CUSTOMER STORY
Delivering a Strategic Transformation: BPAY Group and pmo365
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938 938
Payments made per minute
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$1.5 billion
Transferred through BPAY daily
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60,000+ 60,000
Businesses and 150+ banks use BPAY
BPAY Group had grand plans: to initiate a strategic transformation by delivering a series of projects. Head of Project Services, Sean Nairn, quickly realised that the PMO needed a new project management solution to achieve this transformation.
Keeping the customer and organisation needs at the top of mind, BPAY Group wanted a digital solution that would empower their team members, and optimise operations throughout the company. Here’s how they did it.
About the organisation
BPAY Group
BPAY is an electronic bill payment system which allows customers to securely transfer funds to businesses. Over 60,000 businesses and 150 banks offer BPAY, making it easy for customers to pay their bills, and for businesses to settle their accounts receivable. BPAY prides itself on being easy, secure, an expert in the industry, and Australian.
BPAY Group selected a series of projects which, once completed, would deliver a strategic transformation. Sean Nairn, Head of Project Services, managed program and portfolio managers, business analysts, and PMO analysts to deliver BPAY’s business and technology project portfolio, and developed the annual portfolio plan addressing milestones, budgets, and resource requirements for executive approval.
The requirements
Four requirements for a new PPM solution
BPAY needed a tool that supported both its established framework and its users. It had to be in the cloud, fully supportive of existing methods and processes, and, perhaps most importantly, it had to appeal to users: management’s visibility of benefits would only happen if users embraced the tool in their day-to-day jobs.
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A cloud-based solution
Instantaneous, accessible real-time data increases visibility on the status of projects across the organisation, and increases security with backups built in.
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Compatible with BPAY’s established method
BPAY Group already had established PPM processes and methods. Integration of its financial system was central to the success of these processes and the organisation as a whole.
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Easy to learn and use
Success depends on how many people actively transition to the new system. The solution had to be easy for the team to learn and use, to maximise adoption and reap the full benefits.
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Sophisticated and flexible
While simple to learn, the solution still needed to be sophisticated enough to manage the variety of projects being delivered: flexible, reliable, and able to support the complexity of the portfolio overall.
"We needed a tool that both supported our framework and the users. It had to be in the cloud, and it had to be fully supportive of our methods and processes. But perhaps most importantly, it had to appeal to our users: we knew that management’s visibility of benefits would happen if users embraced the use of the tool in their day-to-day jobs."
The solution
An intuitive and intelligent PPM solution
pmo365 is an intuitive project management environment, implemented using the business intelligence of the Microsoft Power Platform. With a comprehensive Solution Library and the ability to connect to over 900 other software applications, pmo365 offered BPAY a versatile and robust PPM solution to meet its unique needs.
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A cloud-based solution
One secure database for all project management information. Configuring all data to a single source of truth in the Power Platform Dataverse gave BPAY increased visibility for all stakeholders, easy accessibility for all users, increased efficiency from compiled data, and automatically generated Power BI reports.
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Integration with pre-existing systems
pmo365 integrated BPAY’s entire financial system. Finance and project data now update automatically across the organisation, while pmo365 works with pre-existing systems, software, and business functions to maintain the best user experience.
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Easy. It’s that simple
Deployed to BPAY’s own Microsoft 365 tenant, with no building from scratch, no overheads, and no lock-in contracts. Users were already familiar with the Microsoft products in their solution, and the interface was customised for the best user experience.
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Robust tools for all project management needs
pmo365 brought a large amount of project and financial data under one umbrella, incorporating a large variety of users, functions, apps and connectors. The entire Solution Library, and all new updates, are owned by BPAY for building new PPM capabilities into the future.
The benefits
Visibility, insight, consistency, and the right projects
Increased visibility
BPAY’s project managers gained accurate, real-time project information and status updates without navigating scattered files and spreadsheets. With automated governance protocols, real-time dashboards, and integrated data sources, they could focus on managing projects instead of doing administration.
Enhanced reporting and insights on all levels
pmo365 intuitively produces reports, metrics, and dashboards to generate portfolio assessments and business insights. Notifications draw attention to areas of concern and guide users on how to deal with them, assisting BPAY’s PMO in its understanding and decision-making.
Consistency across project delivery and reporting
Consistent project management is good project management. pmo365 assisted BPAY Group to refine its processes and build reliable, repeatable delivery practices for all their projects.
Prioritisation of the right projects
BPAY’s project management strategy now has a far more strategic focus, with a comprehensive approvals process for new initiatives, the identification and measurement of project benefits, and real-time, accurate measurement of performance against agreed baselines. Next, BPAY Group is looking to integrate pmo365 with JIRA and track roadmaps directly linked to its strategic pillars and objectives.
"This has been a very successful implementation. The tool is highly flexible and EPM Partners’ unique pmo365 services are first class. We have very successfully introduced a world-class PPM system that fully supports the PMO in its execution of projects at BPAY."
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