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  • Writer's pictureOCLAS

Revamping the Projects Workstream for Superior Project Management

Overview of the Project

In an ambitious undertaking, Oclas Consulting was entrusted with revitalising a client's Projects Workstream. The objective was to significantly improve project governance, enhance efficiency, and ensure transparency across the organisation's project management processes. Key elements of this project included developing robust project management procedures, designing effective reporting templates, and introducing a comprehensive project dashboard. A pivotal challenge involved managing a significant backlog of open Management of Change (MoC) requests and onboarding a team of change champions.


Confronting Challenges with Strategic Actions

The project presented a multitude of complex challenges:

  • Managing a High Volume of Open MoCs: Effectively managing the vast number of open MoCs required meticulous planning and execution. Oclas Consulting addressed this by streamlining project management processes, developing a dynamic project ranking matrix, and establishing clear escalation protocols.

  • Simplifying Complex Project Management Tasks: To navigate the intricacies of project management, Oclas Consulting created the Project Investment Calculations User Guide. This tool served as a simplified reference for project teams, particularly in relation to Net Present Value (NPV) calculations and other project-related evaluations.


Results and Impact

The comprehensive restructuring of the Projects Workstream under Oclas Consulting's guidance resulted in a series of notable achievements:

  • Effective Governance Document Implementation: The successful rollout of essential governance documents like the Statement of Requirements (SOR), Basis of Design (BOD), and Project Execution Plan (PEP) greatly enhanced project governance. These documents provide clear guidelines and frameworks for managing project lifecycles.

  • Introduction of a Structured Cost Estimation Framework: A clear and structured cost estimation guide was established, simplifying financial planning for projects. This framework provided a standardised approach to cost calculations and risk assessments, ensuring more accurate and transparent financial projections.

  • Streamlining with Closure of Open MoCs: A focused effort to close numerous open MoCs streamlined workflows and reduced backlogs, enhancing overall project efficiency. The coordinated closure of these requests ensured that projects could proceed without unnecessary delays or disruptions.

  • Adoption of Innovative Management Tools: Advanced management tools and the implementation of a project dashboard further bolstered project handling and governance. These tools provided real-time visibility into project progress, resource allocation, and risk management, enabling the team to make informed decisions and optimize project performance.


Conclusion

Oclas Consulting's expert involvement in the Projects Workstream has established new standards in project management efficiency and governance. This case study exemplifies the firm's ability to effectively manage complex project challenges and implement innovative solutions. The firm's unwavering commitment to enhancing project processes and optimising project outcomes has earned it a reputation as a trusted advisor to organisations seeking to streamline their project management practices.


Theoretical Framework and References
  • Project Management Principles: This project aligned closely with PRINCE2 methodologies, emphasising structured project governance and stakeholder management. PRINCE2 (Projects in Controlled Environments) is a widely recognised project management framework that provides a structured approach to planning, executing, and controlling projects.

  • Change Management Approach: The strategies employed by Oclas Consulting echoed key change management theories, focusing on effective communication, stakeholder engagement, and efficient change implementation. Change management principles guide organisations through the process of introducing new processes, systems, or technologies, ensuring that changes are implemented smoothly and effectively.


References
  • “PRINCE2: Projects in Controlled Environments, Guide Sixth Edition”, Office of Government Commerce, 2017.

  • Kotter, J.P., “Leading Change," Harvard Business Review Press, 1996.

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