case studies, portfolio management, technology leadership Jay Bustamante case studies, portfolio management, technology leadership Jay Bustamante

Multi-Initiative Technology Portfolio Management 

Eight technology initiatives were stalled across departments with no coordination. Consulting firm needed portfolio execution support to advance client's technology strategy without losing strategic focus.

Client: Regional Technology Development Organization
Industry: Economic Development / Government Technology
Timeline: 6 months

The Results: Portfolio-Wide Progress

  • 8 concurrent technology initiatives managed and advanced

  • 100% on-time delivery for all scheduled milestones

  • Critical governance gaps identified and escalated to leadership

  • Flagship program successfully launched with live intake and reporting

  • Cross-program collaboration established between various internal initiatives

  • Risk mitigation achieved through proactive escalation of web redesign security concerns

The Challenge

A management consulting firm working with a technology-focused organization was struggling to support their client's multiple stalled technology initiatives across different departments. The consulting firm needed comprehensive execution support to advance their client's technology portfolio while maintaining their strategic advisory role and client relationship focus.

The organization faced several critical challenges that the consulting firm had identified but lacked bandwidth to execute:

Portfolio Management Complexity:

  • 8 different technology initiatives requiring simultaneous coordination

  • Multiple stakeholder groups across programs with competing priorities

  • Governance gaps preventing approval and advancement of key frameworks

  • Resource allocation challenges across concurrent projects

Organizational Alignment Issues:

  • Lack of steering committee for strategic technology decisions

  • Disconnected systems requiring integration and standardization

  • Cross-departmental coordination needs for reporting and compliance

  • Technology platform evaluation requiring objective analysis

The challenge: Execute comprehensive technology portfolio management while allowing leadership to focus on strategic economic development initiatives and organizational growth.

Our Approach: Comprehensive Portfolio Execution

We managed several technology initiatives simultaneously while identifying and escalating systemic organizational issues that were blocking progress.

Portfolio Management Strategy

Concurrent Initiative Management: Rather than sequential project execution, we coordinated 8 different technology workstreams with varying timelines, stakeholders, and dependencies.

Proactive Risk Identification: Throughout all initiatives, we identified governance gaps, resource constraints, and strategic alignment issues that required leadership attention.

Stakeholder Coordination: We maintained communication across multiple program areas.

Initiative Execution Results

IT Intake, Triage & Prioritization Framework

  • Delivered: Project charter, routing logic, and revised SharePoint intake form fields

  • Timeline: 4 weeks

  • Impact: Established structured, repeatable process for IT request management

  • Barrier Identified: Progress stalled due to missing Steering Committee governance structure

Touches & Impact Reporting

  • Delivered: Cross-organizational reporting project charter with stakeholder feedback integration

  • Timeline: 2 weeks

  • Impact: Created framework for compliance reporting and organizational impact storytelling

  • Barrier Identified: Approval process blocked by governance gap

Platform Enhancement

  • Delivered: User personas, use cases, UAT completion, and Release 2.0 requirements

  • Timeline: 4 weeks

  • Impact: Improved user experience and positioned platform for continuous enhancement

  • Success Factor: Consistent weekly stakeholder sessions maintained momentum

Program Implementation

  • Delivered: Program charter, requirements documentation, live intake form, reporting framework, and cross-program collaboration initiation

  • Timeline: 6 weeks

  • Impact: Established platform as central compliance and collaboration hub

  • Success Factor: Weekly working sessions with key stakeholders ensured consistent progress

Enterprise Platform Evaluation

  • Delivered: Comprehensive comparative analysis of enterprise platforms

  • Timeline: 16 weeks

  • Impact: Provided objective evaluation framework for major technology decisions

  • Strategic Insight: Identified risks of making large-scale technology decisions without full stakeholder engagement

Dashboard Review and Accessibility Assessment

  • Delivered: Comprehensive review with accessibility and UI recommendations

  • Timeline: 3 weeks

  • Impact: Identified critical accessibility gaps and brand risk mitigation needs

  • Follow-up: Recommendations positioned for future implementation cycles

User Access Analysis

  • Delivered: Root cause analysis and resource scoping for access configuration issues

  • Timeline: 5 weeks

  • Impact: Provided leadership with clear understanding of systemic access issues and resolution requirements

  • Strategic Insight: Highlighted need for technology platform decision before major system modifications

Web Redesign Risk Escalation

  • Delivered: Risk assessment and security considerations for vendor selection process

  • Timeline: 1 week

  • Impact: Prevented potential security and integration gaps in vendor selection

  • Proactive Value: Ensured executive awareness before final vendor decisions

Strategic Organizational Benefits

Governance Framework Recognition

Through portfolio management, we identified critical organizational needs:

  • Steering Committee requirement for technology decision-making

  • Cross-departmental coordination gaps affecting project advancement

  • Resource allocation challenges requiring executive attention

Risk Mitigation and Proactive Management

  • Security risk prevention through early escalation of web redesign concerns

  • Technology platform decision framework preventing costly mistakes

  • Accessibility compliance identification protecting brand reputation

Sustainable Progress Systems

  • Weekly working sessions established for flagship programs

  • Backlog management processes implemented for ongoing enhancement

  • Cross-program collaboration initiated for organizational efficiency

Implementation Readiness Assessment

Immediate Success Factors:

  • Program momentum maintained through consistent stakeholder engagement

  • Platform enhancement pipeline established with clear development cycles

  • Risk escalation protocols proven effective for organizational protection

Governance Requirements for Continued Success:

  • Steering Committee formation essential for unblocking stalled initiatives

  • Cross-departmental requirements gathering needed for platform decisions

  • Project management assignment required for Release 2.0 advancement

Key Success Factors

Portfolio Coordination Over Single-Project Focus
Managing 8 concurrent initiatives revealed systemic organizational issues that single-project approaches would have missed.

Proactive Risk Identification and Escalation
Rather than just executing assigned tasks, we identified and escalated organizational gaps that were blocking strategic progress.

Stakeholder Engagement Consistency
Regular working sessions and communication protocols maintained momentum across multiple complex initiatives simultaneously.

Strategic Insight Integration
Portfolio management perspective enabled identification of technology decision frameworks that single-project execution would not have revealed.

The Wexford Difference

This engagement demonstrates our approach to comprehensive technology portfolio management:

We manage complexity, not just individual projects. Our portfolio perspective reveals systemic issues and strategic opportunities that single-initiative approaches miss.

We identify organizational gaps, not just technical solutions. Through comprehensive execution, we surface governance and process issues that require leadership attention.

We maintain momentum across multiple workstreams simultaneously. Our project coordination ensures consistent progress while leadership focuses on strategic organizational development.

We operate under your brand, protecting your client relationships. Consulting firm maintained full ownership of all technology initiatives while we handled the complex execution work across multiple programs. They were able to demonstrate comprehensive technology leadership to stakeholders without diverting resources from economic development strategy - and maintain credit for all successful outcomes while we operated invisibly across their technology portfolio.

Ready for Portfolio-Level Technology Management?

Complex organizations need comprehensive technology execution across multiple initiatives simultaneously. Let Wexford manage your technology portfolio while you maintain focus on strategic organizational objectives.

Managing multiple technology initiatives without internal coordination capacity?
Contact us to discuss how portfolio-level execution management can advance your strategic technology objectives.

This case study represents actual client work. Specific details have been anonymized to protect confidentiality while illustrating representative outcomes and methodologies.

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