Case Study - PMO Implementation to Drive Efficiency for a Healthcare Provider
Ranae Peterson • September 3, 2025
Introduction: Building Structure for Strategic Growth
AllCare Health, a small integrated healthcare provider, is dedicated to delivering a total care approach to patients by bringing together a diverse range of healthcare professionals across disciplines. This collaborative culture has been the foundation of the organization’s success, but by 2023, leadership recognized that organic growth had created operational blind spots. There was no central, standardized way to track projects, measure their impact, or ensure the organization was dedicating resources to the highest-value initiatives.
Specifically, AllCare lacked three key components
that were critical for scaling effectively:
1. Line of sight
into all active projects across the organization.
2. A centralized and standardized project intake process
to ensure consistency and clarity.
3. A project prioritization framework
aligned with business objectives and ROI potential.
Without these elements, projects risked operating in silos, competing for resources, and moving forward without a clear connection to strategic goals.
Key Deliverables
Brewster Consulting Group partnered with AllCare to design and implement a best-practice Project Management Office (PMO) built on industry-standard guidelines. The engagement delivered:
- A formalized project intake process with full team buy-in, reducing confusion and improving project initiation efficiency.
- A prioritization framework to help leadership focus efforts on projects with the greatest strategic and financial return.
- A resource management tracking mechanism, ensuring team members’ time was used for the highest-value activities.
- A clear, consolidated line of sight into all projects, enabling leadership to monitor progress, reallocate resources, and maintain focus on the most impactful initiatives.
PMO Implementation Process
The first step in Brewster’s approach was to design a standardized project intake process that would work seamlessly across departments. By leveraging AllCare’s existing committee structure and enhancing it with a formal process map, Brewster ensured that all team members understood each step in the lifecycle of a project, eliminating bottlenecks and miscommunication.
One of the client’s biggest operational pain points was tracking resource allocation. Without an effective system, it was difficult to understand where time was being spent or whether the right resources were assigned to the right projects. Brewster recommended an affordable, easy-to-use technology solution that allowed leadership to see team capacity in real time, enabling them to quickly adjust priorities when needed.
To ensure the PMO’s long-term success, Brewster didn’t stop at process design. They also assisted with recruiting, hiring, onboarding, and training
a dedicated PMO Director; ensuring there was an internal champion to sustain the improvements and drive continuous refinement of the office’s practices.
The Impact: Greater Clarity, Better Alignment, and a Scalable Framework
With the PMO now fully operational, AllCare Health has achieved a level of organizational clarity and alignment that was previously out of reach. The leadership team now has the ability to see exactly what projects are in motion, assess their value, and make data-driven decisions
about where to focus time, energy, and resources. Teams are working more cohesively, with standardized processes ensuring everyone understands priorities, timelines, and success metrics.
The PMO has also given AllCare a replicable framework for project oversight, one that can scale as the organization grows, allowing them to take on more ambitious initiatives without losing control over timelines, budgets, or quality. Most importantly, it has aligned project work with business goals, ensuring every initiative is tied to improving patient care, operational efficiency, or financial sustainability.
As the Director of Health Information Technology shared: “The timing of this project was excellent. It’s given visibility to the different priorities that are happening throughout the organization, which we didn’t have before. I can’t say enough about Brewster Consulting.”
Conclusion: Setting the Stage for Continued Growth
The successful implementation of AllCare Health’s PMO was more than just a process improvement, it was the creation of a strategic framework that will serve the organization for years to come.
By establishing clear project intake and prioritization processes, improving visibility across initiatives, and equipping the team with both the tools and leadership needed to maintain the PMO, Brewster Consulting Group has set AllCare on a path toward greater efficiency, accountability, and impact.
With the right people, processes, and technology in place, AllCare now has the infrastructure to confidently manage growth, adapt to new challenges, and continue delivering exceptional care to its patients, backed by an organization that operates with purpose, alignment, and measurable results.
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Many small businesses are laser-focused on growth, sales, and staying afloat. In that constant hustle, one of the most valuable assets, data , often gets overlooked. Even when businesses “look at the numbers,” that doesn’t always mean they’re collecting the right data, tracking the right KPIs, or translating those insights into actionable strategies. Fractional analytics bridges that gap. It allows small businesses to access experienced data analysts or analytics teams on a part-time or project basis, essentially bringing enterprise-level data expertise without the full-time cost. Think of it as analytics-as-a-service for small business owners who need clarity and insight but can’t justify a full analytics department. The Reality: Why Data Gets Overlooked While most business leaders know data is “important,” it can be hard to see its impact until it’s visualized through dashboards, real-time reporting, or guided by a professional who knows how to turn information into action. Without these tools and expertise, business decisions often rely on gut instinct instead of insight, leading to inefficiencies, missed opportunities, and in some cases, failure. Statistics show that: About 20% of small businesses don’t survive their first year. Nearly 50% fail within five years. Around 65% close within ten years. While the reasons vary, from financial mismanagement to poor planning, many of these challenges stem from a lack of data visibility or poor data management . In other words, the root cause often isn’t just financial; it’s analytical . Real World Analogy Imagine running a restaurant without ever checking what inventory levels, most frequent orders, or best margin products. You might think you’re doing well because the restaurant is busy, but when you do the books, you’re not actually making any money. Now, imagine having a fractional analytics consultant helping you organize and visualize your data. They don’t need to be in the kitchen every day, but when they are, they bring order to chaos, tracking inventory and margin by menu item, predicting staffing needs, and saving costs by cutting waste. That’s what fractional analytics does for your business data. It helps you understand what’s really happening across operations, finance, and customer service so you can make smarter, faster decisions. Common Operational Challenges Solved by Fractional Analytics Here are a few common pain points small businesses face that fractional analytics services can address: Inefficient reporting and manual data entry. Lack of clear KPIs or performance tracking. Inconsistent financial forecasting. Missed revenue opportunities due to incomplete data. Poor inventory or resource management. Lack of clarity around customer behavior and profitability. Benefits of Fractional Analytics for Small Businesses Engaging a fractional analytics provider offers far more than just numbers and dashboards. It’s about empowering smarter decisions without breaking the bank. Cost efficiency: Avoid the high salary and benefits of full-time analytics hire. Speed to impact: Gain immediate access to expertise, no lengthy onboarding or training required. Scalability: Bring in analytics support when you need it and scale it up as you grow. Better decision-making: Replace guesswork with data-driven insights and actionable KPIs. Time savings: Spend less time in spreadsheets and more time growing your business. Long-term cost reduction: Identify duplicate payments, missed invoices, and inefficiencies that quietly drain profit. Fractional analytics also enhances cash flow management and enables business leaders to spot opportunities for optimization, often resulting in measurable growth and sustainability. Why It’s a Make-or-Break Decision Choosing whether to work with a fractional analytics consultant could be the difference between surviving and thriving. Many business owners don’t realize that outsourced analytics is even an option, one that offers flexibility, affordability, and strategic insight without high overhead. The truth is, small business leaders don’t have to do it all alone, nor do they need to rush into hiring a full-time team. Fractional analytics gives them the best of both worlds: the expertise of a senior data strategist and the flexibility of a part-time engagement. Final Thoughts In today’s competitive market, data-driven decision making isn’t optional; it’s essential. Small businesses that embrace fractional analytics gain clarity, confidence, and control over their operations. By investing in the right insights today, they set up the foundation for sustainable growth tomorrow. If your business is ready to move from guessing to growing, now’s the time to explore what fractional analytics services can do for you.
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