Outcomes
User adoption isn’t a byproduct of success — it’s the foundation. Technology only delivers value when people know how to use it, trust it, and rely on it. At UC Davis Health, empowering users has been central to every decision. Through ongoing training, simplified workflows, and systems designed around how people actually work, PMWEB has become more than a project management tool — it’s a trusted platform that supports confident execution at every level.
Today, project managers use PMWEB with clarity and purpose, stakeholders have access to data they can trust, and leadership benefits from real-time insights into portfolio health. By putting users first, UC Davis Health has fostered a culture of transparency, ownership, and continuous improvement.
UC Davis Health set out to make PMWEB more than a system of record—it needed to be a system of action. The goal was to empower users to confidently manage projects, streamline communication with clients, and provide leadership with trustworthy, real-time data. The team knew that success would depend not just on technology, but on adoption, clarity, and collaboration.
OBJECTIVES
- Increase user adoption and engagement across all project teams
- Simplify data entry and reporting to reduce friction and improve accuracy
- Build a scalable foundation for continuous improvement and leadership visibility
- Improve communication with clients through transparent, real-time dashboards
- Reduce reliance on spreadsheets and manual processes
The Solution
UC Davis Health approached PMWEB implementation with a clear understanding: technology adoption isn’t just about features, it’s about people. From the outset, the team recognized that resistance to change and user fatigue were real barriers. Many project managers were already stretched thin, juggling complex capital projects and administrative tasks. Adding a new system could easily have felt like “just one more thing.”
To overcome this, the team made user adoption a strategic priority. They treated it like a marketing campaign, building awareness, simplifying the experience, and creating moments of delight. They listened closely to user feedback, acknowledged frustrations, and responded with practical, incremental improvements.
PMWEB was implemented as a centralized project control hub, integrating financial systems, standardizing documentation, and enabling custom dashboards to improve visibility and accountability across UC Davis Health’s capital program.
Key capabilities included:
- Custom project data form: A streamlined form replaced the overwhelming project record, guiding users to enter only the most essential fields—like scope summary, stakeholders, and key milestones. Tooltips and dropdowns made it intuitive, even for infrequent users.
- Closeout checklist: A redesigned form turned a previously ad hoc process into a clear, step-by-step checklist. PMs complete their portion, then finance reviews and approves to ensure clean handoffs and complete data.
- Automated project status: A logic-driven field replaced opaque backend logic. Now, project status updates automatically based on user actions, like submitting a closeout form or marking a project on hold. It’s transparent, consistent, and trusted.
- Finance integration: A custom export from PMWEB feeds directly into Lawson. Commitments and payments flow between systems without manual re-entry. Finance teams save time. PMs get visibility. Everyone wins.
- Power BI dashboards: Tailored dashboards visualize project health, scope, and schedule in real time. Clients see what’s happening. Leadership sees where to focus. And PMs have the data they need to lead.
IMPLEMENTATION APPROACH
- Simplified the user experience: Developed custom forms that reduced data entry fields to only what was essential — minimizing overwhelm and making tasks more intuitive.
- Listened and responded: Established a task force of power users from across departments to gather feedback, prioritize improvements, and champion adoption within their teams.
- Embedded training and communication: Delivered quarterly training sessions, practical user guides, and monthly PMWEB newsletters with tips, updates, and quick wins.
- Integrated with daily workflows: Automated status updates and linked reports to reduce manual tracking and eliminate redundant work.
- Created visual feedback loops: Used color-coded dashboards and tooltips to make project data easier to interpret and act on — even for less technical users.
- Fostered a Culture of Engagement: Personalized the platform with seasonal themes and small visual touches, creating familiarity and delight that kept users coming back.
- Secured leadership buy-in: Gained executive sponsorship and visible support, ensuring PMWEB adoption was treated as a strategic initiative — not just an IT project.
COLLABORATION
At the heart of this transformation is a culture of collaboration. Executive leadership actively championed the platform’s adoption — from supporting system improvements to participating in user feedback loops. A dedicated task force of power users, representing diverse program areas, met regularly to share insights, troubleshoot issues, and co-design new features. Together, this top-down and bottom-up engagement has created a system that works because it’s built by the people who use it.
Having leadership support and engaged users made all the difference. This isn’t just software implementation — it’s a strategic shift in how we manage our capital program.
UC DAVIS HEALTH
Tony Bataska
Business Systems Supervisor
Results
The transformation has been both measurable and meaningful. PMs now manage projects with greater confidence. Clients have real-time access to dashboards. Finance teams save time with automated exports. And leadership has the visibility they need to make informed decisions.
- 800+ Users Onboarded: Including 300 full users and 500 basic users across the organization
- Time-Saving Financial Integration: PMs confirm payments in PMWEB without accessing finance systems
- Clearer Reporting: Automated project status tracking streamlined monthly updates and improved portfolio analysis
- Engaged Stakeholders: Clients now access real-time dashboards, reducing email traffic and increasing transparency
- Cultural Shift: Newsletters, festive UI updates, and responsive system changes sparked meaningful engagement across teams
These changes may seem simple, but they’ve made it so much easier for me to manage projects. We’re finally seeing what project visibility should look like.
UC DAVIS HEALTH
Project Manager
BENEFITS
- Total Portfolio Visibility: Dashboards deliver strategic oversight from initiative intake to closeout
- Increased User Adoption: Simplified workflows and visual cues make PMWEB the tool of choice
- Smarter Decision-Making: Finance and project teams operate from a single source of truth
- Faster Execution: Automated status changes and workflow shortcuts reduce delays
- Stronger Client Relationships: Monthly dashboard-driven meetings create shared accountability
