Context
A large company in the financial sector undertook an organizational transformation to improve the management of its project portfolio within one of its vice-presidencies. The objective was to implement agile and incremental governance inspired by the SAFe (Scaled Agile Framework) framework to improve the prioritization and management of projects related to enterprise architecture. The project spanned a period of six months.
Objectives of the mandate
Implement agile governance to better prioritize and manage projects in the enterprise architecture portfolio, while optimizing budget management through rigorous monitoring. Support teams in prioritizing current and upcoming tasks and projects to ensure greater consistency in execution.
Improve change management by actively participating in transformation strategies, while orchestrating interdependencies between different portfolios and projects. Finally, ensure effective accountability to the responsible manager and management committees.
Project progress
1. Initial diagnosis
An inventory was conducted to identify the challenges encountered in current portfolio management. These issues included a lack of visibility across the entire portfolio and project progress, difficulty prioritizing initiatives based on available resources and strategic objectives, and a non-standardized governance process, leading to delays and inefficiencies.
2. Design and implementation of the new governance
A standardized process was developed to structure the monitoring, steering, and executive committees. A proof of concept was conducted for the use of Kanban in portfolio project monitoring. Participation in a Kaizen workshop helped improve request prioritization. A consolidated monthly reporting system was implemented to ensure better progress monitoring, while more refined capacity management of the sectors involved helped optimize project execution.
3. Coaching and supervision of teams
Advising managers on the best project execution strategies. Monitoring and adapting new priorities set by enterprise architects.
4. Performance monitoring and improvements
Analyze portfolio performance indicators to recommend areas for improvement. Participate in the creation of an annual roadmap defining the major milestones and priorities of the portfolio. Present project progress to executive and management committees.
Key Results
✅ Standardization of project governance and prioritization processes.
✅ Optimization of budget management and better visibility on resource usage.
✅ Reduced decision-making times through more efficient governance.
✅ Improved communication between teams and management.
Key Success Factors
- Agile and iterative approach allowing rapid adjustments based on realities on the ground.
- Close collaboration with field teams and managers to ensure strategic alignment.
- Rigorous monitoring of performance indicators, enabling continuous improvement of the portfolio and selection of the right priorities.
- Active involvement of stakeholders, ensuring better adherence to change.
Lessons learned and recommendations
Visual tools
Use visual tools (Kanban, tracking charts) to promote transparency and efficiency.
Change management
Anticipate resistance to change by integrating change management strategies from the start of the project.
Management involvement
Ensure continued involvement of senior management to maintain momentum and commitment around the transformation.
Progressive implementation
Promote a gradual approach to the implementation of new practices, in order to facilitate their adoption.
Conclusion
The project enabled this large financial sector company to structure and optimize its project portfolio management using agile methods. By applying SAFe principles and implementing new governance practices, the organization gained greater efficiency and clarity in managing its strategic initiatives.
This approach laid the foundation for more efficient and adaptable management, ensuring better allocation of resources and an increased capacity to respond to the changing priorities of the IT services sector.