Empowering decision-makers at 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.
South Gloucestershire Council

Location

United Kingdom

Industry

Needs

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.

Project management

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 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 at South Gloucestershire Council

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.

“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 at South Gloucestershire Council

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