The Problem
- Project tool schema had grown organically — 6+ fields unused or duplicated
- No tracking for proposal review dates, responsible owners, or backup coverage
- No company-wide naming convention or creation protocol
- Stale entries (wrong owners, closed projects still open) reducing trust in the tool
- No resourcing visibility across active work
What Was Built
01
Schema cleanup
6 redundant fields removed; key fields renamed for clarity — less friction in daily use.
02
New tracking fields
Review date, backup/resilience owner, and proposal value added to every project record.
03
Ownership review
All entries reassigned, consolidated, or closed — no orphaned or mis-attributed records left live.
04
Org-wide resourcing survey
Survey sent to all department heads to surface resourcing gaps and resilience risks for the first time.
05
Governance protocol
Naming conventions, creation rules, and ownership accountability written up as a standing protocol.
Outcomes
- Cleaner views — fewer fields means faster data entry and review
- Review dates and ownership now tracked per project (previously invisible)
- Resourcing resilience visible for the first time across the portfolio
- Survey results surface actual utilisation data for leadership decisions
Key Metrics
| Metric | Result |
|---|
| Redundant fields removed | 6 |
| New tracking fields added | 3 |
| Surveyed | All department heads |
| Governance protocol | 1 established |
Next-Level Improvements
- Budget hierarchy: sub-budgets nested under parent categories
- Naming convention standard enforced at creation
- Separate views: internal projects vs client-facing work
- EAC and margin calculations surfaced in live reports
Ideal For
Agencies, consultancies, project-led organisations using tools like Productive, Monday, Asana, or Notion for project and budget management.
Stack & Methods
Schema designOwnership modelResourcing surveyGovernance protocol
Next Engagement
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