
<p>Effective Portfolio, Program and Project Offices provide significant benefits through leadership, clarity, focus and alignment. Good ones will increase efficiency, deter missteps and support the organisation to deliver change in a calm and fit for purpose manner. They will also enable a balance of stability and adaptability consistent with the organisation’s way of working and market environment.</p>



<p>Strong offices are able to provide support and add value in environments that leverage traditional and contemporary delivery practices and play a key role in helping organisations transform they way they work. We are observing more organisations that are employing multiple modes of delivery and relying more heavily on the enterprise office to assist in the alignment of the modes. &nbsp;</p>



<p>Exco Partners are experts in Portfolio, Program and Project Offices and have been helping organisations to define and uplift offices for over fourteen years. We define and implement flexible offices that align to an organisation&#8217;s current and intended way of working. Our models balance support and assurance to provide confidence, transparency and visibility of future forecasts. &nbsp;&nbsp;&nbsp;&nbsp;</p>



<p>Our team have a depth of experience across a range of offices from enterprise portfolio offices to concentrated large project offices. We leverage our breadth of existing models, best practice and intellectual property that has been refined over the past fourteen years. Our team brings a robust methodology for not only defining a fit for purpose office framework, but also managing organisational change to enable uplifting capability and embedding new ways of working.</p>



<p>A change in office framework and approach often leads to a need for change in the project management system (PPM) technology. We are also skilled in the leadership, management and delivery of the PPM technology implementation. As an example of our work, we assisted a new strategically important and fast moving, Government entity with the design and definition of their Program Office and delivery framework. The implemented model immediately helped the organisation to deliver the initial set of pilot projects and identify opportunities to adapt and adjust the delivery model and requisite legislative powers.</p>


swing-bridge-bush

PMO Implementation


<p>Exco Partners was engaged by a Victorian Government Department review the Procurement and uplift the approach and detail in order to support more effective delivery and continuous improvement.</p>



<p>The review and subsequent implementation of the framework will enable greater consistency through the refinement of accessible process diagrams and workflows to guide detailed feasibility, engineering and design, procurement and delivery stages of major road projects.</p>



<p>The engagement aimed to identify, and where possible quantify, the specific process areas that have been impacted by changes to the procurement framework, benchmark the current state with other major infrastructure organisations operating within the same procurement framework, and identify potential process changes to improve process efficiency and effectiveness. The engaged sourced a significant data sample of completed procurement requests, developed and analysed the data to inform the design of the to be process models.<br></p>



<p>The engagement then moved to the implementation of the initial recommendations, specifically a fit for purpose to-be process model designed to reduce the number and frequency of non-conforming procurement requests, make the procurement process (regardless of procurement type) easier to consume, provide greater visibility of the in-flight procurement requests, and define a consistent way of working for the businesses procurement team.</p>



<p>The engagement included the development of an interim automated solution (share-point) to drive earlier stakeholder engagement, and consistent procurement advice to reduce the ‘time to procure<br>metric’.</p>



<h3>Approach</h3>



<p>The DMAIC six sigma approach was use to complete the engagement, as follows:</p>



<div class="wp-block-exco-flex-container exco-flex-block container-fluid">
<div class="wp-block-exco-icon-card exco-icon-card" data-sal="slide-up" data-sal-duration="1000"><div class="icon"><img src="https://cms.excopartners.com/wp-content/uploads/2020/07/pencil-ruler.svg"/></div><div class="title">Define</div><div class="details">The existing process was not well defined. The engagement documented the current
business practices and compared them to the stated procurement framework (owned by the MTIA).</div></div>



<div class="wp-block-exco-icon-card exco-icon-card" data-sal="slide-up" data-sal-duration="1000"><div class="icon"><img src="https://cms.excopartners.com/wp-content/uploads/2020/11/scales.svg"/></div><div class="title">Measure</div><div class="details">A large sample of 1100+ completed procurements was undertaken to understand the
magnitude of the problem. A clear insight was the effort/value relationship on procurement activity.</div></div>



<div class="wp-block-exco-icon-card exco-icon-card" data-sal="slide-up" data-sal-duration="1000"><div class="icon"><img src="https://cms.excopartners.com/wp-content/uploads/2020/12/magnifying-glass.svg"/></div><div class="title">Analyse</div><div class="details">The analysis of the as-is process (via a series of quick start workshops), identified areas
of non-alignment with the MTIA and helped prioritise to-be changes</div></div>



<div class="wp-block-exco-icon-card exco-icon-card" data-sal="slide-up" data-sal-duration="1000"><div class="icon"><img src="https://cms.excopartners.com/wp-content/uploads/2020/11/tools.svg"/></div><div class="title">Improve</div><div class="details">The as-is process was then reviewed via 3 difference lenses. The customer, the
approver and the MRPV procurement team to identify and prioritise the improvement areas</div></div>



<div class="wp-block-exco-icon-card exco-icon-card" data-sal="slide-up" data-sal-duration="1000"><div class="icon"><img src="https://cms.excopartners.com/wp-content/uploads/2020/12/award.svg"/></div><div class="title">Control</div><div class="details">In order to ensure uptake of the to-be process (from all stakeholder groups) a detailed
‘playbook’ for the procurement was developed referencing the new automated solution (also
developed).</div></div>
</div>



<h3><br><strong>Governance</strong></h3>



<p><br>The overall engagement was managed by an allocated Exco Partner – who was responsible for<br>service delivery and commercial oversight.<br>Skills, capabilities &amp; systems</p>



<ul><li>Development and management of tendering strategies addressing good commercial and<br>government policy and practice</li><li>Development of project tender documentation, including Invitations for Expression of Interest,<br>Requests for Proposals, Tenders and/or Quotes, Project Briefs and Service Agreements,<br>incorporating:<ul><li>Clear and measurable output specifications,</li><li>Performance standards and performance management requirements</li></ul></li><li>Advice on and/or management of Tender processes including:<ul><li>Tender processes and evaluations (may include interactive tender processes and<br>workshops)</li></ul></li></ul>



<h3>Outcomes</h3>



<p><strong>The outcomes of the engagement:</strong></p>



<ul><li>A clear, concise, consistent process for procurement regardless of type (new,<br>variation or exemption) or value (less than or greater than $250k)</li><li>A vastly improved customer experience for the departments business. An easier to consume<br>process, and an automated procurement initiation document (PID) that improves the time taken<br>to seek approval and provides visibility on the status of the procurement activity.</li><li>A significant improvement in the effectiveness and efficiency of the departments procurement<br>team’s output. More proactive advice as opposed to reactive execution (as was the case before<br>this change)</li><li>A closer alignment of the departments process with the overarching MTIA procurement framework with<br>the express purpose of reducing the incidents of non-conforming procurement.</li></ul>



<p><br><strong>The performance of the engagement:</strong><br>This engagement was impacted by a number of business issues that required<br>changes to the initial scope, schedule, and timeframes of delivery (the introduction of new<br>stakeholders and delays to the Sharepoint development environment being two issues that required<br>changes to the priority and sequencing of deliverables). The engagement was completed within the agreed timeframes and within the agreed commercial construct to a very high quality standard.</p>



<p>As a value-add the Exco team have agreed to recurring reviews (initially fortnightly and then<br>monthly) to ensure the new process is embedded, review the performance of the automated solution<br>and review the data associated with team performance to ensure it is delivering as expected.</p>


melbourne-roads

Victorian Government Procurement Process Design


<p>The COVID-19 pandemic has changed a lot of things. Things that once felt certain, no longer are. As we learn to work with this uncertainty, the only real certainty is that we can expect ongoing change. An organisations ability to work with this uncertainty as they recover and grow may be the difference between folding, surviving or thriving.</p>



<p>One of the changes we expect to see is less funding for projects than has previously been available. Organisations that have been able to fund a broad range of projects in the past will need to be more selective and laser focussed on those that deliver strategic benefit and shareholder value. Additionally, organisations need the ability to react and adapt to ongoing changes in order to compete.&nbsp;</p>



<p>Exco Partners are experts in Portfolio Management. We define and implement flexible portfolio planning and capital management models that align to an organisation’s way of working. We leverage the best of Lean Portfolio Management, traditional portfolio planning and sound financial and resource planning principles. Our approach enables an effective balance of stability and adaptability. &nbsp;&nbsp;&nbsp;</p>



<p>Our team have a depth of experience across strategic planning, portfolio management, finance operating models and organisational model design with a robust methodology for managing organisational change covering aspects of building awareness and advocacy to uplifting capability and embedding new ways of working.</p>



<p>We are also skilled in the leadership, management and delivery of the portfolio management technology implementation.</p>



<p>As an example of our work, we assisted a pre-eminent Suicide Prevention- Not for Profit organisation to reimagine their approach to Portfolio Management. In order to support a revised operating model, a future proposed way of working and a need to be more adaptable, we guided the organisation through a significant re-design and definition of their Portfolio Management Framework. This aligned with during the first wave of COVID-19 and the need for the organisation to promptly address changes in funding sources and mix. &nbsp;</p>



<div class="wp-block-exco-flex-container exco-flex-block container-fluid" data-sal="slide-up" data-sal-duration="1000">
<div class="wp-block-exco-icon-card exco-icon-card" data-sal="slide-up" data-sal-duration="1000"><div class="icon"><img src="https://cms.excopartners.com/wp-content/uploads/2020/11/scales.svg"/></div><div class="title">Lean Portfolio Management</div></div>



<div class="wp-block-exco-icon-card exco-icon-card" data-sal="slide-up" data-sal-duration="1000"><div class="icon"><img src="https://cms.excopartners.com/wp-content/uploads/2020/11/rocket.svg"/></div><div class="title">Agile Delivery</div></div>



<div class="wp-block-exco-icon-card exco-icon-card" data-sal="slide-up" data-sal-duration="1000"><div class="icon"><img src="https://cms.excopartners.com/wp-content/uploads/2020/12/team.svg"/></div><div class="title">New Ways of Working</div></div>
</div>



<p>The implemented model leverages principles of Lean Portfolio Management and immediately helped the organisation to adapt to changes in the environment, funding arrangements and services. It continues to support the organisation to incrementally review and refine their near-term portfolio of work at regular intervals whilst not losing sight of their overall strategic commitment.&nbsp;</p>



<p>The model, processes and planning behaviours is also proving successful in supporting the organisations transition towards project delivery with increased agility. &nbsp;</p>


friends

Lean Portfolio Management in Not-for-profit


<p>Exco Partners were engaged to design the User Experience of a product for the management, engagement and sharing of information across Melbourne University&#8217;s multi-billion-dollar research capability. The objective was to design a tool to increase user engagement, compliance to costing policy and greater transparency and collaboration.</p>



<p>The objectives of the project were to deliver a tool to simplify and better manage the budgeting and costing process for research work at the University. Given the scale of research at the university, even small savings in effort or cost overruns had the potential to save the University millions of dollars per year.</p>



<p>The project was initiated with series of user journey-based workshops to understand the key flows, transactions and use cases for the system.</p>



<p>Desktop research followed to further explore the problem space and draw on inspiration from other similar concepts.</p>



<div class="wp-container-3 wp-block-columns">
<div class="wp-container-1 wp-block-column">
<figure class="wp-block-image size-large is-resized"><img src="https://cms.excopartners.com/wp-content/uploads/2021/06/uom-ant-workshop-1024x642.jpg" alt="" class="wp-image-2467" width="400" srcset="https://cms.excopartners.com/wp-content/uploads/2021/06/uom-ant-workshop-1024x642.jpg 1024w, https://cms.excopartners.com/wp-content/uploads/2021/06/uom-ant-workshop-300x188.jpg 300w, https://cms.excopartners.com/wp-content/uploads/2021/06/uom-ant-workshop-768x481.jpg 768w, https://cms.excopartners.com/wp-content/uploads/2021/06/uom-ant-workshop-800x501.jpg 800w, https://cms.excopartners.com/wp-content/uploads/2021/06/uom-ant-workshop.jpg 1141w" sizes="(max-width: 1024px) 100vw, 1024px" /></figure>
</div>



<div class="wp-container-2 wp-block-column">
<figure class="wp-block-image size-large is-resized"><img src="https://cms.excopartners.com/wp-content/uploads/2020/07/uom-research.jpg" alt="" class="wp-image-2469" width="300" srcset="https://cms.excopartners.com/wp-content/uploads/2020/07/uom-research.jpg 294w, https://cms.excopartners.com/wp-content/uploads/2020/07/uom-research-285x300.jpg 285w" sizes="(max-width: 294px) 100vw, 294px" /></figure>
</div>
</div>



<p>A low fidelity Figma based wireframe was developed to validate the concepts with key stakeholder groups. Some examples below:</p>



<div class="wp-container-6 wp-block-columns">
<div class="wp-container-4 wp-block-column">
<figure class="wp-block-image size-large"><img loading="lazy" width="404" height="228" src="https://cms.excopartners.com/wp-content/uploads/2020/07/uom-low-fi-2.png" alt="" class="wp-image-2471" srcset="https://cms.excopartners.com/wp-content/uploads/2020/07/uom-low-fi-2.png 404w, https://cms.excopartners.com/wp-content/uploads/2020/07/uom-low-fi-2-300x169.png 300w" sizes="(max-width: 404px) 100vw, 404px" /></figure>
</div>



<div class="wp-container-5 wp-block-column">
<figure class="wp-block-image size-large is-resized"><img src="https://cms.excopartners.com/wp-content/uploads/2020/07/uom-low-fi.svg" alt="" class="wp-image-2473" width="400"/></figure>
</div>
</div>



<p>Based on the initial user feedback, the low fidelity wireframes were then elaborated to build out a high-fidelity clickable prototype, again using Figma. This prototype was tested with end-users to further validate the concepts.</p>



<p>An example of the prototype output is shown below:</p>



<div class="wp-block-image"><figure class="aligncenter size-large is-resized"><img src="https://cms.excopartners.com/wp-content/uploads/2020/07/uom-hi-fi-1024x769.png" alt="" class="wp-image-2475" width="600" srcset="https://cms.excopartners.com/wp-content/uploads/2020/07/uom-hi-fi-1024x769.png 1024w, https://cms.excopartners.com/wp-content/uploads/2020/07/uom-hi-fi-300x225.png 300w, https://cms.excopartners.com/wp-content/uploads/2020/07/uom-hi-fi-768x577.png 768w, https://cms.excopartners.com/wp-content/uploads/2020/07/uom-hi-fi-1536x1154.png 1536w, https://cms.excopartners.com/wp-content/uploads/2020/07/uom-hi-fi-1400x1052.png 1400w, https://cms.excopartners.com/wp-content/uploads/2020/07/uom-hi-fi-800x600.png 800w, https://cms.excopartners.com/wp-content/uploads/2020/07/uom-hi-fi.png 1677w" sizes="(max-width: 1024px) 100vw, 1024px" /></figure></div>



<div class="wp-block-image"><figure class="aligncenter size-large is-resized"><img src="https://cms.excopartners.com/wp-content/uploads/2020/08/mu-budget-app-1024x768.jpg" alt="" class="wp-image-1783" width="600" srcset="https://cms.excopartners.com/wp-content/uploads/2020/08/mu-budget-app-1024x768.jpg 1024w, https://cms.excopartners.com/wp-content/uploads/2020/08/mu-budget-app-300x225.jpg 300w, https://cms.excopartners.com/wp-content/uploads/2020/08/mu-budget-app-768x576.jpg 768w, https://cms.excopartners.com/wp-content/uploads/2020/08/mu-budget-app-800x600.jpg 800w, https://cms.excopartners.com/wp-content/uploads/2020/08/mu-budget-app.jpg 1400w" sizes="(max-width: 1024px) 100vw, 1024px" /></figure></div>


library-shelves

Melbourne University research experience design


<p>The benefits that are available for an organisation through simplifying, organising, automating and re-imagining its finance operation can be enormous. More than simply removing cost, the benefits can span all aspects of the business from improving customer experiences to improving cash collection, reporting and forecasting, enabling further opportunity for strategic investment and growth.</p>



<p>Exco Partners are experts in transforming finance operations. We have a refined and structured Service Design based approach to re-engineering and imagining all aspects of finance processs including Order-to-cash, Produce-to-pay, Record-to-report and more. This approach is important as it is at this stage when true innovation and transformational decision making happens. We have seen too often that simply replacing the technology and systems will simply result in the as-is being rebuilt. Addressing this, we have spent considerable time establishing a strong practice for the people and process design phase of transformational change.</p>



<p>Our team have a depth of experience across finance operating models and organisational model design with a robust methodology for managing organisational change covering aspects of building awareness and advocacy to uplifting capability and embedding new ways of working. </p>



<p>We are also skilled in the leadership, management and delivery of the technology implementation, often a significant component of a finance transformation.</p>



<p>As an example of our work, we are leading a major financial transformation with the Nine Entertainment media group. The transformation will deliver benefits across all operational aspects of financial management within the organization and will deliver transformative change across people, process and technology for the whole group which combines Channel 9 TV Broadcast, Fairfax Print and Digital, Domain, Stan and Macquarie Radio.</p>


August 2020

PMO Implementation

Victorian Government Procurement Process Design

Lean Portfolio Management in Not-for-profit

Melbourne University research experience design

Transforming a finance operation