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Pulsebyte Case Study - VA Program & Portfolio Management

Project Context

A large federal financial center to support the healthcare of veterans is funded through its competitive services and exceptional customer services across the Agency to support the mission of improving quality of care for the veterans.

Challenge

The Agency faced several challenges in managing its complex IT ecosystem of over 110 systems across 15 lines of business:


  1. Monitoring product and portfolio management, IT service management, and data integration

  2. Ensuring compliance with federal, Agency-specific, and local regulations and policies

  3. Implementing efficient and consistent project management and SAFe methodologies

  4. Integrating emerging technologies and automation into existing systems

  5. Providing flexible support for fluctuating demands and surge

Solution

Developed a thorough solution for managing projects, programs, and portfolios using our SMART framework – Scalable, Measurable, Adaptable, Repeatable, and Transformative.  This was operationalized through:


  1. Integrated Framework Approach: deployed Product Lifecycle Management (PLM) and Scaled Agile Framework (SAFe) throughout the Agency. Introduced DevDataSecOps (DDSO) for enhanced deployment and security.

  2. Centers of Excellence (COE): created several COEs, including Agile, HCD, and DDSO, to foster innovation and best practices for process management and enhancement.

  3. Automation-First Strategy: adopted an "Automate-First" strategy to swiftly identify and automate business and IT processes for greater efficiency.

  4. Strategic Alignment and Legislation Compliance: set up a Strategy Realization Office (SRO) to implement new Agency legislation and health policies, to monitor and achieve key Agency goals, and to enhance communication across business units.

  5. Adaptive Resource & Risk Management: introduced cross-training and resource resilience to address changing project requirements.

  6. Enhanced Reporting and Analytics: automated the tracking and reporting of metrics such as sprint progress, velocity, burn-down charts, and cumulative flow diagrams.

Key Results & Positive Outcomes

Enterprise Transformation: successfully implemented PLM and SAFe across all 15 Lines of Business within 2 years.


Efficiency Improvements & Cost Savings:

  1. Reduced release management duration from over 1 hour to 14 seconds.

  2. Shortened regression testing from three weeks to 3-5 hours.

  3. Saved more than 17,000 hours through Robotic Process Automation (RPA) solutions since FY2020.

  4. Raised automated deployments from under 1% to 67% across 78 systems and 15 lines of business

  5. Increased Customer Satisfaction: Consistently achieved 5/5 customer reviews and a high QASP score (4.8/5)

  6. Improved Collaboration and Standardization: Enhanced cross-functional collaboration and standardized processes throughout the organization, leading to more efficient product delivery.

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