Bristol Airport PMO's Transformation Journey with Power Framework PPM
Bristol Airport Transforms Project Portfolio Management with Power Framework PPM, for a diverse set of portfolios across Infrastructure, Engineering, and IT
COMPANY
Industry
Public sector
location
Bristol, United Kingdom
PRODUCTS
Power Framework PPM
Background
Bristol Airport, a rapidly growing regional airport in the UK, has seen significant expansion since its terminal first opened in 2000. Initially handling around 2 million passengers, the airport now accommodates over 10 million passengers annually. This growth has necessitated the development of a robust Portfolio Management Office (PMO) to manage its expanding portfolio of projects.
The PMO at Bristol Airport was established in 2018, initially as a one-person operation led by Sarah Landen as PMO & Portfolio Manager. Over the years, the team has grown to include experts in change management, portfolio control, and risk management, ensuring a well-rounded approach to project management.
The PMO is responsible for overseeing a diverse range of projects across three core business areas: Infrastructure, Engineering, and IT. Notable projects include the Multi-Storey Car Park 2 (MSCP 2) and the Public Transport Interchange (PTI), which are set to transform passenger access to the airport. The PMO manages approximately 27 programs and nearly 200 live projects, with a five-year business plan that delivers approximately £400 million in investment.
Challenges
Sarah encountered a range of significant challenges in establishing the Project Management Office (PMO). As Sarah describes it,
"The airport was experiencing rapid growth, but there were minimal processes in place to manage this expansion effectively. This lack of structured processes made it difficult to oversee projects and ensure their successful completion."
Sarah Landen
PMO & Portfolio Manager, Bristol Aiport
One of the primary obstacles Sarah faced was resistance to change within the organisation. Many employees were accustomed to existing ways of working and were hesitant to adopt new processes and systems. This resistance made it challenging to implement the necessary changes to improve project management practices.
Many individuals managing projects did not have formal training in project management, leading to inconsistent practices and a lack of standardisation. This situation was further compounded by the absence of well-established project sponsorship, which affected oversight and accountability for projects.
Forecast accuracy was another major challenge. The PMO only achieved approximately 75% of the capital program investment in 2023, resulting in a lack of confidence from the board in the PMO’s ability to deliver on its commitments. This issue was exacerbated by a prevalent optimism bias among project managers, who often had unrealistic expectations and plans for their projects.
There was also a strong preference for quickly moving into the deployment phase of projects without adequate planning. This rush to deployment often resulted in projects that were not thoroughly thought out, leading to issues during execution. Furthermore, the PMO struggled with the absence of a single source of truth for project data. Information was scattered across multiple Excel spreadsheets, making it difficult to access and manage efficiently.
It was clear that a comprehensive project portfolio management solution was needed to provide the foundation for transformation.
Finding the Right Tool
The selection process for a project portfolio management tool at Bristol Airport began with the PMO identifying their key objectives and high-level requirements. To build a strong business case, the PMO worked closely with their business analysts to outline the specific needs and benefits of implementing a new tool. They then secured the buy-in of the executive team, which was crucial to the project’s success. The rapid growth of the portfolio, combined with the need for transparency and improved project management practices, helped convince executives of the necessity of this investment.
The PMO then collaborated with the IT and Procurement teams, initiating a tender process to evaluate different vendors and solutions. During this process, they came across the Power Framework PPM tool. This tool stood out because it was built on the Microsoft platform, aligning perfectly with Bristol Airport’s existing infrastructure. The platform’s familiarity with users, along with its robust integration capabilities, made it an attractive choice. Deployed within the Microsoft ecosystem, including Teams and SharePoint, it provides enhanced collaboration and document management capabilities.
The Power Framework PPM tool covered the entire project lifecycle, from initial idea and strategy alignment to project delivery and reporting. Its out-of-the-box features, such as risk management, financial management, and resource management, provided the comprehensive functionality the PMO needed. Additionally, the tool’s ability to generate detailed reports and dashboards using Power BI was a significant advantage, as it provided better visibility and informed decision-making.
Implementing the Tool
Once the decision was made to proceed, the PMO team collaborated with the Power Framework team to tailor the solution to Bristol Airport’s specific needs. This involved several internal stakeholder meetings and requirements workshops to ensure that the tool would meet the diverse needs of the organisation. The build phase included the creation of a sandbox environment for testing and gathering feedback, which enabled the team to refine the tool before its full deployment.
One of the challenges faced during implementation was the data migration from numerous Excel spreadsheets to the new system. This process required substantial PMO support. Having then gone through testing and training activities, the solution was ready to go live.
The PMO then collaborated with the IT and Procurement teams, initiating a tender process to evaluate different vendors and solutions. During this process, they came across the Power Framework PPM tool. This tool stood out because it was built on the Microsoft platform, aligning perfectly with Bristol Airport’s existing infrastructure. The platform’s familiarity with users, along with its robust integration capabilities, made it an attractive choice. Deployed within the Microsoft ecosystem, including Teams and SharePoint, it provides enhanced collaboration and document management capabilities.
The Power Framework PPM tool covered the entire project lifecycle, from initial idea and strategy alignment to project delivery and reporting. Its out-of-the-box features, such as risk management, financial management, and resource management, provided the comprehensive functionality the PMO needed. Additionally, the tool’s ability to generate detailed reports and dashboards using Power BI was a significant advantage, as it provided better visibility and informed decision-making.
"Going live with Power Framework completely revolutionised how we see project information."
Chris Pickard
Portfolio Officer
The Outcome
Since implementing the Power Framework PPM tool, the PMO at Bristol Airport has experienced significant improvements in their project management practices and overall efficiency. One of the most notable outcomes has been the establishment of a single source of truth for project data.
Power Framework’s tool has streamlined the way the PMO operates, providing better visibility into project statuses, risks, and financials. This enhanced visibility has enabled the PMO to consistently achieve forecast accuracy within 5% of its monthly phasing, significantly increasing the confidence of the executive team in the PMO’s ability to deliver on its commitments. The executives themselves are users of dashboards and reports, providing them with instant access to project information.
The integration with Microsoft tools, such as Teams and SharePoint, has revolutionised document storage and collaboration. Project managers can now easily access and share project documents, reducing the time spent hunting for information and improving overall efficiency.
"We were excited about Power Framework's AI capability. It is so useful to project managers, particularly in working with risk and benefit data."
Sarah Landen
PMO & Portfolio Manager
The implementation of the tool has also addressed the issue of optimism bias among project managers. With access to real-time data and insights, project managers can make more informed decisions and develop realistic plans. This shift in mindset has been supported by the tool’s AI capabilities, which provide suggestions for risks, benefits, and return on investment, helping project managers to better plan and mitigate potential issues.
With Power Framework PPM in place as a solid foundation, the PMO has also focused on increasing the competency of its project management community. By aligning their terminology with the Association for Project Management (APM) and providing employees with APM training, they have established a common language and understanding of project management principles throughout the organisation.
This alignment has further strengthened the PMO's effectiveness and its ability to support the business in reaching its strategic goals. Overall, the implementation of the Power Framework PPM tool has resulted in a more efficient, transparent, and effective PMO at Bristol Airport, which has built its reputation for successfully managing its expanding portfolios of projects and consistently delivering successful outcomes.
Sarah Landen
PMO & Portfolio Officer,
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