Introduction of a tool-supported project portfolio management

"The new PPM system is a real milestone for us. We now have a clear overview of our portfolio, where each project stands, where risks are emerging – and what really matters strategically. The project strengthens our ability to implement the energy transition reliably and proactively in the grid. The implementation has not only increased our efficiency but also significantly simplified communication among the parties involved.“

"Together with the client, we were able to develop a tailored PPM process that is both practical and future-proof – supported by intuitive tools and strong engagement from all key stakeholders.“

"Our jointly and iteratively developed PowerApps solutions fit perfectly with the client’s digitalization and automation goals – and were met with strong interest from end users. From my perspective, the success of this project lies in the clear objectives, process integration, and needs-based technical implementation – always developed together with stakeholders."

Tool-supported Project Portfolio Management – Greater Transparency, Smarter Steering

Projekt portfolio management at Syna GmbH

Objective

The aim of the project was to establish an improved, tool-supported project portfolio management (PPM) for a regional distribution network operator. The approach focused on meaningfully integrating both functional and budgetary perspectives. At the heart of the initiative was the development of a pragmatic, well-structured PPM process that empowers decision-makers to manage their project landscape more effectively and align it with strategic goals.

Implementation

The project began with a joint analysis of key pain points in the existing portfolio management approach. This formed the basis for developing a shared and organization-wide understanding of project portfolio management.

Working in close collaboration with the client, we designed a customized PPM process with clearly defined roles and responsibilities. In parallel, PowerApps applications and PowerBI dashboards were developed to support project prioritization and continuous portfolio monitoring.

A strong focus was placed on capability building: Targeted training sessions equipped both the users of the new tools and the key roles involved in information provision and portfolio governance with the necessary skills and understanding to take ownership of their tasks.

Outcome

The introduction of the new PPM led to a significant increase in transparency and efficiency. For the first time, project managers gained structured insight into initiatives beyond their immediate area of responsibility.

Management reporting has been significantly streamlined – including the ability to generate reports for executive leadership at the click of a button.

Moreover, the new system enables targeted tracking and control of project risks and dependencies. Unclear project scopes or overlapping initiatives can now be identified early through the prioritization logic and addressed proactively.

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