BlumShapiro Consulting worked with one of the world’s largest manufacturers of tools to improve the company’s project management capabilities with the use of Microsoft Project Server. Learn more about their unique challenges and the benefits of the final solution.

Challenge:

When the new CIO at a large manufacturer needed data on internal resource allocation and usage, it was not available. The CIO had access to this data at their previous organization and knew how much it helped with analyzing performance and capacity planning. Additionally, the company wanted to increase efficiencies with the management of their large international IT project portfolio. In summary, the challenges facing the organization were:

  • Internal resource allocation and usage data was unavailable
  • Needed to increase efficiency of managing the IT project portfolio which consisted of: Over 2,750 projects, Over 2,700 resources, 28 business units, 106 departments, 46 countries
  • Lack of internal expertise in Microsoft Project Server technology stack

Solution:

This large manufacturer looked to BlumShapiro, a partner with extensive expertise in project & portfolio management in particular the Microsoft Project Server technology stack. BlumShapiro Consulting implemented a solution that included configuring Microsoft Project Server with custom fields to support the CIO’s needs and goals. To ensure solution adoption, change management activities and role-based training for various groups was conducted. The Microsoft Project Server solution consisted of:

  • Workflows that systematize the organization’s project lifecycle
  • Automation of status field updates based on phase gate progress and sends notifications
  • Custom views of project portfolio data used in the CIO’s portfolio review meetings
  • Custom reports that standardized cost, budget, schedule and health status across the global IT project portfolio
  • Custom fields that aggregate baseline and actuals for: Phase Gates, Financials, Schedule, Health, etc.
  • Automated project-sizing process, timesheet actual rollup reporting and the project health analysis
  • Role based training for Project Managers, Portfolio Leads, Finance and Team Members
BlumShapiro Consulting’s deep knowledge of the Microsoft Project Server technology stack was instrumental in addressing this organization’s needs. BlumShapiro partners with organizations and provides flexible customized solutions to ensure successful implementations.

Benefits:

As a result of BlumShapiro Consulting’s Microsoft Project Server expertise the organization was able to realize an abundance of benefits that ranged from monetary to time savings as well as increased productivity. These benefits included:

  • Global visibility of project capital and expense costs by category (e.g. software, server, network, consulting)
  • Saved 1,600 portfolio planning hours for resource capacity/demand annually by automating the project sizing process
  • Visibility of effort hours, per resource, per project, allowing resource managers to make allocation adjustments efficiently and quickly
  • Increased productivity from standardized on-demand project status reporting
  • Standardized project health indicators (e.g. schedule, cost, resource) that automatically notify decision makers of negative trends and identify projects with indicators for increased oversite
  • Ability to monitor project schedules and budget progress compared to a baseline

Services Provided: Enterprise Project Management Tool Implementation
 

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