How Prometric Saved Weeks of Manual Reporting Time With Real-Time Engineering Insights in Optimal AI
FineTune, a subsidiary of Prometric, unified Jira + GitHub into a real-time source of truth, unlocking 50% faster cycle times, hours of productivity regained, and audit-ready billing accuracy for client initiatives.
Faster PR Cycle Time
~50%
Time to open, review, and merge dropped by 40–50%
Hours Saved per Year
40+
Manual spreadsheet reporting was eliminated
Accurate Client Billing & Cost Capitalization
100%
Real activity data replaced story-point guesswork
See why engineering leaders at high growth companies use Optimal AI
It’s like working with your eyes open. I’m no longer the bottleneck... The whole team has direct access to insights in real-time.
Kat Heath
Director of Project Management, Prometric
Prometric is a global leader in credentialing and skills development. With 30+ years of experience and the largest test center network, we empower organizations to build tomorrow’s workforce across all industries and professions.
Industry
EdTech
Company size
1K - 5K
Pain point
Slow manual reporting, no real-time visibility, and no reliable way to track engineering effort
Product used
Insights
Quick metrics
50% Drop in Time to Open (PRs)
40% Drop in Time to Review
45% Drop in Time to Merge
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The Problem
Prometric’s Engineering Org Was Running on Spreadsheets.
FineTune’s engineering organization was struggling with fragmented data scattered across Jira, GitHub, and spreadsheets. Tracking engineering health was a retrospective, manual process that required Kat Heath (Director of Project Management) to spend "half a day" reconciling data every few weeks.
This resulted in lagging indicators meaning insights arrived too late to pivot mid-sprint and subjective financials, where client billing and cost capitalization relied on "story point guesswork" rather than verifiable data.
"Before bringing on Optimal, we were focused on the work right in front of us."
Kat Heath
Director of Project Management, Prometric
All the Data, None of the Insight
Before Optimal AI, tracking engineering health was a retrospective, labor-intensive process. While the teams were agile, the data was siloed.
- The Problem: Reporting required half a day of manual data entry every few weeks.
- Lagging Indicators: Insights were only generated after sprints ended, making mid-flight pivots impossible.
- Subjective Financials: Client billing and cost capitalization relied on story point estimates and perceived scope rather than actual effort. This created a "paper trail" that lacked hard data verification.
The Solution
Real-Time Visibility
Prometric implemented Optimal AI to unify Jira and GitHub data into a "single pane of glass." This eliminated the need for manual data correlation and replaced it with dynamic dashboards for "Strike Teams" (hybrid squads) and real-time Allocation Intelligence.
Crucially, the platform introduced AI Insights, which narrates the story behind the metrics. This allowed developers and managers to spot bottlenecks instantly and understand the "why" behind trends without digging through months of history.
"Optimal is the first place I go when I need to understand what’s happening in our teams. I use it constantly. Everything I need is right there, and it’s given us a level of clarity we never had before."
Kat Heath
Director of Project Management, Prometric
Key implementations included:
- Unified Teams View: Dynamic dashboards for "Strike Teams" (hybrid squads pulled from various departments).
- Allocation Intelligence: Instant confirmation of active team members and PR review distribution.
- Pipeline Velocity: Using PR Cycle Time as a core KPI to ensure work moves through the engineering and product pipeline without stalling.
The Results
Why FineTune Runs Better With Optimal AI
The shift to real-time intelligence delivered immediate velocity improvements and financial precision. The team achieved a 50% faster PR cycle time (including a 40% drop in review time) and saved 40+ hours per leader annually by eliminating manual reporting.
Beyond speed, they achieved 100% financial accuracy. The organization moved from estimated invoicing to "hard numbers," using actual engineering activity data to create audit-ready trails for cost capitalization.
- Developers click into an Insight and see exactly what to pay attention to.
- Leads spot bottlenecks before they become blockers.
- Finance gets hard numbers instead of story-point assumptions.
- Leadership finally operates with eyes wide open.
The Impact at A Glance
- ~50% Faster PR Cycle Time: Time to open, review, and merge dropped dramatically.
- 40+ Hours Saved Per Year per Person: Manual spreadsheet reporting was completely eliminated.
- 100% Financial Accuracy: Replaced "story-point guesswork" with real activity data for capitalization.
"Optimal puts the data directly in our developers’ hands. They can course-correct mid-sprint and understand the narrative behind their work instantly."
Kat Heath
Director of Project Management, Prometric
The Impact in Numbers
Before and after metrics for Prometric’s team using Optimal AI
Real numbers verified by the leaders using the tech
Metric
Before
After
Improvement
PR Cycle Time
Before Insights
Lagging, retrospective data
After Insights
Real-time visibility
50% faster Time to Open, 40% faster Time to Review, 45% faster Time to Merge
Team Autonomy
Before Insights
Reactive; dependent on managers
After Insights
Proactive; self-serve insights
Developers self-correct mid-sprint with real-time insights
Leadership Time Recovered
Before Insights
Manual spreadsheet entry
After Insights
Instant automated reporting
40+ hours/leader saved by eliminating spreadsheet reporting
Billing Accuracy
Before Insights
Subjective "story point" estimates
After Insights
Verified, audit-ready data
Hard data replaces guesswork for cost capitalization and invoicing
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