How Roskilde Festival Group built a data-driven PMO from the ground up

Roskilde Festival Group worked from a simple stage gate model in order to balance their four bottom lines: artistic sustainability, social sustainability, environmental sustainability, and financial sustainability. All four parameters matter.

Their current project system was going out of service, which led to a thorough analysis of how to create a new common system to support stronger project definitions, processes, and governance. The goal was improved consistency across systems with a more centralized overview.

As part of figuring out which digital solution could support their needs, Roskilde Festival Group launched a proof of concept to identify essential data and principles, then scoped system requirements through interviews and demos. Their primary challenge was modernizing governance and data structures while integrating with existing systems to enable strategic, transparent portfolio management.

Roskilde Festival Group chose Projectum xPM with the data management add-on. It was kept simple with a focus on where the value was captured. There is a project owerview where project owners are assigned and can manage and update their project statuses. Furthermore there is a reporting dashboard that focuses on project health and highlights critical issues, or projects that need attention.

A special report has been created to track projects across the four bottom lines: social, artistic, environmental, and financial sustainability.

The Projectum xPM solution supports the work Roskilde Festival Group has done to strengthen their governance, and the portfolio process is now embedded in technology. This ensures that everyone understands the organization’s rhythms and responsibilities, from project owners to steering committees. The shared language and structure have given a foundation for better discussions around project selection; they are now of higher quality and more clearly defined, so at the end of the year, reporting and impact are easily accountable.

With data, they now have a foundation for analysis and identifying patterns. They also take advantage of different reporting views depending on the recipient, whether it’s project managers or the board of direction. All in all, this transformation has strengthened the shared ownership and insight, improved collaboration, and improved not just strategic project selection, but also portfolio execution.