South Gloucestershire Council's Journey

Empowering decision makers through project
management

About South Gloucestershire Council

South Gloucestershire Council wanted to increase the capacity of its Environment & Community Services Project Managers by eliminating manual processes and giving its teams more time to play to their strengths. Using edison365projects and Project Online, the council has achieved total visibility of its project portfolio, resulting in better strategic decision-making and faster issue resolution.


South Gloucestershire Council is one of four councils in the West of England. The Environment & Community Services (ECS) Department is one of three directorates and is responsible for delivering Transport & Strategic Projects, Strategic Planning & Housing, StreetCare Transport & Waste Services, Safer & Stronger Communities, and Resources & Support Services. Projects within ECS range from community initiatives and heritage restoration to major transport
schemes such as metrobus.

Industry

Local Government

Location

United Kingdom

Challenge

To provide total visibility of the council’s project portfolio and automate manual reporting processes

Product and Services

edison365projects edison365 DataStore

Results

Single point of visibility, streamlined issue resolution, better strategic decision-making, increased project capacity

The initial challenge

Despite having up to 50 active projects at any given time, the council lacked a standardized project management system, relying instead on tools like Microsoft Excel and Word for scheduling and reporting purposes, as well as knowledge of Association of Project Management (APM) best practice. While project management skills within the team were strong, the lack of standardization meant project managers had to spend time completing manual reporting processes which meant less time resolving project issues. Having successfully secured funding to deliver additional projects, the council decided it needed to gather all of its project information in a single location to encourage more efficient information sharing, and to empower strategic decision-making across the entire portfolio, as well as individual projects. 

The Solution

Using edison365projects, CPS provided the council with an end-to-end Project and Portfolio Management (PPM) solution that provides a unified platform in the context of familiar Office 365 tools. Using Project and SharePoint, project managers can complete all their weekly highlight reporting and issue/risk escalation in a single space, providing a joined-up view of work across the directorate. The council is also able to store data in Datastore for use in highlight reports, helping to streamline processes and giving users the benefit of familiar tools, reducing training time. 

“The system has really driven efficiency and helped us to look at our processes and see where we can make them better. On the whole, everyone is finding the system easy to use and project managers are keeping their information up to date. This has been really useful for team meetings and involving workstream leads to capture the hard work happening on the ground that make our projects successful.”

Megan Wakely, Project Manager

“Due to the increasing volume of projects being delivered, it was difficult for our Executive Board to have an up-to-date, clear vision of all the projects across the portfolio. Now we have all that information in the one system, so that at a higher strategic level, decisions can be made in confidence and we can really see where the key issues are.”

Emma Blackham, Head of Transport & Strategic Projects, South Gloucestershire Council

Business Benefits

Enhanced project visibility

The council’s Executive Board now has greater visibility of the projects being delivered across the portfolio as a whole, making it easier to resolve issues.

Efficiency through automation

Automated processes and the ability to access documents anywhere using SharePoint mean that project managers spend less time on reporting – and more time resolving issues, helping to speed up project delivery.

Improved decision-making

The Executive Board now has total visibility of projects, with access to real time information and aggregate reporting for faster strategic decision making.

Enhanced collaboration

Now that all project information can be accessed from a single location, teams can work together more collaboratively. South Gloucestershire Council has seen high user adoption of the system and a reinvigorated project management culture.

What to know about this implementation?

Arrange a call with the team to find out more!

What do our customers think?

Engineering & Construction
Haley & Aldrich

"We identified $1M of lost revenue per annum through the collection of ideas submitted through edison365ideas. That was within the first few months of turning the system live "

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Local & Regional Government
South Gloucestershire Council

South Gloucestershire Council empowers decision makers with edison365projects and Project Online.

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Coal, minerals & renewable energy
Exxaro

"With 6,000 users across multiple locations and with varying technical capabilities it was essential that the idea platform we selected was user friendly"

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Manufacturing
Orica

"Nothing else that we reviewed or tested matched our requirements, edison365ideas is delivering over and above what we need and expected"

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