From compliance to excellence: B2B’s transformation
Integrated management system through the Atlassian ecosystem
ABOUT THIS SUCCESS STORY
B2B, a shared services company within Grupo Trivalor, operates across areas such as information technology, human resources, accounting, and financial management. As part of its strategy to improve efficiency and better support the business, B2B faced the challenge of ensuring greater transparency and alignment between operational processes and the management of its integrated services and information security system.
SCOPE OF THIS SOLUTION
Integrated Management Systema management
Process automation
Traceability and compliance
Atlassian ecosystem
Challenge: transforming manual processes into integrated and traceable management
B2B needed to ensure more efficient management of its Integrated Management System (IMS), while also promoting greater adoption and follow-up from its teams. In this context, the company chose Jira as its core tool for project and task management. In the medium term, this decision also aimed to maximize the value of its licensing investment by using the tool to address more strategic needs.
However, many processes were still managed through complex Excel files and long email chains, making it difficult to control deadlines, assign responsibilities, and consolidate information. This model not only increased the risk of errors, but also compromised operational efficiency and compliance.
B2B needed to reduce manual dependencies, eliminate information silos, and ensure a clearer, more up-to-date view of strategic and operational topics.
Integrated visibility
Centralizing risks, actions, assets, and incidents in a single platform.
Operational efficiency
Reducing manual processes, scattered emails, and repetitive tasks.
Compliance and traceability
Making follow-up, evidence collection, and audit preparation easier.
Solution: integrated management through the Atlassian ecosystem
Xpand IT implemented an integrated solution based on the Atlassian ecosystem, combining Jira Product Discovery, Jira, Jira Service Management, and Confluence to create an integrated approach to managing B2B’s IMS.
With Jira Product Discovery, B2B started managing SWOT analysis and annual strategic plans in a more structured way, connecting objectives, risks, and opportunities to a clearer and more trackable action plan.
In Jira, to ensure continuous execution and follow-up, a central Action Plan was created, bringing together topics from different projects – strategic initiatives, operational risk management, management reviews, and findings from internal and external audits – enabling a clear real-time view of progress.
Jira Service Management complemented this approach in asset management. The inventory became fully mapped and connected to risks and incidents, with automations that replaced manual follow-up and ensured automatic alerts and greater agility.
Confluence became the central knowledge repository, bringing together classification criteria, risk matrices, workflows, and technical project documentation. It also started integrating lessons learned from incident resolution, an essential component for strengthening critical knowledge retention, knowledge sharing across the organization, process consistency, and continuous improvement.
More than a technology implementation, the solution drove a true organizational transformation. By adopting integrated management in Jira, B2B achieved greater efficiency, organization, and transparency in managing strategic and operational topics. This change increased process transparency and helped consolidate a mindset focused on continuous improvement and quality.
Implementations carried out
- Annual strategic management plan, with the identification of risks and opportunities whose treatment converges into an IMS Action Plan;
- Operational risk management;
- Threat and vulnerability management
- Management of weaknesses, events, and information security incidents;
- Asset management
- Objectives matrix and respective follow-up;
- Audit program;
- IMS maintenance.
“The adoption of the Atlassian ecosystem enabled us to evolve towards a more efficient, transparent, and connected approach to our Integrated Management System. Today, we have greater control, traceability, and decision-making capabilities, supported by more agile processes that are aligned with business needs and other applicable requirements.”
Marisa Martins
Project Manager, B2B
Benefits: greater efficiency, visibility, and control over the IMS
Radical operational efficiency
IMS management and follow-up became more structured, centralized, and efficient, also reinforcing the connection and traceability between different topics.
Full visibility and traceability
Dashboards for strategic projects enable more efficient statistical analysis of results, leading to faster conclusions and more agile, objective decision-making.
Centralized IMS Action Plan
All actions arising from different contexts are aggregated into a central Action Plan, eliminating information silos.
Scalability and sustainability
The Atlassian platform makes it easy to expand management to new processes and future requirements, ensuring continuity without returning to manual methods.
Process automation
Automatic notifications for overdue actions eliminate manual management.
Technologies
About B2B
Headquarters: Carnaxide, Portugal
B2B provides support services to all companies within Grupo Trivalor and is one of the companies owned by Trivalor SGPS.
Areas of activity
- Information Technology
- Human Resources
- Accounting and Invoicing
- Financial Management
Type of solution
Atlassian solution implementation for integrated management
Centralization and automation of the IMS Action Plan
Management of risks, assets, vulnerabilities, and incidents
Creation of a knowledge repository and support for continuous improvement
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