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Case Study: Procurement of Project Management System

Learn how MetaPM helped source and implement a Project Management System to improve project practices.

The Challenge: A local Council needed to source and implement a Project Management system to improve project practices, and enhance skills and capability that could support the diverse needs of Council including IT, Capital Build, Engineering, Facilities Management, Event Management and Strategic Planning Projects.

MetaPM was engaged to assist Council in the delivery of a number of projects to establish and improve the project management practices across Council by providing highly talented project management professionals, adept at establishing and improving the use and application of best-practice project management tools and techniques. In particular, MetaPM consultants assisted in the preparation, management and execution of a two-stage procurement process to identify, evaluate and select the best option for an online project management system. MetaPM consultants also assisted in the development of the Project Management Framework templates for Council, providing samples of templates and proofing content and structure of documents.
MetaPM Approach: The approach taken by MetaPM was to have an experienced dedicated Senior Project Management Consultant on site to engage directly with Council Staff, who was supported by a dedicated and experienced PMO Analyst and Coordinator on site and the team of project management professionals at MetaPM.
MetaPM used a formal stakeholder assessment to identify and assess stakeholder levels of support, influence and interest for a strategic change in the manner in which projects are managed and executed across the organisation. Workshops were conducted with more than 70 Council staff to elicit and document 300+ functional, non-functional, commercial and implementation requirements for the solution.
MetaPM provided the initial technical analysis to reduce and tabulate the supplier responses required for evaluation panel members to evaluate responses and select the preferred suppliers.
Results: MetaPM enabled the Council to identify and select the right Project Management System from the market based on an effective evaluation against the specific requirements.  This included:

  • Performing detailed stakeholder assessments
  • Conducting a market analysis and survey
  • Drafting tender documents (EOI and RFT)
  • Sourcing a suitable Contract and Implementation Plan
  • Management and execution of the procurement process

Client Assessment: MetaPM was able to source the selected vendor tool in less than half the time of the previous EOI/RFT processes and to a much higher standard of analysis than previously utilised at the Council. There were extremely tight timelines and due to the depth and breadth of experience and knowledge that the MetaPM consultant displayed, the Council has delivered a solution that will meet the complex stakeholder expectations, factoring in change management and project management needs.

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