Automated Program Management Solution

A group of three RedCloud Consultants encountered the challenge of managing a multi-year, enterprise-wide transformation project that involved over 120 client stakeholders from various departments. To address this, they collaborated with the Technical Solutions team to develop a solution leveraging SharePoint, Power Automate, and Power BI. The final solution was implemented in approximately 100 hours over a three-month period, resulting in substantial time and effort savings for the RedCloud team.

Client Situation

The RedCloud team responsible for planning a large ERP implementation was overwhelmed by the task of managing relationships, tasks, and deliverables for more than 120 stakeholders using an entirely manual process. This created risks of missed deadlines, overlooked tasks, and inefficiencies in communication and reporting.

Recognizing the need for a better approach, the team reached out to RedCloud’s Technical Solutions group for help in designing a system that could:

• Monitor deadlines and task assignments automatically

• Send automated email notifications and reminders

• Automatically create tasks in SharePoint

• Provide real-time reporting on project status and team output via Power BI

Our Approach

RedCloud’s Techincal Solutions team designed an integrated system leveraging:

1. Three SharePoint Lists for task and stakeholder tracking

2. Five Power Automate Flows to manage notifications, task creation, and mailbox monitoring

3. One Power BI Report to provide metrics and visual insights

Key features included:

• Selecting from multiple email templates with dynamic details for automated messages

• Reviewing drafts before sending individualized emails to a large audience

• Scheduled reminder emails based on predetermined due dates

• Automated task creation in the project plan with relevant metadata

• Monitoring a shared mailbox for replies and attaching them to the correct project tasks

• Power BI visualization of task status, automated email metrics, average turnaround times, and drill-down capabilities

The solution streamlined workflow, improved communication, and freed the RedCloud team to spend more time interfacing with stakeholders. The team also co-developed a roadmap for future enhancements and scalability across other areas of the client organization.

Impact

The automated solution transformed project management for the RedCloud team:

• Efficiency Gains: Reduced manual effort and ensured no tasks were overlooked

• Improved Response Times: Automated communications accelerated stakeholder interactions

• Enhanced Visibility: Power BI dashboards provided clear insight into project progress and team performance

• Quantifiable Value: Enabled the team to demonstrate their contribution and capacity more effectively

• Scalability Potential: Positioned the solution for adoption in other client areas, generating excitement for expansion

By integrating automation and reporting, the team achieved higher efficiency, stronger accountability, and increased confidence in delivering project milestones on time.

Ready to streamline your enterprise project management?

Contact RedCloud’s Technical Solutions team today to learn how we can help automate program management, improve reporting, and create measurable impact across your organization.