This document discusses the benefits management framework used for VicRoads' intranet redevelopment project. It introduced benefits management as identifying, defining, tracking, realizing, and optimizing benefits to deliver the strategic objectives of the organization. The framework aligned project objectives to VicRoads' strategic goals of customers & community, journeys, wellbeing, and productivity. Metrics like user satisfaction, content, costs, and uptime were used to track benefits. Lessons included having accountability for measures, setting targets, informing future phases, and aligning with change management. The framework provided success promotion and focus, though benefits management requires resources and flexibility.

1. Intranets
with benefits
A practical framework for benefits realisation
Felicity Brown

3.  About VicRoads
 Our intranet redevelopment project
 Benefit Management Framework
 Applying the framework
 How we’re tracking
 Key lessons & resources

8. The positive and measurable
impact of change on the
performance of the organisation,
contributing to one or more strategic
objectives.
ASSOCIATION FOR PROJECT MANAGEMENT UK
Benefit

9. The identification,
definition,
tracking,
realisation,
and optimisation of benefits.
APMG INTERNATIONAL
Benefit
management

12. Why
 Benefits are the reason for change and change delivers the
benefits
 Direct effort into the changes that matter most
 Enables consistent approach to investment
 Validate whether proposals will deliver outcomes that support
strategic objectives
 Helps the sponsor understand project performance, not just
deliverables
 Baseline to measure success

13. Business cases have a strong focus
on the solution and often fail to
adequately describe the problem,
explore the strategic options or specify
the benefits that will be produced.
DEPARTMENT OF TREASURY & FINANCE

18. Strategic objectives
Customers &
Community
We create
solutions with our
customers and
community
Journeys
enabling
integrated
transport choices
and making
journeys
pleasant and
predictable
Wellbeing
improving road
safety, amenity
and
environmental
outcomes
Productivity
strengthening the
economy through
better use of
roads and
connections with
land use

20. CMS support

24. Mobile

26. Apps

28. Team sites

32. User satisfaction

33.  I can find the information I need easily using the menus
 Search results are relevant
 Information is always correct
 Information is always up-to-date
 Corporate news is relevant to me
 Local news is relevant to me
 Helps me feel connected to the organisation
 Relevant for my daily work
 Homepage design meets my needs

36. Current content

39. Operational costs

41. Intranet uptime

42. Presenting the benefits
 Template with ‘traffic light’ indicators
 Tools like Canva and Infogram can be used to
make a professional looking report
 Use a format to suit your
audience/organisation
 Use stories as an
alternative way to
share the benefits

43. What worked well
 Variety of measures
 Helped connect project objectives to
the strategic objectives
 Focus on benefits, not just
deliverables
 A way to promote success of the
project
 Shows where to focus effort
 Builds a case for enhancements

44. ...and not so well
 No accountability for collating
measures
 No target set for user satisfaction
 Didn’t inform the scope of Phase 2
 Not revised for second phase of
project
 Not closely aligned with change
strategy

45. Key lessons
 Benefits management is hard
 Benefits management needs an owner and resources
 Use to prevent de-scoping of capability that enables the benefits
 Use trained facilitator when running benefits workshop
 Be specific about the source data and formulas used for measures

46. Key lessons...cont
 Be flexible and prepared to revise KPIs & measures
 Still valuable even if not done pre business case
 Change management needs to focus on the adoption needed
to reach the targets
 Don’t forget user reported measures
 Approach can be helpful in BAU

47. Resources
Templates available from www.dtf.vic.gov.au
 Investment logic map
 Benefit map
 Benefit plan

48. Questions?