Building it right, not just fast
When MLC engaged Apparatus Quo, the brief was clear: design and implement a structured Digital Transformation Portfolio in Asana, aligned to PMO best practice and MLC's specific operating context.
We started where we always do, with discovery. A kick-off workshop to understand how projects were being managed, where improvements could be made, and what success needed to look like. Not just from Johanna's perspective, but from the project managers and delivery teams who would be using the system every day.
From there, we designed the portfolio structure before building anything. Three programme streams, each with its own rhythm. Waterfall and Simple delivery templates, purpose-built for how MLC delivers projects. Portfolio-level governance registers and standardised reporting, giving the team a consistent view across the portfolio.
One deliberate decision: we built everything using native Asana functionality. No custom code. No external integrations. The reason is straightforward: complexity is the enemy of adoption. A system people can confidently maintain is worth more than one that looks impressive on day one but becomes difficult to sustain over time.
Once the build was validated through two structured review check-ins, we shifted to enablement. Live training sessions for the PMO and project managers. And comprehensive handover documentation so the team could confidently manage and evolve the system going forward.
What changed
The most immediate shift was visibility. Johanna and her team could see the full portfolio at a glance, with streamlined executive reporting that replaced hours of manual consolidation.
Portfolio governance became more consistent through centralised tracking of key information. Project setup became faster because templates meant teams weren't starting from scratch each time.
But the more important change was that the PMO now had a scalable foundation to support the College's growing digital transformation portfolio, rather than a collection of individual project workspaces.
As Johanna put it:
"Apparatus Quo delivered a structured and effective Asana implementation aligned to PMO best practice and MLC's operating context. The engagement was well managed, with high-quality deliverables, clear communication, and practical enablement. Overall, Apparatus Quo met expectations and strengthened PMO capability and portfolio visibility."
MLC is now operating a portfolio management capability that can continue to evolve alongside its digital transformation ambitions, giving leadership greater visibility across initiatives while supporting consistent governance and project delivery.
Ready to transform your portfolio management?
If your organisation is looking to move from fragmented project tracking to a structured, scalable, and AI-enabled portfolio management system in Asana, contact us and we can help you design and build it end-to-end.
