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AÉSIO Mutuelle·2023 —

Deciding on today’s numbers.

The problem

~150 projects steered through a monthly Excel report: 2 days of preparation, data out of date on release and no consolidated view. The real need: the right data at the moment of decision.

What discovery revealed

  1. Project slippage detected too late to correct.
  2. Trade-offs made without reliable, up-to-date data.
  3. No visibility for managers on their teams’ workload or cross-project requests.
  4. Unspent budget, invisible when trade-offs were made.

What I did

Discovery20 interviews at launch, then a cycle every quarter. 4 personas identified.
Vision“Give strategic and operational visibility over the IT project portfolio through a unified, scalable platform.” In practice: move from a monthly report to reliable data, refreshed daily.
Trade-offsAn MVP that first automates the existing report: new requests wait. Only the KPIs that drive decisions stay (Use Case, Cost, Impact / MoSCoW).
DataReliable data before the screen: 14 APIs connected and data-quality rules defined before development.
Prototype and deliveryWith no designer or QA on the team, I designed the flows and wireframes, tested prototypes with the 4 personas, then ran acceptance testing. MVP shipped in 4 months.
Rollout and measurementProgressive rollout, by user groups. Adoption tracked feature by feature, daily at each launch then as a monthly average, plus NPS. A second product, Data Quality, keeps the data reliable.

The cockpit

Four cockpit screens, reduced to their message. The real screens, I show them in interviews.

Redrawn excerpt · fictional data
Projection is 17% above planned effort
Spent
7,100 d
Planned
8,400 d
Year-end projection
9,800 d
Run takes 71% of time spent24,600 days spent
Projects
29%
Team activity
18%
Day-to-day activity
53%
2 projects drifting, 3 to watchAt the current pace, days of work missing (−) or ahead (+) at year end
  • Project A−260
  • Project D−220
  • Project H−140
  • Project E−90
  • Project B−60
  • Project F+90
  • Project C+120
  • Project G+160
  • Over 200 days behind
  • Under 200 days behind
  • On track
2 departments out of 4 lack capacityPeople available for projects, compared with planned work. 100%: just enough.
  • Department B77%
  • Department A92%
  • Department C200%
  • Department D208%
  • Not enough people
  • Spare capacity

Results

95%average feature adoption (target 80%)Monthly average per feature, across ~250 users
+55NPS180 respondents out of ~250 users (72%) · 60% promoters, 5% detractors
75%reporting preparation time saved2 days → 0.5 day per month, for the PMO team

Testimonial

“His work was decisive in turning a heavy, manual process into a real-time BI solution. […] Always available and proactive, he also brought stakeholders together around a coherent roadmap.”
Christophe G., project portfolio coordinator, AÉSIO Mutuelle · public recommendation, on LinkedIn (Recommendations section; translated from French)

What I took away

“Adoption is won during discovery, not at rollout.”
How I work →