The client is a higher learning and doctoral university. This client provide programs in science, engineering, technology, and management. The university also manages undergraduate colleges. These include disciplines such as electrical, mechanical, industrial management, and computer engineering. The university increased its academic programs, research projects, and cooperative projects. This rise resulted in the number of active projects increasing. This growth placed pressure on the university’s existing ICT processes, which were not designed to manage projects at this scale. The university decided to implement an integrated project and portfolio management solution. This solution helped in supporting long term planning and governance.
The projects are running across departments, colleges, and external partners. These projects resulted in managing demand and approvals complex.
Key challenges included:
The standard features of the platform did not fully match the university’s operational and governance needs.
The university wanted stronger control, clear visibility, and consistent management across all its projects. Their goal was to set up one central system for project and portfolio management that could handle complex request workflows, show real-time approval status, and reduce manual work when tracking documents and decisions. They also wanted portfolio managers to quickly spot delays and ensure workflows matched the university’s approval process.
ACME One implemented a mix of standard and custom workflows within the project management platform. While out of the box workflows were used where possible, key gaps were addressed through custom development. One major enhancement was the creation of a custom People Picker control. The main purpose is for assigning project sponsors, since person type fields were not supported natively. The People Picker made it easier to assign tasks, especially in a large organization. This alignment can be done where multiple people share similar names. Context based search ensured that tasks were routed to the correct individuals.
The project involved extensive customization of workflows, forms, and views. Custom components were developed to provide a consolidated portfolio level view, including:
A central set of libraries was also created to collect and display information from all project sites. These libraries provided a single place to track:
Instead of navigating multiple project sites, portfolio managers could now view the complete status of their portfolio from one screen.
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