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Machinery Manufacturer Refines PMO and Automates Project Management Processes for Better Collaboration and Visibility

Machinery Manufacturer Automates PMO Projects


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A global machine manufacturing company engaged Optimum to establish Portfolio and Project Management processes and best practices, replacing their existing in-house PPM tool with Smartsheet’s Control Center for enhanced project collaboration, automation, and visibility.

About the Client

The client is a leading machinery manufacturer.

Business Challenges

The client’s PMO department faced challenges with project collaboration, work automation, visibility, reporting, and streamlined workflows. There was a need for improved visibility and automation in Project Selection, Intake, and Provisioning processes. Additionally, the existing Project Management tool was outdated and inadequate, necessitating a robust and modern replacement.

Optimum’s Involvement

Optimum initiated the project by conducting a comprehensive Process Mapping and PMO Maturity Assessment. This phase identified the current and desired state of the PMO maturity and developed a roadmap to achieve the maturity goals, streamline processes, and enable automation.

Optimum then partnered with Smartsheet to implement the Control Center solution, which automated Project Selection, Intake, and Provisioning processes for the PMO project portfolios. Our team evaluated the organization’s current Portfolio and Project Management Maturity Level and work processes, providing an enhanced PMO strategy and maturity roadmap.

By documenting and mapping detailed process steps using the SIPOC framework and swim lane diagrams, we identified process bottlenecks and challenges. Optimum worked with the client to document optimization and improvement opportunities, leveraging Smartsheet’s Control Center to provide an enhanced PMO strategy, a robust maturity roadmap, and improved processes, standards, templates, and technology solutions.

Project Outcomes and Benefits

Optimum’s strategic partnership with Smartsheet resulted in a tailored Control Center solution that fully met the client’s portfolio and project management needs, effectively replacing their outdated in-house PPM software.

Key benefits of the project included:

  • Enhanced Visibility and Collaboration: The new Smartsheet platform increased process and portfolio visibility and fostered inter-departmental collaboration.
  • Automation of Project Activities: Project Intake, Provisioning, and Management activities were streamlined and automated.
  • Improved Reporting and Dashboards: Project and portfolio-level reports and dashboards were readily available to leadership and project teams, enhancing decision-making.
  • Standardized Templates and Processes: Creation of a standard set of Sheets, Reports, and Dashboards in Smartsheet established a master structure for each project initiated using Smartsheet Control Center.

Deliverables:

  • Optimized PMO Workflows and Processes: Development of improved processes, standards, and templates.
  • PMO Maturity Model and Actionable Plan: Roadmap for achieving full PMO maturity.
  • Smartsheet’s Control Center Implementation: Customized solution design and deployment.
  • Increased Efficiency and Productivity: Realized improvements in process visibility, automation, and collaboration across teams and departments.

Overall, Optimum’s implementation of Smartsheet’s Control Center has empowered the machinery manufacturer to achieve greater efficiency and collaboration, demonstrating significant improvements in their PMO operations and project management maturity.

About Optimum: Your Platinum Smartsheet Partner

Optimum is an award-winning, Platinum Smartsheet Partner, serving clients in multiple industries in the US and Canada. Our certified consultants define, automate, and optimize processes and implement advanced Smartsheet solutions for IT PMOs, Marketing, Procurement and Legal, Product Development, Asset Management, Merger & Acquisition, and many other business functions and departments. 

From development of customized templates, advanced dashboards, and automated workflows, to the full implementation and support of Smartsheet Control Center, Resource Management, Dynamic View, Data Shuttle, Bridge, Connectors, and custom API Development, our team helps clients maximize their ROI in Smartsheet and increase user adoption and productivity of their teams. 

Reach out today for a complimentary discovery session, and let’s explore the best solution for your work automation and project management needs!
Contact us: info@optimumcs.com | 713.505.0300 | www.optimumcs.com

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