A state government agency sought to enhance its Program Management Office (PMO) by establishing standardized project governance, improving budget and resource visibility, and streamlining operations. Prior to implementation, project tracking was fragmented across multiple departments, and leadership lacked a centralized system to monitor initiatives, approvals, and resource utilization. M2 partnered with the agency to implement a Smartsheet-based Control Center solution, delivering department-specific templates, real-time dashboards, automated workflows, and resourcing tools. This transformation matured the agency’s PMO, improved operational efficiency, and enabled leadership to make quicker data-driven decisions. Additionally, M2 implemented workflow automation solutions to streamline administrative functions, improving efficiency across key operational areas.
Client Challenges
Fragmented Project Management & Lack of Centralized Oversight
The agency’s PMO structure was immature, with departments managing projects in silos and no centralized system for tracking progress, budgets, or approvals
Limited Visibility into Budget & Resourcing Data
Without an integrated solution, leadership lacked real-time insights into budget utilization, staffing needs, and overall resource allocation
Inefficient Manual Processes Impacting Productivity
Key operational workflows, such as approvals, document generation, and service request tracking, were manual, leading to delays and administrative inefficiencies
Disjointed IT Support & Scheduling Processes
The agency required a centralized calendar to manage 24-hour tech support and an automated IT ticketing system to enhance request tracking and response times
M2's Customized Solutions & Implementation
For each of the solutions below M2 used its business process automation methodology and developed customized apps powered by Smartsheet
Solution 1
Centralized PMO Control Center & Governance Framework
- M2 leveraged its proprietary PMO methodology to design and implement a multi-department PMO solution aimed at reducing operational inefficiencies and cutting unnecessary costs. By integrating Smartsheet’s Control Center, we provided real-time tracking, standardization, and oversight, helping to ensure taxpayer funds were spent more efficiently. Solutions we developed included:
- Standardized templates for each department, streamlining project execution and eliminating redundant reporting efforts
- Departmental dashboards to centralize operations, enabling teams to reduce administrative waste and focus on mission-critical work
- Leadership portfolio dashboard, providing real-time project financial oversight, enhancing accountability, and optimizing resource allocation to prevent unnecessary expenditures
- Customized templates for each department to establish consistent project execution and reporting standards.
Solution 2
Automated Budget & Resource Management for Cost Reduction
To enhance financial responsibility, M2 implemented budget automation tools, ensuring greater fiscal transparency and efficiency. This included a real-time budget tracker that enabled leadership to monitor expenditures, adjust financial planning proactively, and prevent budget overruns.
Solution 3
Procurement Automation & Compliance Tracking
Workflow Automation for Increased Productivity & Cost Savings: To eliminate manual inefficiencies and reduce unnecessary labor costs, M2 deployed Smartsheet-powered automation solutions, streamlining administrative tasks and reducing overhead. This automated project approval workflows expedited decision-making, cutting approval times by 60% and reducing administrative delays. AI-powered document generation eliminated manual paperwork, saving valuable staff hours and reducing labor costs. Automated task notifications and alerts kept stakeholders informed, eliminating unnecessary follow-ups and improving workflow efficiency.
Solution 4
IT Operations & Service Request Optimization for Cost Efficiency
Recognizing the need for cost-effective IT support and resource management, M2 implemented automated solutions to improve service delivery while reducing administrative costs. This included a centralized 24-hour tech support calendar which optimized scheduling, reducing unnecessary overtime costs and ensuring efficient workload distribution. An automated IT ticketing system enabled real-time service request tracking, reducing response delays and minimizing downtime, leading to increased cost savings.
Results Achieved
By implementing cost-saving automation, streamlining project oversight, and improving financial management, M2 helped the State agency operate with greater efficiency, reduce waste, and maximize taxpayer savings.
PMO Maturity & Centralized Project Management
- Established a unified project governance framework, ensuring standardized execution across departments
- Increased budget and resource visibility, enabling data-driven decision-making for financial and staffing needs
- Implemented automated approvals, expediting decision cycles and reducing administrative delays
Enhanced Work Automation & Operational Efficiency
- 50% reduction in administrative overhead through automated reporting and approval workflows
- Streamlined project communication, eliminating manual status updates through real-time dashboards
- Automated document generation, accelerating the production of reports, forms, and contracts
Optimized IT & Service Request Management
- Reduced IT response times by implementing automated ticket tracking and prioritization.
- Improved scheduling accuracy with the 24-hour tech support calendar, ensuring seamless workload distribution.
Are You Ready to Optimize Your Project Management & Operations?
Contact M2 today to discover how our tailored solutions can drive efficiency and long-term success
