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OpenText logoOpenText GIS Team

The OpenText GIS team moves to a single source of truth for greater transparency and efficiency

OpenText logo

About OpenText

OpenText helps companies securely capture, govern, and exchange information on a global scale. From small businesses to the world’s largest enterprises, OpenText solves digital business challenges across industries.
A person analyzing complex financial data on computer screen.
  • Founded in:
    1991
  • Employees:
    23,000
  • Customers:
    120,000+
  • Footprint:
    180 countries

Summary

Challenges

  • Lack of a single source of truth.
  • Cultural and process misalignment.
  • Inefficient reporting and high costs.

Solution

  • Centralized platform for all projects and priorities.
  • Phased rollout of five core PPM modules for adoption.
  • Real-time visibility into risks and resource allocation.

Results

  • Improved transparency across all projects
  • Faster, informed decision-making for leaders
  • Greater accountability for team deliverables

Challenges

  • Lack of a single source of truth
  • Cultural and process misalignment
  • Inefficient reporting and high costs

The Global Information Security (GIS) team within OpenText IT faced growing challenges caused by fragmented tools and inconsistent processes. Work was spread across Jira, Microsoft Teams, Planner, and Microsoft Project, resulting in a lack of a single source of truth, cultural and process misalignment, and inefficient, high-cost reporting. These fragmented views made it difficult to track progress consistently, maintain accountability, and provide leadership with timely, reliable insights.

To address these challenges, the team adopted OpenText™ Project and Portfolio Management as a centralized platform to consolidate all work into a single system. The objectives of this initiative included reinforcing accountability for team and individual deliverables, improving serviceability, and ensuring transparency and consistency across programs and projects. By establishing a unified source of truth, the team aimed to enable faster, more informed decision-making for both leadership and individual contributors, while also reducing manual effort and dependency on multiple third-party tools.

A group of business people discussing around a table in an office

With PPM, we’ve moved from chasing updates to driving outcomes—real-time visibility lets us focus on solving issues, not searching for them.

Janille Carla Velasco
Lead security compliance analyst, OpenText

Solution

The GIS team adopted the OpenText PPM solution to centralize projects, improve transparency, and align with strategic goals, replacing fragmented tools with a unified platform for real-time visibility, accountability, and agile portfolio management.

Products deployed

Centralized platform for all projects and priorities

The Global Information Security (GIS) team at OpenText IT embarked on a transformative journey to centralize project and portfolio management. The initiative began with a clear goal: Establish a single source of truth to improve transparency, accountability, and alignment with OpenText’s broader business strategy. Previously, work was fragmented across multiple tools—Jira, MS Project, MS Planner—creating silos, inconsistent reporting, and limited visibility for leadership. OpenText offered a unified platform to consolidate initiatives, priorities, risks, and ownership, replacing manual spreadsheets and PowerPoint updates with real-time insights.

Phased rollout of five core modules for adoption

Implementation began in March 2025, and by October, the team went live. The rollout followed a phased approach, starting with five core modules: Demand Management, Resource Management, Portfolio Management, Program Management, and Project Management. This strategy allowed the team to build familiarity before introducing advanced features like time and financial management. To ensure sustainability, a portfolio manager was appointed to lead knowledge transfer and standardize practices, including governance, project setup, and steering committee cadence.

Real-time visibility into risks and resource allocation

Today, OpenText Project and Portfolio Management provides real-time visibility into workloads, resource allocation, and project health. The Kanban board supports agile workflows, enabling the team to focus on priorities, such as at-risk projects, rather than on manual reporting. Approximately 25 initiatives for FY26, including multi-year and strategic projects, are already in the system, with planning underway for FY27. These range from compliance-driven efforts to AI adoption initiatives; all tracked in one place. OpenText Project and Portfolio Management not only bridges operational gaps but also reinforces accountability, improves decision-making, and aligns with OpenText’s vision of leveraging its own products internally. The journey reflects a cultural shift toward transparency and collaboration, setting the foundation for scalable, efficient portfolio management.

A person working in an office, surrounded by multiple computer monitors showing data visualizations

OpenText Project and Portfolio Management gave us one source of truth, transforming scattered updates into real-time visibility and enabling us to focus on what truly matters—delivering results.

Hugh Fraser
Sr. manager, security, general and administrative IT, OpenText

Results

OpenText Project and Portfolio Management has delivered a single source of truth, giving the team real-time visibility into all projects and enabling faster, focused action on at-risk initiatives instead of spending time on manual status updates.

After just one month of using PPM, the OpenText GIS team now has a single source of truth and complete visibility into all projects in one place. This centralized view eliminates the need to review countless line items or chase individual updates. Instead of asking each person for status reports, users can instantly see which initiatives are on track and which require attention. This shift allows the team to focus their time on resolving issues and removing blockers rather than spending hours gathering information—a major cultural change toward efficiency and proactive management.

The benefits have been clear. As long as the team aligns with business requirements for project setup, administration has become far easier. The portfolio manager has shared similar feedback: managing strategic projects and initiatives is now simpler and more structured compared to before. Enabling the team is much smoother because everything is consolidated in one tool. End users are also finding it easier to navigate and familiarize themselves with OpenText Project and Portfolio Management, thanks to the hands-on support from subject matter experts during implementation.

One of the biggest improvements is standardization. Using a single tool and a common methodology brings everyone onto the same page, providing immediate visibility into project health, risks, and priorities. This saves significant time—we no longer need to review each project individually to identify risks or overdue tasks. Instead, the solution’s dashboards and Kanban board give us real-time insights at a glance, enabling quick decisions and targeted actions. Ultimately, this transformation is not just about technology; it’s about creating a culture of transparency, accountability, and efficiency that aligns with OpenText’s strategic vision.

Next steps

The next phase focuses on introducing advanced modules such as Time Management and Financial Management after the team is fully comfortable with the current five core modules. This phased approach ensures clarity and avoids confusion, as users will already understand the tool’s purpose and benefits. Tracking time and costs will allow us to measure effort, manage budgets, and optimize resource allocation—ultimately helping OpenText reduce costs and improve efficiency. Once adoption is solid, these modules will be configured to provide insights into resource utilization and project expenses, supporting better forecasting and informed decision-making. These enhancements will move the GIS team toward a mature, integrated system that delivers operational and financial transparency across the organization.

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