Case Study
PMO Implementation for a Large Health Organisation
Client: Large Health Organisation (Public Sector)
Partner: PM Academy (PMA)
Engagement Period: 2022
Services: PMO Design and Implementation, Process Development, Toolset Implementation, Training and Coaching
Background
PM Academy was contracted in 2022 to identify and define a Project Management Office (PMO) for a large health organisation, ahead of a future outsourced implementation. During the engagement, the organisation’s Executive Committee (Exco) recognised the urgency of operationalising the PMO and formally requested a change in scope and delivery approach. Instead of stopping at PMO definition, Exco requested that PM Academy:
- Define and document PMO processes
- Support implementation in parallel, using selected projects as proof of concept
- Accelerate PMO establishment to address concerns about delayed execution
This decision positioned the PMO not as a theoretical construct, but as a practical, working
capability embedded in live delivery.
The Challenge
The organisation faced several challenges:
- A delay in PMO implementation despite executive buy-in
- Lack of standardised project management processes and governance
- Heavy reliance on manual reporting, limiting real-time visibility
- Limited skills transfer and coaching for the newly appointed PMO leadership
- The need to implement a scalable, cloud-based project portfolio management tool
PM Academy’s Approach
PM Academy agreed to deviate from the original contract to deliver greater value and fast-
track implementation.
Our approach focused on:
•Shifting from PMO design to PMO build and implementation
•Developing PMO processes “on the go”, trialled through active projects
•Hands-on coaching and skills transfer to the PMO Head
•Implementing an enterprise-ready project portfolio management tool
A PM Academy Lead Consultant assumed overall responsibility, ensuring close
collaboration with project teams and executive stakeholders throughout the engagement.
Key Deliverables
PM Academy delivered a structured set of outputs to enable immediate PMO functionality:
- Amended contract reflecting expanded scope
- Diagnostic report outlining key challenges and expectations
- Confirmation and delivery of Increment 1 PMO priorities, including:
- Defined project management processes
- Documented Project Management Policy
- Centralised project list
- Standardised reporting templates
- Communications framework
- Stakeholder engagement approach
- Lessons learned and knowledge management framework
- Formal training for one PMO staff member, including:
- PRINCE2 Agile® Foundation & Practitioner or
- AgilePM® Foundation & Practitioner plus Scrum Master
- Project management toolset demonstration and implementation
Technology Enablement: PPO™ Implementation
As part of the PMO implementation, PM Academy led the deployment of the PPO™ (Project Portfolio Office) toolset.
Key outcomes included:
- Replacement of manual reporting with real-time, system-based reporting
- Centralised project, programme and portfolio visibility
- Improved governance, compliance and executive oversight
- Cloud-based access for web and mobile users
The PPO™ solution was:
- Configured to align with the organisation’s project management methodology
- Integrated with Microsoft Office and Microsoft Project
- Hosted securely on AWS cloud infrastructure
- Scalable using a tiered SaaS licensing model
PM Academy acted as a recognised PPO partner, providing procurement, configuration,
training and operationalisation services.
Training, Testing and Commissioning
To ensure sustainable adoption, PM Academy delivered:
- Tailored training for users, administrators and senior managers
- Full System and User Acceptance Testing (UAT) with formal test plans and reports
- System operationalisation and commissioning aligned to organisational processes
This ensured the PMO and toolset were fully embedded, not just deployed.
Results and Impact
By the end of 2022, the engagement successfully delivered:
- A fully operational PMO with agreed, documented processes
- Accelerated PMO implementation addressing executive concerns
- Improved project governance, consistency and transparency
- Real-time portfolio visibility through PPO™
- Effective skills transfer and coaching for PMO leadership
- A scalable foundation for future programme and portfolio management maturity
Why PM Academy
This engagement demonstrates PM Academy’s ability to:
- Adapt delivery models to changing executive priorities
- Combine process, governance, people and technology
- Deliver practical, implementation-focused PMOs
- Act as a trusted advisor from strategy through execution
PM Academy doesn’t just define PMOs, we build them.
