Transformation of Portfolio and Project Management at Melbourne Airport

Explore the successful deployment of Altus by Sensei Project Solutions at Melbourne Airport, enhancing project management efficiency, visibility, and financial integration. Discover the challenges, opportunities, initiation, execution, and analysis phases.

Summary:
The case study(Case study: Melbourne Airport - Sensei Project Solutions, 2020) is on the transformation
of portfolio and project management at Melbourne Airport, one of Australia's largest airports. Prior to
the transition, the airport struggled to manage projects and portfolios efficiently due to outmoded
technology and manual methods. To address these difficulties, Melbourne Airport chose Altus, a project
portfolio management (PPM) system offered by Sensei Project Solutions.
Altus, which was based on Microsoft Dynamics and the O365 Power Platform and linked with MS Teams,
provided a consolidated platform for managing projects, programs, and portfolios. This technology
solution offered a uniform and dependable source of information, solving the issue of restricted visibility
and control. With Altus, the airport received real-time access to project data, allowing for more informed
decision-making and cooperation.
The incorporation of Altus into Melbourne Airport operations was a watershed moment, transforming
project management. This cutting-edge platform provided various benefits, including increased
consistency, efficiency, and scalability. Altus' capacity to give thorough supervision was a significant
selling point. Following deployment, the Project Management Office (PMO) received unprecedented
visibility into active projects and portfolios, providing us with essential insights for informed decision-
making and effective resource allocation. Altus also simplified the creation of real-time data and made
essential features more accessible to project managers, support workers, and stakeholders. These
simplified procedures sped up processes while also encouraging wider adoption throughout the firm.
Challenges:
Melbourne Airport's project management procedures had a number of difficulties prior to the
integration of Altus. Manual processes and antiquated legacy technology hampered productivity and
efficiency. Split efforts and a lack of comprehensive view of the project environment were caused by the
lack of a single system for managing projects and portfolios. This made it challenging to monitor
initiatives and determine their worth and advantages. It was difficult to provide stakeholders with timely
and accurate information, which hindered collaboration and efficient decision-making.
Moreover, more issues were brought about by the lack of scheduling integration and efficient reporting
systems. Schedule coordination and maintaining smooth communication amongst many projects proved
difficult, which might have resulted in delays and inefficiencies.
Opportunities:
Melbourne Airport had some positive benefits after Altus was installed. Our operations became more
uniform and efficient when we used Altus's well-organized platform to manage projects, initiatives, and
portfolios. The technology seamlessly linked with our finance and operational platforms, offering real-
time financial management and enhancing our overall financial knowledge. The process of generating
comprehensive reports was also made easier and more efficient by Altus's streamlined reporting
procedures. In addition to saving time, decision-makers may always rely on up-to-date, trustworthy
information to support their well-informed choices. Additionally, by assisting us in anticipating and
addressing potential issues early on, Altus's automated forecasting capabilities greatly enhanced our
planning processes.

Initiation Analysis:
Melbourne Airport's portfolio and project management transformation project was started in response
to the shortcomings of several manual techniques and old systems. The company was aware of the
shortcomings of its current project management procedures, such as the inability to centrally see and
manage portfolios, the reporting tools' limitations, and the challenges involved in giving stakeholders
timely information. Effective decision-making, resource allocation, and the realization of project benefits
were all directly impacted by these difficulties.
Melbourne Airport started an initiative to enhance its project management procedures by putting in
place a project portfolio management (PPM) system in order to address these problems. They hired
Sensei Project Solutions, a specialized supplier of PPM solutions, and determined that their Altus
platform would be the best means of enacting change. An extensive assessment of the existing policies,
practices, and organizational needs was the first step in the project. Melbourne Airport worked closely
with Sensei to specify the goals, objectives, and expected results of the project.
The project team thoroughly evaluated Melbourne Airport's current project management situation
during the launch phase. They noted difficulties, deficiencies, and areas that could use improvement.
The group also thoroughly considered the advantages and disadvantages of putting Altus into practice.
The value proposition was successfully communicated, a strong business case for the project was
created, and organizational support and funding were obtained thanks in large part to this research.
Execution Analysis:
Sensei Project Solutions and Melbourne Airport officials worked closely together to integrate Altus, the
selected PPM solution, during the project's execution phase. A number of crucial tasks were completed
in order to guarantee a successful execution:
 Solution Configuration: In order to tailor the Altus solution to Melbourne Airport's needs, the
project team thoroughly examined those needs. This required coordinating the system with the
workflows, reporting requirements, and project management procedures of the company.
 Integration with Finance and Operations Systems: Real-time financial management over projects
was made possible by Altus's smooth integration with the airport's current finance and
operations systems. To guarantee a smooth transfer from obsolete systems to the new platform,
data migration procedures were conducted.
 Project managers and support staff received inclusive training to familiarize them with Altus's
functionalities. This includes training related to change management. To guarantee user
acceptability and reduce opposition to the new system, change management techniques were
implemented.
 Process Simplification: By utilizing Altus's capabilities, the execution phase sought to simplify
project management processes. Standardized project templates, workflows, and approval
procedures had to be created for this. To improve planning efficiency and lessen administrative
burden, scheduling capabilities and computerized forecasting were placed into place.
 Monitoring and Assessment: The project team kept a close eye on key performance indicators,
regularly evaluated the project, and monitored the implementation process throughout the
execution phase. By doing this, it was made sure the project would stay on course and in line
with its goals.

During the execution phase, the project team, stakeholders, and end-users communicated and
collaborated continuously to address any issues or concerns and guarantee a successful implementation.
Overall, the commencement and implementation of Melbourne Airport's portfolio and project
management reform project exhibited a proactive approach to tackling existing difficulties and
capitalizing on potential for improvement. The extensive analysis performed during commencement laid
a solid foundation for the project, while the execution phase concentrated on creating the solution,
integrating systems, educating users, and streamlining operations. Melbourne Airport and Sensei Project
Solutions collaborated to successfully install Altus, which improved project management techniques and
supported the airport's efficient operations and future expansion.

Analysis:
Background:
Melbourne Airport, administered by the Australian Pacific Airports Corporation (APAC), is one of the
region's key aviation hubs, along with Launceston Airport in Tasmania. Melbourne Airport, known for its
enormous Capital Works investment, has set aside huge budgets for current and future projects worth
up to $1.5 billion. Over the next decade, annual budgets of no less than $1 billion are set aside for
various developments.
Melbourne Airport's significant initiatives include the establishment of a commuter rail link, the
completion of an extra runway, and the construction of a new terminal, Terminal 5. These efforts
demonstrate the airport's unwavering commitment to improving infrastructure and meeting the
increasing demands of air travel. In the fiscal year 2018/2019, Melbourne Airport achieved a historic
milestone by welcome 37.4 million passengers to Australian soil. However, the onset of the COVID-19
pandemic in early 2020 caused unprecedented disruptions and economic consequences in the aviation
industry.
Alternative Solutions:
Melbourne Airport considered a number of options in response to the business issue before choosing to
use Altus:
1. Status Quo: Keeping things as they are with antiquated systems and manual labor was one
alternative. But making this decision would have just served to maintain the constraints and
inefficiencies that prevented effective project management.
2. Custom-Built Solution: Melbourne Airport may have thought about creating a project
management system that was especially designed to meet its particular needs. Although this
option offers a great degree of customization, designing, building, and maintaining such a system
would have taken a substantial amount of time, money, and skills.
3. Off-the-Shelf Software: Using off-the-shelf project management software was an additional
option. Compared to a custom-built solution, this alternative can be implemented more quickly,
but it could still need to be customized to meet certain needs. There can be difficulties
integrating the software with the airport's current systems.
4. Working together with a PPM Solution Provider: In the end, Melbourne Airport decided to use
Sensei Project Solutions' PPM system, Altus, in partnership with them. This substitute offered a
thorough answer backed by a plethora of project management knowledge and industry
experience. Based on the O365 Power Platform and Microsoft Dynamics, Altus provided a range
of features and integration capabilities specifically designed to meet the project management
requirements of the airport.
Proposed Effective Solutions:
The proposed effective solution for Melbourne Airport was the adoption of Altus in collaboration with
Sensei Project Solutions. This approach provided numerous benefits that were consistent with the
airport's aims and addressed the highlighted challenges:
1. Comprehensive Functionality: Altus offered a wide range of services, including portfolio
management, scheduling, financial connectivity, and reporting. This broad functionality

guaranteed that all aspects of project management were addressed, enabling a centralized and
integrated approach.
2. Integration with Existing Systems: Altus, which is built on the Microsoft Dynamics and O365
Power Platform, integrates seamlessly with Melbourne Airport's existing systems. This interface
avoided data duplication, increased data accuracy, and enabled real-time information
interchange among departments and stakeholders.
3. Tailored Implementation: Sensei Project Solutions held detailed workshops to gather needs and
prioritize areas for delivery. This collaborative approach guaranteed that Altus was suited to
Melbourne Airport's unique project management requirements, boosting the likelihood of
successful adoption and user satisfaction.
4. Scalability and Future Development: Altus offered scalability, meeting the airport's current
project management requirements while allowing for future expansion. Furthermore, the
dedication to developing features for all levels of project management maturity demonstrated a
long-term partnership with Sensei Project Solutions and a continual improvement strategy.
Supporting evidence:
The case study included various pieces of evidence supporting the effectiveness of the proposed
solution:
1. Reduced Manual work: The use of Altus resulted in a significant reduction in the manual work
necessary for reporting. The case study said that report creation time was reduced from four to
five days to about half a day. This decrease in manual work suggests increased efficiency and
streamlined operations.
2. Increased Visibility and Control: Altus provided the PMO with a single source of truth, allowing
for better visibility and control over enterprise and capital projects. With a single location to
manage projects and portfolios, the PMO could track progress, identify risks, and make educated
decisions. This increased visibility and control were critical to successful project management.
3. Financial Integration and Automation: Altus provided complete financial integration with Finance
& Operations, allowing for accurate budgeting, forecasting, and invoice approval. Altus'
automated capabilities reduced manual financial processes while providing real-time data,
hence enhancing financial management accuracy and efficiency.
4. User Adoption and Commitment: According to the case study, Altus was adopted by 100% of
project managers and received positive feedback from support personnel and other
stakeholders. The commitment to further functionality development demonstrated a high level
of satisfaction and confidence in the system's long-term benefits.
Conclusion
In conclusion, the case study analysis of the transformation of portfolio and project management at
Melbourne Airport reveals the success of deploying Altus in collaboration with Sensei Project Solutions.
By tackling the challenges of diverse systems and manual processes, the proposed solution yielded
significant benefits and favorable results. The introduction of Altus resulted in less manual work, with
report production time cut from several days to just half a day. This streamlined method increased the
efficiency and productivity of the project management function. Furthermore, Altus provided improved
visibility and control by allowing over 60 stakeholders to view real-time front-end reports. This increased
visibility enabled more informed decision-making, resulting in better project outcomes.

Altus' financial integration and automation capabilities increased the accuracy and efficiency of
budgeting, forecasting, accruals, and invoice approval. This interface streamlined manual financial
processes and supplied real-time data, hence improving financial management techniques. The high user
adoption rate among project managers, as well as good feedback from support staff and stakeholders,
suggest that Altus was successfully implemented and that users were satisfied. The commitment to
further functionality development demonstrates a long-term cooperation and a continual improvement
strategy.

References:
Case study: Melbourne Airport - Sensei Project Solutions (no date). Available at:
https://www.senseiprojectsolutions.com.au/case-study-melbourne-airport/ (Accessed: March 26, 2024).