The Estates & Facilities PMO Transformation project is an ambitious initiative aimed at modernising the University of Nottingham’s portfolio management office (PMO) within the Estates & Facilities department. Gleeds is delivering expert consultancy and strategic guidance alongside implementing Orchestrate, a tailored portfolio management platform.
This project is designed to enhance operational efficiency, improve governance oversight and empower data-driven decision-making across the department, which manages a complex portfolio of over 200 active projects annually.
In 2019, the University of Nottingham appointed Gleeds to conduct an Estate Development Framework (EDF) exercise to coincide with the publication of the University Strategy. The EDF was developed as a viable long-term vision for the University’s estate. It set out the principles by which the university should plan future development, re-modelling and management of its campuses and wider estate.
The University’s Estates & Facilities PMO is responsible for providing management information related to strategic investment planning, appraisal of new project demand, and governance oversight for more than 200 active projects in any year. It faced challenges in data management and governance oversight, hindering decision-making. Working as the Orchestrate team, Gleeds is implementing digital solution, streamlining processes and enabling data-driven operations within a phased evolution from manual systems to a full digital PMO centred around ‘one version of the truth’.
Gleeds provided comprehensive consulting support by conducting a thorough evaluation of the existing processes within the Estates & Facilities department, pinpointing operational inefficiencies and recommending targeted improvements. As part of this analysis, facilitation of detailed stakeholder engagement sessions took place to ensure alignment with departmental goals and long-term strategic objectives. Leveraging industry expertise, Gleeds’ consulting team focused on optimising project governance, enhancing communication channels and establishing clear performance metrics. Additionally, Gleeds delivered hands-on training and upskilling for team members, embedding best practices in digital workflows.
To ensure a smooth transition from manual systems, Gleeds introduced robust change management strategies, incorporating continuous feedback loops, risk mitigation planning and leadership engagement. This holistic approach has improved project tracking, budget management and reporting, ultimately increasing efficiency, agility and data-driven decision making for the department.
