Expanding their number of portfolios, the PMO at University Hospitals in Ohio needed one solution that was up to the task but would still be easy to adopt. They found AtTask.

1. MORE COMMUNICATION,
MORE EXECUTION
Why University Hospital Increased Their AtTask® Usage by 800%

2. University Hospitals
• Industry: Healthcare
• Beds: 1,032
• Location: Cleveland, OH
• 9 medical centers, 20 outpatient health centers, 7
urgent care centers, 160 physician offices
CUSTOMER BACKGROUND

3. PMO Director Andy Kinnear and his team were using
a homegrown, Access-based solution, but the tool
was gradually becoming increasingly cumbersome
and time-consuming.
MULTIPLE PORTFOLIOS

4. Most of the team’s documents were stored on Andy’s
laptop. To get a Gantt chart, Andy had to export data
from his tool, paste it into an Excel template, and gray
out cells by hand.
MULTIPLE PORTFOLIOS

5. MULTIPLE PORTFOLIOS
Team members were reluctant to use the difficult
homegrown solution, leaving project data scattered
in disparate locations. Project forecasting happened
manually. Project completion dates were selected
independent of other projects in progress.

6. “We were definitely less effective, coordinating
communications was difficult, and we were unable to
fully utilize corporate project standards. It wasn’t very
often that I had the time or the ability to ask a PM to
show me their project plan.”
–Andy Kinnear, Director of IT PMO
MULTIPLE PORTFOLIOS

7. MULTIPLE PORTFOLIOS
When a third-party consultation recommended that
the PMO become the central hub for project
management on the organization’s other portfolios,
they realized their homegrown tool wouldn’t be up to
the task. They needed to find a more capable
solution.

8. Seeing an opportunity to find a better solution for
tracking his team’s activities, Andy started
researching solutions. After looking at four other
solutions, AtTask Enterprise Work Cloud caught his
attention in fall 2012.
STANDARDIZATION MEETS CUSTOMIZATION

9. AtTask could create standardization across his
diverse groups of stakeholders, while also being
customizable to each group’s unique needs.
STANDARDIZATION MEETS CUSTOMIZATION

10. Andy especially liked how AtTask could gather data
naturally as his team worked and also provide a
central, universally accessible repository for all
documents and deliverables.
STANDARDIZATION MEETS CUSTOMIZATION

11. “With AtTask, we found something we could offer to
any department in the company. It had the
consistency to standardize performance
management across the board, but also the ability to
customize it for each team’s needs.”
–Andy Kinnear, Director of IT PMO
STANDARDIZATION MEETS CUSTOMIZATION

12. Andy started with 25 AtTask licenses as the solution
began producing the visibility he’d been seeking.
FOCUSING ON EXECUTION

13. The solution helped the PMO team members to
approach their project portfolios for methodically.
They started using AtTask reports and updates in
every meeting, refocusing them on planning and
execution.
FOCUSING ON EXECUTION

14. Andy could provide a breadth and depth of
information to executive management that would’ve
been impossible just months earlier.
FOCUSING ON EXECUTION

15. Without picking up the phone, Andy and
management could see where projects were in real
time. An alignment scorecard let them compare
business, infrastructure, and clinical projects side by
side for governance discussions.
FOCUSING ON EXECUTION

16. By May 2013, Andy discovered his PMO had
communicated more in the last two months than they
had in any six-month period prior to using AtTask.
FOCUSING ON EXECUTION

17. Andy increased their AtTask licenses from 25 to 200.
FOCUSING ON EXECUTION

18. “The real value of AtTask is that it puts the focus on
planning and execution. It’s the ability to have a
central repository to slice and dice our initiatives so
that we’re putting our limited resources in the right
spots.’”
–Andy Kinnear, Director of PMO
FOCUSING ON EXECUTION

19. Summary
FOCUSING ON EXECUTION
Communication
between team
members more
than tripled.
With AtTask,
PMO team
members could
focus on
planning and
execution.
PMO increased
their AtTask
license count
800 percent.