This case study outlines how and why a leading NHS Trust decide on our PPM Tool, PM3, to help them deliver CIP and Transformation Programmes across Hertfordshire.
Hertfordshire Community NHS Trust has a range of strategic programmes and transformational projects that need to be delivered including the Cost Improvement Programme (CIP).
These projects and programmes were being managed and reported using Microsoft Excel. To ensure proper governance and more effective reporting, Hertfordshire Community NHS Trust reviewed the market to select a PMO tool to manage their portfolio.
Following a period of evaluation, Hertfordshire Community NHS Trust selected Bestoutcome’s PM3 tool.
Keith West, PMO Manager said,
“Without a PPM tool, the PMO spent a significant amount of time pulling together information from project managers and using this to develop high level dashboard reports. Not only was portfolio reporting a manual and time consuming exercise, it was difficult to have up-to-date visibility of the true status of projects and programmes.
Also, like many Trusts, there was a need to manage and accurately report on our cost improvement programmes (CIPs). This again was managed using a variety of spreadsheets.”
In 2018, Hertfordshire Community NHS Trust selected PM3 after an extensive period of evaluation. After working with Bestoutcome to configure PM3, the Trust was able to mandate standard highlight reports that were automatically generated from PM3.
Keith West continued:
“Being able to standardise on reporting saved time for both the project managers and the PMO. Colleagues also appreciated having project highlight reports in the same format. PM3 saved at least five days per month in the PMO team as reports were automatically produced from the system and delivered to teams.
PM3 also helped save a lot of PMO and finance team time by managing the savings from CIP schemes and producing accurate savings dashboards. Savings can be automatically uploaded into PM3 from a finance spreadsheet or managed in PM3 directly.
This saves a huge amount of time spent on manual data entry. Uniquely, PM3 flags if the scheme that is delivering the saving gets delayed so that the timing of the saving can be updated.
This ensures that the PM3 CIP dashboard remains accurate and there are no surprises near the end of the financial year. The system also supports the assurance process as it enables CIPs and quality impact assessments to be linked to the relevant scheme in PM3.
Keith concluded:
“The ability to automatically upload savings data into PM3 and then run CIP reports was a real game changer for us. Not only has it saved time but is also gives us greater confidence in the predicted savings contained in our CIP reports.”
If you are looking to make a business case for implementing a PMO tool, we have a number of detailed PMO case studies across multiple sectors to help you provide effective advocacy. Please don’t hesitate to get in touch if you have any questions.
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