- Evaluate the Current PMO Functionality: Understand how the PMO supports ETI’s programmes and identify gaps in its capabilities.
- Engage Stakeholders: Capture the perceptions, needs, and demands of teams within ETI to shape future PMO priorities.
- Deliver Actionable Recommendations: Provide a roadmap, including both immediate quick wins and long-term strategies, to address identified issues and enhance PMO effectiveness.
- Lay the Foundation for Stage 2: Define targeted areas for a deeper, more focused Define phase.
Addressing portfolio challenges
Surrey County Council’s Environment, Transport, and Infrastructure Directorate (ETI) faced significant challenges in managing its growing portfolio of capital, maintenance, and operational programmes. To address these challenges, the Council sought to expand and enhance the functionality of its Programme Management Office (PMO).
CJFA was commissioned to conduct a Stage 1 – Discovery review of the ETI PMO. This phase focused on gathering insights into the PMO’s existing operations, its interactions with the wider ETI Directorate, and perceptions of its value and effectiveness. The findings from this stage were intended to inform a more detailed Define stage, prioritising areas for improvement and transformation.

Objectives

Approach
- Stakeholder Engagement: Conducted 19 feedback sessions with representatives from the PMO, Environment, Highways and Transport, Infrastructure and Major Projects, and Planning and Placemaking teams.
- Information Gathering: Collected qualitative and quantitative insights to assess the PMO’s current interaction with the ETI Directorate and understand user needs.
- Development of the Discovery Report: Produced a detailed report outlining initial findings, challenges, and opportunities for improvement, with actionable recommendations.

Key Outcomes
Key Outcomes
- Stage 1 Discovery Report: Issued in January 2024, the report provided:
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- A clear diagnosis of the PMO’s strengths and areas for improvement.
- An action plan with timeframes for implementing recommended measures.
- A set of quick wins for immediate implementation to improve efficiency and stakeholder satisfaction.
- Client Satisfaction: The Council expressed high levels of satisfaction with the report, highlighting its actionable insights and practical recommendations. Several recommendations have already been implemented.
- Enhanced Clarity for Future Steps: The Discovery phase provided a solid foundation for the Define stage, which will focus on targeted improvements to the PMO’s structure and operations.
Challenges and Adaptability
The Define stage is currently on hold due to restructuring challenges within the ETI Directorate. Despite this, the Discovery Report’s recommendations have been embraced, demonstrating the value of CJFA’s insights in driving meaningful change under challenging circumstances.
This project has:
- Enhanced understanding of the PMO’s role and value within ETI.
- Delivered practical improvements to support ongoing programmes.
- Provided a roadmap for more extensive PMO transformation, ensuring its alignment with ETI’s strategic goals.
Conclusion
CJFA’s work on the Surrey County Council PMO Embedment and Transformation Project exemplifies how thorough analysis, stakeholder engagement, and actionable recommendations can drive progress. While structural challenges have delayed the Define phase, the project’s success in delivering quick wins and long-term strategies highlights the impact of CJFA’s expertise in programme management and organisational transformation.
Can we do the same for you?
Contact the CJ Founds Associates team and see how we can help with your project.