Challenge

The client currently uses Google Workspace or their own customer's project management tool to manage their own projects and create project artifacts that, in turn, make these artifacts difficult to locate for later reference, often causing unnecessary, additional work as a result.

The client had their own criteria that the new PM tool needed to meet. The new software must:

• offer cloud hosting

• be flexible enough to manage waterfall, agile, and hybrid projects

• include a central code repository

• include service desk management features

• include document management features

They also noted some KPIs that they would like the new software to meet. They were to:

• reduce the project manager's hours per project by 10%

• reduce meeting time by 25%

• reduce the number of project documents created outside of the project management tool by 50%

With that list, our team decided that Jira seemed like a good fit. And once we got the approval, began planning the project that would implement it.

Approach

First, we needed to decide on our own PM tool to use. We ended up choosing Monday.com because of its very user friendly interface and highly applicable features.

Since this was a waterfall project, we created all the required artifacts which included the project chart, project schedule, project dashboard, risk management plan, risk register, and communication management plan. We then executed the project while mitigating risks and maintaining the project's timeline, all the while keeping track of our KPI targets.

When the project came to a close, it was formally closed and all parties involved were notified.