Project Management Office
This top-tier healthcare and research center focuses on women’s and children’s health, offering specialized clinical care and advancing medical science through research and global collaborations.
Our team was engaged to assess the client’s Business Excellence department, which was struggling with project management inefficiencies and required external expertise. After a comprehensive evaluation, we collaborated with the client to establish a new Project Management Office (PMO), focusing on streamlining processes and providing external support. The goal was to enhance project execution capabilities, improve overall efficiency, and set the foundation for long-term success.
Points of interest
- Lack of project documentation
- No progress tracking
- Insufficient stakeholder collaboration
- Departments working in silos
Solutions and tools used
To address the challenges, we implemented a series of targeted solutions designed to build a robust project management framework and streamline departmental operations.
Establishment of a Comprehensive Project Management Office (PMO)
We began by establishing a PMO staffed entirely by Saron’s team, focused on providing continuous support and expertise to the client. Through this office, we educated the client’s team on project management principles and practices to ensure long-term success. Our team implemented a structured approach with clear guidelines, which enabled the client to manage projects more effectively and achieve sustained improvements in operational efficiency.
Enhanced Stakeholder Collaboration via SharePoint
Utilizing Microsoft SharePoint, we created a centralized platform for project documentation and stakeholder collaboration. This tool allowed for real-time updates and facilitated access to essential project documents, eliminating delays caused by fragmented information. We provided training to encourage and educate stakeholders on SharePoint’s use, and managed individual project sites to ensure seamless project coordination. This approach not only improved communication but also fostered a culture of transparency and accountability across departments.
Improved Communication and Interdepartmental Synergy with Microsoft Teams
Recognizing the need to bridge silos between departments, we leveraged Microsoft Teams to conduct regular weekly progress meetings, where we monitored interdependencies and resolved cross-departmental challenges. These meetings allowed all stakeholders to stay aligned on project milestones and facilitated timely problem-solving. Previously, meetings were often inefficient and lacked structure, so we introduced a clear agenda for each session, appointed a designated note-taker to capture action points, and ensured that follow-up items were tracked. By integrating Microsoft Teams as a key communication tool and implementing these improvements, we created a more cohesive workflow that promoted interdepartmental synergy and ensured that every team member was up-to-date on project developments.
Development of Project Tracking Tools for Transparency and Reporting
To support the client’s project management activities, we developed a suite of tracking tools, including detailed task trackers that captured progress updates on each project task. These tools provided a high level of transparency, making it easier for the client to monitor progress, address challenges proactively, and generate comprehensive reports. By maintaining a consistent and detailed record of project activities, we ensured that stakeholders had access to accurate and up-to-date information, which facilitated better decision-making and reporting accuracy.
Tools implemented for Lasting Impact
To support the client’s transformation and sustain improvements, we introduced three custom-built tools:
- Control Workbook: The Control Workbook served as a centralized document comprising a Project Overview, Gantt Chart, and Project Task Tracker. In each weekly progress meeting, the Saron Project Manager reviewed the Project Task Tracker, discussing the status of every open task with stakeholders. This ensured accountability and allowed for immediate resolution of any issues or delays. Following each meeting, the Control Workbook was updated to reflect the latest progress, offering a comprehensive view of project timelines and status, making it an essential tool for tracking and maintaining project momentum.
- Interdependencies Tracker: To manage complex dependencies across departments, we implemented the Interdependencies Tracker. This tool identified interdependencies between tasks and listed responsible individuals for each one. PMO members regularly updated this tracker, adding progress notes and ensuring all stakeholders were informed of each task’s status and any potential bottlenecks. By clearly defining interdepartmental roles and responsibilities, the Interdependencies Tracker provided structure and improved cross-departmental collaboration, reducing delays caused by unaddressed interdependencies.
- Metric Tracker: The Metric Tracker provided a clear view of project performance by tracking the number of open and closed tasks for each project. This tool generated valuable statistics, which were used to create executive-level reports, making it easier for leadership to monitor project progress. The Metric Tracker offered insights into task completion rates, helping executives assess project efficiency, make data-driven decisions, and ultimately improve overall project delivery.
These tools collectively improved project management, enhanced visibility into project progress, and empowered the client to maintain control over their operations. By fostering a culture of transparency and accountability, we enabled the client to achieve measurable improvements in efficiency and reporting accuracy.
Results
As a result of our interventions, the client experienced significant improvements in their project management and operational efficiency.
One of the most impactful outcomes was the restructuring of the Business Excellence department. The existing department, which struggled with inefficiencies, was closed and replaced by a PMO fully staffed by Saron’s team. This transition brought a structured approach to project execution, focusing on measurable outcomes and long-term improvement.
Before the establishment of the PMO, no tasks were formally tracked, and there was a three-year backlog of project tasks that had gone unresolved. Following the PMO’s implementation, however, we tracked a total of 3,646 tasks, offering a level of visibility and accountability that was previously unattainable. This comprehensive tracking system ensured that all project tasks were monitored, from initiation to completion, providing a clear overview of progress at any given time.
Moreover, the completion rate for project tasks saw a remarkable increase. With the PMO in place, the department achieved a 97% completion rate, a metric that was previously non-existent due to the lack of tracking. This substantial improvement not only streamlined project workflows but also enhanced the organization’s ability to achieve project milestones on schedule, driving greater operational efficiency.
Through these results, the client was able to establish a robust project management framework that delivered transparency, accountability, and measurable success in a way that transformed their operations and set the foundation for continued progress and strategic alignment.
