Challenges​

A large Australian listed company’s IT PMO team faced slow project mobilization, delaying project starts and value delivery. Manual, time-consuming governance, compliance checks, and reporting processes required three full-time employees, while identifying underperforming “Watermelon” projects (green on the outside, red on the inside) was difficult. Leadership lacked visibility into portfolio health, delivery rhythm, and budget risks.​​

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Solution​

P&P Portfolio Management Tool was implemented, which:

• Automated all governance and  project administration manual processes.

• Centralized all PMO functions into one streamlined digital platform.

• Provided real-time  data-driven dashboards for portfolio insights and risk identification.

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Outcome​

• Improved decision-making with clear project insights.

• Early identification of underperforming projects.

• PMO efficiency gains, allowing the team to repurpose one FTE to another IT function.

Challenges​

ASX client PMO team manages the governance for $600M+ Capital Project Portfolio. 2 full time Document Controllers were engaged to track and report the projects documents compliance.

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All projects documents were approved via emails. Project Managers sent the email approvals to the Document Controllers who then manually marked the spreadsheet that kept the records of documents approvals status. Project documents links were manually attached in the spreadsheet.​

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Solution​

Implemented document approvals workflows. Project Managers can kick off the approval workflow from the document. Project Stakeholders can approve the documents in MS Team in real time. Document Compliance Dashboard was developed to track and report the compliance status.

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Outcome​

2 Document Controllers role were re purposed as Technical Analyst roles.

Challenges​

ASX client IT Department manages 200+ applications portfolio. A team of 2 coordinators were engaged to manage the application renewal process including contact vendors to request and negotiate quotes. ​

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Manual search of the expiring applications in the spreadsheet to identify renewal requests. Time consuming emails were sent to vendors to request for quotes. Purchase Requisitions are raised manually in SAP. ​

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Solution​

AI bot was deployed to automatically identify the expiring applications and workflow the application renewal requests to application coordinators to kick off the request to quote email to the vendors and approve the agreed quotes. Purchase orders are raised by bot in the Finance system automatically.

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Outcome​

The coordinator roles were re purposed as the technical support roles.