Standardising Project Delivery Processes Across Major Infrastructure Programs
Protegic partnered with an Australian energy provider to address operational inefficiencies and inconsistent project delivery across multiple major infrastructure programs. In the wake of significant organisational change, the client was left with fragmented processes, varied standards, and inefficient communication.
Protegic implemented a consistent approach, combining document discovery, stakeholder interviews, process development, and impact analysis, to standardise practices and transform the way major projects were managed.
Business Challenge
The client had undergone significant organisational change and found that their major projects were operating with a different understanding of processes and standards. This led to cost blowouts, ineffective communications with stakeholders, and a lack of governance.
Teams were working from spreadsheets and operating inconsistently, creating inefficiencies and confusion across the organisation. The client did not have internal bandwidth or resources to address the process issues. They engaged Protegic to analyse their current state, identify pain points, and implement sustainable improvements so they could focus on business-as-usual operations.
Solution
Protegic used proven methodology that enabled transformation without disrupting ongoing operations. The team conducted comprehensive document discovery and stakeholder interviews to understand the current state, then developed targeted process improvements with clear impact analysis.
Working collaboratively with the client's teams, Protegic developed and implemented standardised processes across multiple critical areas. The approach focused on replacing fragmented practices with unified methods that all stakeholders could adopt efficiently.
Key process improvements were delivered across eight critical areas:
- Post Implementation Review (PIR)
A new PIR process was implemented to drastically improve the client's ability to learn from experience and gain insights over time.
- Requests for Information
A single standardised template replaced various existing templates with improved tracking capabilities.
- Variation Requests
Multiple practices were realigned to a single new process to ensure change items were formally identified early, expediting the process and improving project forecasting accuracy.
- Site Instructions
Increased formality through standardised templates with enhanced tracking and record management.
- Governance
Governance information was presented in a simplified view and was accessible to all project managers.
- Handover
New forms and processes were developed to consistently achieve handover requirements and formality.
- Procurement
Procurement information was structured into a series of guides for all Project Managers.
- Management Reserve
Improved processes were established for managing approvals to obtain management reserve under change request considerations.
Outcomes Achieved
- Eliminated confusing, inconsistent, and overly complex practices in favour of streamlined, standardised methods.
- Enabled all stakeholders to work more efficiently and effectively with Project Managers.
- Applied active change management principles to drive understanding, engagement, and adoption across all process participants.
- Established consistent processes that improve project forecasting accuracy.
- Enhanced stakeholder communication, creating clearer and more transparent information flows.
- Strengthened governance across all programs for better oversight and decision-making.
- Improved the organisation’s ability to deliver complex projects efficiently while maintaining operational stability.
