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

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

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

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

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.

“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

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.

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

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

STANDARDIZATION MEETS CUSTOMIZATION

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

“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

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

FOCUSING ON EXECUTION

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

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

FOCUSING ON EXECUTION

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

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

Andy increased their AtTask licenses from 25 to 200.

FOCUSING ON EXECUTION

“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

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.