Smartsheet PROGRAM MANAGEMENT OFFICE 

Moving to M2’s cloud-based PMO framework allows for virtual collaboration, workflow automation, and project costs savings

 

Challenge

At the start of many PMO engagements, M2 observes common challenges that our clients face including reactive project management behaviors, manual processes, fragmented data systems, and inaccurate sets of data that hinder management teams from making informed decisions. According to a recent survey, two-thirds of project management teams lose up to 20% of projected revenue due to delays from ineffective project management. To address these challenges, M2 developed a Program Management Office (PMO) methodology that leverages a cloud-based tool – Smartsheet, to automate workflows, standardize processes, and promote transparancy. We bring over a decade’s worth of experience and lessons learned from successful PMO and IT implementations to ensure each client’s project delivers desired results.

What M2 Did

We worked with our Federal client who manages IT services for a 4,000 person agency to streamline their IT program and project management practices and stand up a Virtual Cloud-based Program Management Office. Our client projects and programs were not effectively aligned to their strategic objectives and there was a lack of visibility on tracking progress and using consistent templates, tools, and processes. Within six months M2 established and implemented a PMO framework using Smartsheet to automate workflows, develop schedules, standardize templates, integrate risk matrices and action trackers, which allowed for true collaboration across all projects. We developed real-time decision Dashboards for leadership’s use in making critical decisions, reducing decision making cycles, and achieving cost savings. This scalable cloud-based PMO provided virtual collaboration and the automation of multiple processes, which was essential for a remote workforce dispersed across the country.

Results

M2’s client implemented a virtual cloud-based PMO and adopted a two-phased development approach. Phase one provided a method to develop and share schedules across 35+ active projects. Phase two included the automation of workflows and Dashboard development. Within three months of deploying the virtual Smartsheet PMO, the client observed a 25% increase in projects that were on-track, greater cross-team collaboration, and fewer unnecessary  meetings Additional Smartsheet benefits for our client included greater cross-team accountability, reduction in emails for status updates, and consistent processing of full-lifecycle activities.

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Increase in # of Projects Supported

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Decrease in # of resources required

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Projects with Real-Time Dashboards for Decision-Making

M2’s PMO Methdology promotes virtual collaboration, increases workflow automation, and provides significant costs savings.

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