Modernizing Project Management Software
Challenge
An outdated, custom-built project management system meant to support enterprise-wide initiatives significantly limited the potential for this agency to manage and report on large-scale transformation initiatives. The platform was error-prone, difficult to use, and relied on poorly maintained and documented code, requiring multiple developers for basic upkeep and minor updates. Without a proper CI/CD pipeline, updates were made directly in the production environment, often leading to errors and downtime. Frustrated users had largely abandoned the system for active project management, limiting its use to final deliverable storage and leaving leadership without a single source of truth into project progress.
Approach
HRG led a full system rebuild designed to enhance usability, ensure long-term stability, and reestablish the platform as a source of truth for leadership. We focused on four key outcomes to deliver efficient yet lasting value:
Improved user experience to drive increased engagement: We conducted rigorous discovery with project teams and senior stakeholders to identify pain points and define user-driven requirements. A detailed, partially-functional wireframe guided development, with upcoming components reviewed by users and decision-makers ahead of each sprint to ensure alignment and buy-in. Our agile process included monthly user testing of individual components and culminated in rigorous end-to-end and UAT testing.
Enhanced long-term sustainability and ease of maintenance: We implemented a robust CI/CD pipeline with dedicated development, testing, and production environments. This supports safe deployments, quick version rollback (if needed), and a clear audit trail – greatly reducing labor required for maintenance. We also built in admin features that allow basic content changes – like updating field names – without developer support.
User-focused implementation: We embedded user support tools—including guides, tooltips, deliverable templates, and a direct helpdesk link—directly into the platform, and used a train-the-trainer model to rapidly and effectively onboard users through live sessions.
Unified project tracking and reporting: The new platform integrates documentation, templates, and reporting into a single interface—eliminating reliance on disconnected folders or manually created reports. Custom dashboards and reporting views allow leadership to quickly assess project health and see project details across their portfolios.
Impact
The new system was met with overwhelmingly positive feedback. Users described the platform as intuitive, fast, and “worlds better” than its predecessor. Developer maintenance and minor update effort dropped by ~75%, freeing up developer capacity. The structured deployment process nearly eliminated risk during updates and greatly reduced downtime. Within a year, the agency fully sunset the legacy platform and transferred all historical data into the modernized system.