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Kerika: A Case Study of a Project Management Office at Treinen Associates


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Will Treinen of Treinen Associates presents a short-case study of how he used Kerika to build a more effective Project Management Office (PMO), enabling him to manage the extraordinary growth of his business. (600% last year!)

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Kerika: A Case Study of a Project Management Office at Treinen Associates

  1. 1. Kerika A better way to manage your knowledge Case Study: Transforming a PMO – Leveraging Agile Methodology
  2. 2. Treinen Migrates to the Cloud for PMO Needs Increase in number of projects Need increases to expand PMO and account management functions Explore options; move from “sticky notes” to cloud solution - Kerika
  3. 3. As Treinen’s Project Portfolio Grows Rapidly… • Treinen Associates, Inc. (Treinen) has been exploring various tools to assist them in managing a large and increasingly more complex portfolio of projects: • Single personnel engagements • Large multi-person projects • Fixed priced/deliverable-based projects • Unique partnering and management combinations • Interstate project needs and demands
  4. 4. The Role for Account Management Becomes Paramount • While the dynamics of a couple of dozen projects while things are static can be easy to manage through simple tools, the environment quickly can change: • Management of resources must be flexible and proactive • More activity occurs for account management overseeing larger projects • Increased visibility into the portfolio dashboard to align support model • Easy to see differentiation of resource types, utilization, and availability • Allow for constant information feeds from multiple sources that does not encumber already encumbered staff
  5. 5. Exploring Options Led to an Unexpected Find • Treinen uses a variety of standard tools to support clients and all were explored and to some degree, tested and piloted. • Due to changing needs and nature of our business, we looked to some leap-frogging technological as a paradigm shift to match how we do business. • Landed upon Kerika and worked with them to vet out the concepts: • Took several business functions and splashed them against the tool • Build more sophisticated templates and dashboards for PMO resource management • Upon learning how to structure information, tool become more universal
  6. 6. The Transformation to Kerika was Painless Describe your business needs Visualize this in terms of data management and relationships Begin laying design out in Kerika: -Fast -Flexible -Intuitive
  7. 7. Illustrative Process Current Process: • “Sticky Notes” = resources, status, role • Colors provided differentiation (employee/contractor) • New needs (orange) placeholder • Basic project information noted on stickies • Very easy to “move” people around or add new sticky
  8. 8. Challenges and Needs Identified • As portfolio grew, quickly determined that more eyes and fingers were needed to assist in managing scope and needs of clients and staff • Worked for one person, but not visible or usable to others; was not supportive of multiple branches and locations • Needed something that was “as easy” or actually easier than moving a sticky around – that was a hard proposition we believed • Desired to have both data and visual components to address both executive level “snapshots” and account managers needs for task level information
  9. 9. Embraced Agile concepts and the Cloud • Met and worked with CEO of Kerika a year ago in Seattle by chance • On and off discussions continued, but we focused on existing tools to “push them” to do what we wanted • Realized challenges and decided to test out Kerika in detailed pilot • From a hour discussion with Kerika, we spent 4 hours to create PMO in tool • Logical layout within Kerika was obvious once we began • The “card” is the most versatile element, so determine that first • Now completely manageable via the cloud, but secure and restricted to only those members that are invited
  10. 10. The New PMO…. NEW PROCESS: 1. Projects are now laid out and can be ordered in any fashioned desired; alerts are noted for past or coming due items. 2. Each project has account management, new opportunities, and project specific tracks 3. Resources, tasks, and information can flow easily between tracks or across projects.
  11. 11. Center of this Project is Resources • Our Utilization List (a Project in Kerika) managing each resource • A resource = “card” that can be moved, used (multiple times), has attributes that it can be assigned
  12. 12. Benefits of Kerika • Intuitive thinking can leverage Kerika for any kind of knowledge management, information sharing, or project activity. • Local company with extremely engaged and responsive President • Able to manage a vast amount of information from many different sources at multiple levels of details • Very customizable to meet diverse business and organizational needs • No hardware or software purchases needed, but can leverage existing infrastructure (e.g. SharePoint).
  13. 13. Kerika compared to other Solutions • INSERT TABLE • Main differences: • Kerika is being used by State of Washington Agencies and the OCIO. • Kerika’s staff and model is all about supporting their customers • Frequent releases to incorporate client needs; • Local presence, accessible and engaged in customers business • Etc…. Product Feature 1 Feature 2 Feature 3 Kerika Terrello Etc.