and sent around for review. Now, project leads manage their own billing. It\u2019s faster, more accurate, and gives them real visibility into project performance.\u201d <\/em><\/strong>\u2014Steven Hayes, Operations Manager at Klein\u00a0<\/em><\/p><\/blockquote>\n

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Budgeting: Better Insights for Smarter Pricing<\/h3>\n

Before<\/strong>: Project phases were tracked at a high level, like \u201cconcept design,\u201d which made it difficult to understand how time was really being spent or which tasks were using up budget.<\/p>\n

After<\/strong>: Projects are now broken down by task, giving better insight into time spent and how budgets perform. This level of detail helps Klein price future projects with more confidence and accuracy.<\/p>\n

\u201cWe\u2019ve moved from stage-based to task-based tracking. That gives us a clearer picture of how time is spent, which helps us understand project performance and price future work more confidently.\u201d <\/em><\/strong>\u2014Steven Hayes, Operations Manager at Klein<\/em><\/p><\/blockquote>\n

Featured Project<\/h2>\n

Hillmorton Hospital Specialist Mental Health Services\u00a0<\/a><\/h3>\n

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\nTe Huarahi Hou, \u2018a new journey,\u2019 was an opportunity to consolidate mental health services on one site, shifting from providing services in old, run-down, and security-centric environments, to creating sustainable, salutogenic, flexible and therapeutic environments.<\/p>\n

The project delivered two buildings on Christchurch\u2019s Hillmorton Hospital Campus, relocated from the ageing Princess Margaret Hospital.<\/p>\n

The larger building (4600m2) provides inpatient and specialist outpatient services for mothers and babies, children and adolescents, and those with eating disorders. It also provides a supportive environment for Southern Regional health school and specialist day programme for children and youth. A separate 16-bed inpatient unit (1900m2) accommodates adults with high and complex needs.<\/p>\n

Inspired by the rugged Southern Alps, offset mono-pitched roofs reference Christchurch\u2019s residential history, softening institutional connotations. The varying roof heights accommodate service walkways, plant rooms, and anti-climb strategies.<\/p>\n

Socially inclusive spaces with connection to the natural world are important to individuals\u2019 wellbeing. The design provides abundant daylight and outdoor connectivity, including generous courtyards and playground for children and adolescents creating a homely environment that supports oranga hinegaro \u2013 mental wellbeing. To achieve this, the project required a careful balance between cost, and the social, aesthetic and safety benefits of the chosen design.<\/p>\n

The project was the first in New Zealand to adapt the Green Star tool for a mental health facility achieving a 4 Green Star design rating, before all projects above a certain value were required to do so.\u00a0 It has since been awarded a prestigious 5 Green Star as-built rating \u2013 the first completed healthcare facility in Aotearoa to achieve this – setting a new benchmark for sustainable healthcare design in the country.<\/p>\n

The knowledge gained from the project has been incorporated into the Mental Health Infrastructure Programme, from where it will be applied as a benchmark exemplar to other projects around the motu.<\/p>\n

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From static PDFs to live dashboards. Learn how Klein simplified forecasting, budgeting, and invoicing.<\/p>\n","protected":false},"author":45,"featured_media":24924,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[6763,6758,6761,6759,6757],"tags":[],"webinar-categories":[],"type-of-webinar":[],"industry":[6804],"region":[6803],"class_list":["post-24914","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-architecture","category-industry","category-new-zealand-region","category-region","category-synergy-customer-stories","industry-architecture-industry","region-uk-region"],"acf":[],"yoast_head":"\nFrom Manual to Automatic Forecasting & Reporting<\/title>\n<meta name=\"description\" content=\"From static PDFs to live dashboards. 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