Engagement Summary
A common problem many program and project managers (PMs) face today is the constant need to update and maintain status reports for executive leadership. Although these reports are critical, they should not consume so much of a PM’s time that it negatively impacts the timeline of the underlying program itself. By streamlining and automating the reporting process, PMs will then be able to focus on delivery while still focusing on reporting quality and accuracy. Additionally, senior executives would have access to a centralized location where status reports are available on demand.
Monticello Consulting Group partnered with a Fortune 500 bank to lead the implementation of an in-house project management system. This complex system spanned across multiple teams with the intent of centralizing and standardizing program and project management work in a single location. The executive level status reports could then be automatically generated in real time. The adoption of this application greatly reduced the amount of time a PM would typically spend making manual updates to various reports on an on-going basis.
The Monticello team was responsible for constructing the overall implementation project plan, delivering the necessary training material, conducting live training sessions, and governing user adoption. Additionally, Monticello supported senior leadership teams and program sponsors by providing continuous project updates including any key risks or issues discussed in weekly steering committees.
Case Study Detail
Senior executives found it increasingly difficult to assess program health on a real-time consistent basis. They found themselves in a multitude of meetings with a lot of wasted time spent reviewing status reports. These status reports were in different formats and produced manually by program managers. To lessen the burden on PMs and streamline the process for senior executives, the concept of a centralized tool with automated reporting capabilities was proposed. With this concept, PMs would no longer track their progress offline, but rather, all of their reporting would be managed on a centralized online tool. The use of this tool was easily accessible by senior executives and had the ability to produce real time status reports at the click of a button. This would significantly cut back the amount of time spent producing reports as well as provide senior executives with consistent real-time reporting.
MOBILIZE TEAMS FOR SUCCESSFUL GO-LIVE
Program Management (PM):
Created and managed the overall implementation plan, scope, deliverables, and timeline. Coordinated with key stakeholders and users across business and technology to conduct live user training sessions. Addressed and escalated any relevant risks or issues while attaining necessary sign offs required for completion.
Change Management (CM):
Led the user adoption effort by conducting multiple live training sessions across the organization. Actively collected and documented user feedback by utilizing online surveys in order to better communicate future changes for all relevant teams
Communications:
Developed a strategic communications plan to provide critical information to stakeholders. Determined and implemented how, when, and how often communications would be received.
Training:
Designed the training curriculum as well as materials required for all users. Conducted live training sessions supplemented with on-demand recorded sessions to ensure users developed the knowledge and skills needed to use the tool.
BUSINESS VALUE
Monticello Consulting Group is a strategic partner in digital transformation and change management. Our team of highly qualified consultants has extensive experience introducing change to organizations through the use of technology. By using our proven approach to project and change management, we successfully delivered a customized solution resulting in reduced manual efforts, greater efficiencies, and cost reduction across functional areas of the client.
