Sergiy Kurinnyy is the Deputy CEO of Retail Group, responsible for IT, logistics, security, and PMO (Project Management Office) directions. He has been working in the company for 8 years.
He successfully completed the “Business and IT Project Manager (BPM1)” program in 2022 from LEO Consulting & PRO PM.
Sergiy told us about the process and results of implementing IT solutions that have contributed to project management optimization in Retail Group.
About the costumer
Retail Group is a group of companies that has been operating in the market for over 20 years. It includes several well-known retail brands such as Velmart, Velyka Kyshenia, Velyka Kyshenia Express (VKE), Ekvator, Turbina, Pulse, and Green Hills (Figure 1). The Velmart brand consists of a group of hypermarkets and supermarkets, with a total of approximately 40 stores. The VKE brand represents a neighborhood store format. The Green Hills brand is a supermarket chain operating in Moldova.
Fig. 1. Retail Group Holding’s Retail Brands.
Description of the Situation
Our company, Retail Group, actively invests resources in the development and renovation of our stores, as well as the transformation of our business processes. All these changes within the company are implemented through projects. The number of projects is significant, and they require the participation of multiple stakeholders and the preparation of various standard documents.
We have not been using a unified approach to project management. Some individuals use Microsoft Project, others use Microsoft Excel, some prepare project charters, while others do not, and some create project reports in their own style, while others do not, and so on. This has complicated collaborative work.
In order to streamline our operations, we attempted to develop regulatory documents that described the processes and requirements for each project. However, we lacked a centralized IT tool that would unify all stages of the project lifecycle, its artifacts, and serve as a central hub for all projects – from Ideation to Closure. We also needed a tool that would visualize everything in real-time.
Therefore, at the beginning of our journey, we decided to utilize Microsoft Project Online and Power BI. To implement these tools, we reached out to LEO Consulting. Figure 2 and Figure 3 illustrate the key stages and timeline of our collaboration with LEO Consulting.
Fig. 2 Key stages and timeline for the implementation of Microsoft Project Online in Retail Group.
Fig. 3 Key stages and timeline for the implementation of LEO PPM in Retail Group.
About Microsoft Project and LEO PPM
We have a portfolio of many construction projects with multiple participants and a multi-level work breakdown structure (WBS). From my perspective, Microsoft Project Online is the most convenient and professional tool for addressing our needs in terms of scheduling work for projects of this type.
Through this implementation, we began moving towards the development of project management processes. After the implementation of MS Project Online, we felt the need to align projects with the company’s strategic goals and manage project artifacts such as Risks, Stakeholders, Incidents, and the lifecycle management of different types of projects. That’s why we implemented LEO Consulting’s solution – LEO PPM, which is a solution for implementing strategy through portfolio and project management (SPPM – strategic project and portfolio management). It serves as a project hub, regardless of the task management tool used (Jira, Azure DevOps, Planner, Project Online).
Currently, we are able to analyze the total number of projects in our holding, determine which portfolio they belong to, and how they align with the goals and blocks of the company’s strategic objectives. This allows us to obtain an accurate assessment of our capabilities and the status of project implementation.
One of the biggest challenges for most companies is the loss of experience and the inability to effectively utilize it. We understand that preserving and working with the accumulated experience, which we already have or are acquiring, is crucial for successfully implementing our strategy. We would like to be able to revisit any project in 5 years, review and analyze all the information associated with it: documents, technical specifications, incidents, and lessons learned. To achieve this goal, we use the LEO PPM solution.
What happened?
Thanks to our collaboration with “LEO Consulting,” we successfully implemented new software products including Microsoft Office 365, Project Online, Project for the web, and LEO PPM solution. As part of our project, we established a new department called the Project Management Office (PMO) and developed documents that regulate the management of different types of projects. Additionally, we created standardized Power BI reports that provide valuable analytics and insights for decision-making.
To maximize the potential of these new tools and ensure effective teamwork, we conducted specialized foundational training for the entire team. Leaders of specific domains and promising project managers were given the opportunity to participate in specialized programs. Currently, 12 members of our team are undergoing training for Business and IT Project Managers (BPM) at PRO PM school.
The future of the company. What’s next?
Today, we are on the path to enhancing the professional level of managing our projects, and I am confident that we have all the necessary resources to achieve this goal.
However, I believe that successful company development and transformation are impossible without the transformation of individuals and their ways of thinking. Therefore, significant teamwork lies ahead of us. I believe that the training of the 12 members of our team at the BPM2 program will serve as a catalyst for improving our approaches to project activities and project management as a whole.
It is important to understand that no software products can replace proper approaches and qualified individuals working in projects.
We have all the necessary IT tools, but they will only become a true force when we have the right approaches and people who are ready to use them effectively.
P.S. Here are a few tips I would give to companies seeking to improve their project and strategic management:
- Start preparing and training your team in advance. It is important for all team members to be on the same page and understand the core concepts and methodologies. You can organize training sessions, seminars, or dedicated projects where each person can try different roles and understand the requirements of various team members. This will help prepare the team for effective collaboration and achieving strategic goals.
- Pay more attention to risk management. View risks as opportunities and use them to enhance your projects. Consider the specificities and culture of your organization when analyzing risks and developing risk management strategies.
- Thoroughly develop a communication plan with the team and a system for motivating them. Ensure clear and effective communication channels among all project participants. Involve the team in the decision-making process and provide constant feedback. This will help create a conducive atmosphere for productive work and achieving strategic goals.