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Project Management System


How Customer reviewed their project environment to define a roadmap to optimize the delivery of their capital projects in a troubled Oil & Gas environment.


Oil & Gas was in flux with oil prices plummeting causing impacts at every aspect of the industry. Customer in response has identified the need to improve their performance and efficiency throughout the organization.

A core part of this response was to evaluate the efficiency and effectiveness of capital project delivery throughout Customers including Upstream, Downstream & Gas business units. A major area for improvement was the  Project Management System PPMS) which is the standard by which all Capital Projects are governed.

Tasks Grid was engaged to conduct a diagnosis to identify improvement opportunities for Capital Project Delivery in the Customer Site.


Our team used an Improvement approach based on the principles of Lean 6 Sigma, Theory of Constraints, and Management Operating Systems to conduct a diagnosis on the Customer Capital Project Delivery environment including the PMS.

The diagnostic approach focused on three key aspects that influence business effectiveness, namely:

  • People – Understanding the cultures of stakeholders and project management teams
  • Process – Evaluating existing processes, procedures, and guidelines available in the organization and determining its effectiveness to support overall business and project outcomes.
  • Systems – Assessing available tools and systems that were in place to support project delivery

Activities involved in the approach were the following:

  • Kaizen Workshops & Stakeholder Interviews
  • Visual Process Mapping & Analysis –Brown-Paper Mapping
  • Gap Analysis & Opportunities Assessment
  • Governance & Project Structure Review
  • Process Alignment Reviews
  • Centralized Project Management Office Review
  • Process Compliance Analysis


  • Identified a journey for Capital Project Performance improvement with 3 key areas of focus including the alignment of departmental processes, supplementing the ease of use of processes, and implementing a Decision-Making Solution that will support the PMS process.
  • Identified over 110 gaps identified in the process each with recommendations to address these gaps whilst supporting the 3 key areas of improvement focus.


How Customer optimized their Project Governance to introduce tailored Fit-for-Purpose governance processes


The customer was undergoing major adjustments in its business to suit the harsh economic environments brought about by low oil prices. A key priority area was to focus on improvements to support the performance of capital delivery and improve the value gained from undertaking these ventures.

Tasks Grid had previously supported Customer in identifying the key focus areas for Capital Project performance improvement with a focus on the  Project Management System (PMS) which is the standard in which all Capital Projects are governed.

We had then been tasked with expanding on these key areas to optimise the PMS and to initiate the digitalization of the processes using our Work Management Platform.


Tasks Grid’s approach was to key in and address core gaps and follow through on recommendations given to Customer through the PMS Diagnostic whilst optimizing the PMS process.

To do this, Tasks Grid’s approach was to introduce the following:

  • Alignment of Vision & Mission, Value Propositions and processes
  • Simplification of PMS framework for enhanced usability
  • Introduce a Fit-for-Purpose, Risk-Based Assessment to provide segmentation of Projects
  • Introduction of Process Roadmaps based on project segmentation to allow Fit-for-Purpose execution of projects
  • Alignment of PMS with other departmental process and optimise synergies to enable focus on delivery and execution of projects
  • Align the Process Framework with the Work Management Platform to enable full digitalisation of the process framework

Activities involved in the approach were the following:

  • Process Design Workshops & Interviews
  • Process Framework Blueprint Development
  • Detailed Process Design Development & Documentation
  • Process Digitalisation Roadmap


  • Developed a Fit-for-Purpose Tool based on Project Risk Segmentation of Projects that drove the identification of PPMS requirements
  • Developed optimised PPMS for Capital Projects incorporating Fit-for-Purpose requirements with 3 Process Roadmaps based on Project Complexity & Overall Project Risk


How Customer piloted their new processes and work management using our platform.


Customer invested significant time and effort in collaboration with Tasks Grid Solutions to diagnose and improve their Project Delivery processes for their Capital Projects. This included the optimization of the capital project delivery framework,  Project Management System (PMS) which included Fit-For-Purpose roadmaps, and a set of supporting sub-processes.

The optimized PMS was digitalized within the Phase Gated Work Management Platform and white-labeled as PPMS Suite. As part of the continuous improvement program, the Customer had engaged with Tasks Grid to pilot the optimized PMS through PMS Suite.


Tasks Grid’s approach was to pilot optimized PMS through PMS Suite to a set of capital projects in Customer. The pilot was done in an agile and iterative manner with a focus on continuous improvement creating a two-way conversation between Tasks Grid and Customer stakeholders.

To do this, Tasks Grid had set key objectives of the pilot that would support the overall approach as follows

  • Validate the changes made onto the PMS
  • Introduce PMS Suite as the digitalised platform to deliver projects
  • Improve compliance of PMS through PMS Suite
  • Obtain feedback and buy-in from project stakeholders

Activities involved in the approach were the following:

  • Kick-Off Session
  • Pilot Planning & Pilot Stakeholder Interviews
  • Development of Pilot Kits & Engagement Materials
  • On-Site Training & Onboarding of Project Teams
  • Data Collection and Management
  • Collection and Analysis of Feedbacks
  • System Administration
  • Development of Lessons Learnt
  • Development of Group-wide Implementation Plan


  • Registered over 70 Capital Projects across 19 Business Units
  • Introduced the optimized PPMS including Fit-For-Purpose Roadmaps
  • Trained and onboarded over 100 Project Users
  • Collected and addressed over 160 user feedback records
  • Improved overall PETRONAS Capital Project’s compliance level into PPMS framework
  • Developed Group-wide Implementation Plan with 3 key strategic areas of deployment
  • Digitalized Project Delivery Phase Gate process supporting PETRONAS Digital Transformation journey