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Achieving Greater Efficiency and KPI Visibility with PMO and New Product Development Process Automation

Manufacturing Firm Automates and Manages their PMO and New Product Development Processes with Smartsheet

Optimum implemented an automation solution for a manufacturing and consumer goods company, enhancing efficiency, standardizing processes, and improving KPI visibility across departments.

About the Client

The client is a leading manufacturing and consumer goods company known for its innovative products.

Business Challenges

The client’s teams used various independent tools and processes for project management, including Microsoft Project, Excel, and Jira, while some teams lacked standardized processes entirely. This inconsistency made tracking, managing, and reporting on projects and processes challenging. The complex nature of the business and cross-departmental processes further highlighted the need for alignment, standardization, and effective automation.

Key Issues:

  • Inconsistent project management tools and processes.
  • Lack of standardization hindered tracking and reporting.
  • Complex cross-departmental processes required better alignment and automation.

Optimum’s Involvement

Optimum initiated the project by conducting comprehensive requirements definition and process mapping workshops. This involved engaging various departments to fully define and document the requirements and user stories for a robust automation solution. The development proceeded in sprints, with regular feedback sessions from the client’s teams.

Key Actions:

  • Platform Utilization: Leveraged the Smartsheet platform and premier apps, including Control Center, Dynamic View, and Resource Management.
  • Blueprint Development: Created two Control Center Blueprints—one for R&D processes and one for New Product Development projects. Each included customizable templates like project plans and RAID logs.
  • Dashboard Creation: Developed portfolio dashboards for each blueprint, an executive dashboard for the Vice President, and an innovation dashboard focusing on innovative projects.
  • Optimization: Reduced the number of existing PMO Blueprints from three to two, cutting costs and improving maintainability and scalability.

Optimum has been providing ongoing Smartsheet development, consulting services, and annual support to the client since 2022.

Project Outcomes and Benefits

The project successfully met the client’s objectives, delivering a scalable Smartsheet-based solution using Multi-Tier Control Center. This solution enables organic growth, the creation of repeatable project assets, and enhanced visibility into both departmental and cross-departmental processes.

Key Benefits:

  • Created Standardization and Efficiency: Streamlined processes across the organization.
  • Improved KPI Visibility: Developed dashboards provided critical insights into key performance indicators, crucial for the leadership team.
  • Cost Reduction and Scalability: Optimized existing Blueprints, reducing Control Center license costs and improving solution scalability.

The client particularly valued the comprehensive Smartsheet dashboards (pictured above), which provided vital KPI insights and enabled team members to easily access information necessary for understanding departmental goals and measuring performance.

This case study highlights the successful implementation of a holistic automation solution, emphasizing the importance of standardization and visibility in achieving business efficiency and strategic alignment.

About Optimum

Optimum is an award-winning, nationally recognized IT consulting firm serving clients across multiple industries in the US and Canada. We are dedicated to helping organizations enhance efficiency, overcome business challenges, and achieve digital transformation through strategic planning, innovative technologies, and streamlined processes.

In addition to expert Smartsheet solutions, we provide a comprehensive range of software services and solutions, including Custom Application Development, Systems Integration, Cloud and Office 365 Consulting, SAP Services, Business Process Optimization and Automation, Business Intelligence (BI), Blockchain Applications, and Staff Augmentation.

Reach out today for a complimentary discovery session, and let’s explore the best solutions for your needs!

Contact us: info@optimumcs.com | 713.505.0300 | www.optimumcs.com

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