Improving Processes in a PMaaS Model

SITUATION

Our client was looking to identify a strategic partner for their IT PMO organization, leveraging a Project Management as a Service (PMaaS) model. They wanted to reduce the time required by Project Management Office (PMO) leadership to recruit, train, and coach project management staff while also increasing the quality of the work they produced and ensuring compliance with the client’s Project Portfolio Management (PPM) methodology. Additionally, the client’s goal was to realize cost savings by consolidating the number of vendor companies they utilized and establishing a strategic services partnership.

SOLUTION

Apex entered a partnership with the client PMO. We assessed future demand forecasts to proactively plan and provide trained, tailored, and experienced consultants based on project volume and capacity requirements. Our partnership enabled us to monitor the progress of our PMaaS delivery performance and implement continuous improvement according to established metrics, Key Performance Indicators (KPIs), and critical service levels.

We improved the consistency of project management quality and delivery in accordance with client PPM methodology and ensured compliance with regulatory requirements including GxP and other health-related regulations. Apex established a flexible and scalable model to ensure the PMO is right-sized and adjustable based on demand. We supported our client’s global IT goals to strengthen relationships between business units and improve business agility by maturing their Agile methodology. 

RESULT

Based on Apex’s recommendations for improving the client’s PPM methodology, we enabled their project management leadership to focus on PMO development and enhancement. Apex was able to save the client over $1 million as a result of the improvements from implementing our methodology. To ensure the investments in IT Programs and Projects meet or exceed their stakeholder expectations, our client transferred project management oversight, including risk mitigation processes, of their initiatives to Apex (2023 technology project budget is approximately $85.4 million). We directly manage 65%-70% of the projects under that budget at any given time.