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 what was really happening, what the pain points were, and what success needed to look like. Not just from Johanna's perspective, but from the project managers and delivery teams who would live in the system every day.
From there, we designed the portfolio structure before building anything. Three program streams, each with its own rhythm. Waterfall and Simple delivery templates, purpose-built for how MLC actually runs projects. Portfolio-level registers for risks, issues, decisions, and financials, so nothing falls between the cracks.
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 actually maintain is worth more than one that looks impressive on day one and breaks down in month three.
Once the build was validated through two structured review check-ins, we shifted to enablement. Live training sessions for the PMO and project managers. A broader team Q&A. And full handover documentation so the team could own 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 AI-generated executive summaries that replaced hours of manual reporting. Leadership had the information they needed, when they needed it, without anyone spending a Sunday afternoon pulling it together.
RAID tracking moved from memory and scattered files into a single, consistent register. Financial visibility improved. Project setup became faster because templates meant teams weren't starting from scratch each time.
But the more important change was confidence. The PMO had a foundation it could build on, not just a tool it was managing around.
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 strong-quality deliverables, clear communication, and practical enablement. Overall, the vendor met expectations and strengthened PMO capability and portfolio visibility."
MLC is now running a portfolio management capability that can grow with its digital transformation ambitions. And Johanna isn't the only one who knows where every project lives.
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.
