2 page Case Study - Posted 2/4/2014
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Fair Work Ombudsman

Australian Government Body Increases Compliance through LOB Connection

Australian beach
Australian beach
The Fair Work Ombudsman of the Australian government was struggling with the demands of Project Management process and compliance activities due to working with several siloed Line-of-Business (LOB) systems. Taking advantage of existing investments in SharePoint and SAP, Artis Group implemented a suite of integrated functions which both mirror the work practices of Fair Work Ombudsman, and embodies their Project Management Methodologies.

Business Needs

Part of the Australian federal government, The Fair Work Ombudsman (FWO) is an independent statutory office created to promote harmonious, productive and cooperative workplace relations and ensure compliance with Commonwealth of Australia workplace laws.

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* The solution is providing better visibility of the agency’s projects while delivering important efficiencies to project managers. The implementation can only be described as a success. *

Karsten Lehn
Executive Director Major of Project Management
Fair Work Ombudsman

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FWO provides advice and related services to employers and employees on workplace relations and entitlements. It has around 800 full time staff across offices in all Australian capital cities and 18 regional locations.

Over 2012 the FWO dealt with 683,992 calls for advice and 48,665 live chat sessions, responded to 39,752 email and mail assistance requests, and experienced over 6.5 million visits to the Fair Work website.

Fair Work Ombudsman was struggling with the demands of project management process and compliance activities. It was looking to develop its maturity in areas such as product definition, risk and issue management as well as building a reliable platform to securely extend functions and collaboration to internal groups, external partners and stakeholders.

FWO ran several Line-of-Business (LOB) systems, but since each supported a certain department, they worked in silos. Accordingly, while the Project Management Office (PMO) used Microsoft Project and Microsoft Excel, the Financials and Reporting group worked with SAP.

For example, when the PMO needed financial data from SAP, they had to request reports from the SAP experts in the Financials and Reporting department. This resulted in communication gaps across departments and slow, manual processes.

Solution

FWO selected Artis Group, a Microsoft partner to implement their Business-Critical SharePoint solution, called PMO-in-a-Box™, which connects LOB systems with SharePoint to improve productivity across the organization.

Taking advantage of Fair Work Ombudsman’s existing investment in SharePoint, Artis Group implemented a suite of integrated functions, which both mirror the work practices of Fair Work Ombudsman and embodies their Project Management Methodologies. The outcome uses the best features of SharePoint 2010 to create, define, manage, and report on Projects, Programs, and Portfolios. The SharePoint based solution is able to draw details from SAP Financials, making this a Business-Critical SharePoint LOB connectivity deployment. It fully supports the client’s pragmatic interpretation and practice in PRINCE2.

The choice of a product like PMO in a Box on SharePoint as a platform was a near ideal match to FWO’s current state and future aspirations.

Automating process and compliance activities, the integrated result has allowed Fair Work Ombudsman to focus on the delivery of projects and programs, rather than struggling with the demands of the process.

The result for Fair Work Ombudsman is a growing maturity in areas such as Product Definition, Risk and Issue Management as well as building a reliable platform to securely extend functions and collaboration to internal groups, external partners and stakeholders.

Development, testing and deployment of the new PMO-in-a-Box™ included the following functions:

  • The ability to capture of all project types undertaken by FWO, with a focus towards large projects, and the FWO capital program

  • Inbuilt user roles, views and security that can be easily managed internally

  • Storage and access to data including project documentation

  • Automation of PMO workflows including approvals, alerts and communication

  • Monthly reporting, including Earned Value Management (EVM) calculations and graphs

  • Dashboard reporting

FWO conducted an assessment on a select number of Enterprise Project Management solutions. This included each vendor completing the “FWO EPM assessment document” followed by a demonstration to the key FWO stakeholders. As one of the short listed vendors Artis arranged a demonstration by the Federal Courts of Australia who had also recently implemented their “fit-for-purpose” PMO in a Box.

Benefits

After implementing the Business-Critical SharePoint solution, the immediate benefits of a single, secure, accessible source of embedded and managed process, coupled with personal (individual responsibility) and project control became apparent. It enabled FWO to establish a repeatable and flexible approach to Program and Project management.

As Karsten Lehn, Executive Director Major of Project Management, Fair Work Ombudsman summarized the benefits, “With a significant range of important business change initiatives in the pipeline that have a multi-million dollar value, the Fair Work Ombudsman needed an enterprise project management solution that would improve the corporate oversight of these projects while providing improved functionality for project managers. The Artis Group was selected to deploy their PMO-in-a-box™ solution for the agency. The Artis Group team delivered the project on time and within budget, and were responsive, professional and proficient in understanding the business needs of the solution. The solution is providing better visibility of the agency’s projects while delivering important efficiencies to project managers. The implementation can only be described as a success.”

Automating process and compliance activities, the integrated result allows Fair Work Ombudsman to focus on the delivery of projects and programs, rather than struggling with the demands of the process. The result is a growing maturity in areas such as Product Definition, Risk and Issue Management as well as building a reliable platform to securely extend functions and collaboration to internal groups, external partners and stakeholders.

The Business-Critical SharePoint solution addressed the following issues:

  • FWO now has an enterprise project management (EPM) application that can act as a source of truth for project tracking.

  • Project managers have a streamlined, centralised place for all project matters. There is no need to request SAP reports from the Financials and Reporting group, as now they also have access to SAP data via the user-friendly SharePoint view.

  • Executives can now make better business decisions by easily monitoring and directing their projects.

  • PMO staff has a more efficient means to monitor FWO projects and financial reporting.

  • The approach delivered strong user adoption which reduced training and increased compliance.

Business-Critical SharePoint (BCSP) is a Microsoft partner program that includes top solution and service providers who focus on advanced SharePoint scenarios, including LOB connectivity.

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Solution Overview



Organization Size: 800 employees

Organization Profile

The Fair Work Ombudsman is an independent statutory office created by the Fair Work Act 2009 to promote harmonious, productive and cooperative workplace relations and ensure compliance with Commonwealth of Australia workplace laws.


Third Party Software
PMO-in-a-Box™

Software and Services
Microsoft SharePoint Server 2010

Vertical Industries
Public Administration

Country/Region
Australia

Business Need
Sharepoint Business Critical

IT Issue
Integration with SAP

Languages
English

Partner(s)
Artis Group

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