Optimum’s innovative project management solution standardized processes, enhanced efficiency, and improved executive oversight across all levels of a biotechnology organization.
About the Client
The client, a biotechnology leader based in Cambridge, Massachusetts, develops advanced therapies for severe diseases, focusing on cell therapy products for severe burn care and sports medicine. Operating a state-of-the-art manufacturing facility, the client distributes its products nationwide and employs approximately 300 full-time staff dedicated to improving patient outcomes.
Business Challenges
The client’s organization faced significant hurdles in project management due to a lack of standardized practices and documentation. Managers relied on disparate tracking methods, resulting in inefficiencies and poor project visibility. Each department used legacy tools differently, leading to siloed data, inconsistent practices, and overall confusion.
Automation was non-existent, and there was no centralized project intake or request process, further obscuring the project lifecycle. Complex, lengthy projects were managed with minimal oversight, and many staff members took on project management roles without proper training.
Additionally, the organization struggled with project prioritization and formal close-out procedures. The lack of structured processes often left projects incomplete or inefficiently managed. Staff also lacked buy-in and training on effective use of project management tools, leading to underutilization and inconsistent practices.
These challenges underscored the need for a solution to standardize practices, improve visibility, and enhance project management capabilities.
Optimum’s Involvement
Optimum aimed to thoroughly understand the client’s existing processes and the specific challenges faced by their project management teams. Optimum conducted a series of workshops where stakeholders demonstrated the various tools and standards used by different teams. This collaborative effort allowed Optimum to chart a path towards scalable standardization.
Upon determining the optimal approach, Optimum’s development team took to developing the new project management solution. Biweekly meetings with client stakeholders ensured that the evolving solution aligned with their requirements. As the project neared completion, Optimum facilitated early user acceptance testing and extensive discussions to determine the most effective training and documentation styles.
Comprehensive documentation and training materials were provided to the client before the solution’s launch. Optimum conducted separate training sessions for end users and administrators. Post-launch, Optimum remained available to address queries and provide ongoing support.
Through a series of workshops, Optimum gained valuable insights into the client’s project lifecycle. After each team presented their processes, Optimum deliberated internally to chart the best path forward. The proposed process was presented to the client for final approval. Upon approval, Optimum developed new templates tailored to the client’s specific needs.
- Workshops: Conducted a series of workshops to understand existing processes and challenges.
- Process Mapping: Collaboratively mapped out a scalable, standardized approach.
- Development: Spent twelve weeks developing the solution, with biweekly stakeholder meetings for alignment.
- Testing and Training: Engaged in early user acceptance testing and provided comprehensive training and documentation for end users and administrators.
- Ongoing Support: Provided post-launch support to ensure smooth implementation and adoption.
Project Outcomes and Benefits
Optimum delivered a scalable, standardized project management system that brought significant improvements, including:
- 80% Reduction in Project Setup Time: Enabling quicker project starts.
- Unlocked Real-time Project Visibility: Improving executive visibility into project statuses and KPIs.
- Increased User Adoption Rate: The new standardized practices were widely adopted throughout the organization.
- Efficiency Gains: 40% reduction in time spent on redundant tasks across teams.
Specific improvements include:
- Standardized templates for project plans, RAID logs, weekly status reports, and dashboards.
- Automated provisioning of templates for consistent project management across teams.
- Dashboards at project, program, team, department, and portfolio levels for detailed insights.
By standardizing and centralizing their project management processes, the client experienced substantial gains in efficiency, visibility, and overall project success.
About Optimum: Your Partner in Project Management
Optimum is an award-winning, nationally recognized IT consulting firm serving clients across multiple industries in the US and Canada. We specialize in helping organizations enhance efficiency, overcome project management challenges, and achieve digital transformation through strategic planning, innovative technologies, and streamlined PMO processes.
We offer a comprehensive range of project management solutions and services, including Smartsheet Consulting, Systems Integration, Business Process Optimization and Automation, Business Intelligence (BI), Custom Application Development, and Staff Augmentation.
Reach out today for a complimentary discovery session, and let’s explore the best project management solutions for your needs!
Contact us: info@optimumcs.com | 713.505.0300 | www.optimumcs.com