The situation
This organisation supports a large network of member schools across Victoria. Alongside its member services, it manages government-funded grant programs, professional learning and advocacy work, each with its own reporting obligations, deadlines and stakeholders.
Work was spread across spreadsheets, email threads and individual team boards. Leaders could not see the whole grant portfolio in one place, acquittal dates relied on people remembering them, and approval steps for professional learning varied from team to team.
What we built
The work started with a two-week build for the professional learning team, then grew into a portfolio-level PMO as the organisation saw what a governed system could do.
Professional learning pipeline
- A monday.com workflow for professional learning opportunities, from idea to delivery
- Approval and governance steps built into the board
- Automations and notifications that keep owners and approvers informed
- Reporting views for team leads
Grant portfolio and PMO uplift
- A grant register and portfolio board covering every funded program
- Dedicated boards for high-value programs, rolling up to the portfolio
- An executive dashboard showing status, risk and upcoming obligations
- Automated acquittal date reminders ahead of reporting deadlines
- An update and accountability framework that prompts owners for regular status
- A workspace governance structure, plus a PMO governance framework for thresholds and decision rights
Rapid form build
When an urgent intake requirement came up mid-project, the team turned to Quirk again for a fast monday.com form build, which slotted into the same governed workspace.
What changed
- One source of truth for the grant portfolio, visible to executives without chasing updates
- Acquittal deadlines tracked automatically instead of from memory
- Consistent approval steps for professional learning
- A PMO governance framework that sets thresholds and decision rights
The organisation is now talking with Quirk about further work for its advocacy team, including a CRM.
Want something similar? Read more about our ePMO and portfolio management services, or book a free system audit.
Client details are anonymised to respect confidentiality.
