Programmed Facilities Management set out to solve a familiar problem at an unfamiliar scale: when capital projects are delivered across multiple regions, accounts and delivery teams, governance and consistency can become dependent on individual habits rather than a repeatable system. Programmed wanted a single way of working that improved oversight, reduced delivery friction, and lifted capability across project managers—without burying teams in admin.

Over a nine-month build, Newpath partnered with Programmed to deliver the CloudDev SmartProject Toolkit: a Power Apps model-driven application that looks and behaves like Dynamics 365. While it operates as a standalone tool, it is designed to integrate on a scheduled basis with multiple datasets, including (but not limited to) Programmed’s Finance & Operations environment—ensuring governance is anchored to real operational and financial information, not disconnected spreadsheets.

Outcomes at a glance

• A productised governance toolkit now embedded with PM teams, enabling consistent project management practices and stronger delivery assurance across portfolios and accounts.
• Standardised artefacts, registers and workflows that reduce variation in delivery methods and create a clear organisational baseline for training, onboarding and supervision.
• Improved oversight and reporting readiness via a structured data model designed to support consolidated views at portfolio, regional, account and project levels.
• A scalable foundation for continuous improvement, with modular components that can evolve as account requirements change—without losing core consistency.

Programmed’s capital projects capability spans multiple operating enterprises (States/Territories and New Zealand) and is supported by a broad internal ecosystem (finance, risk, legal, ICT, procurement and operational leadership). In this environment, project delivery methods had grown organically over time—often tailored to the preferences of individual leaders, accounts or regions. The result was multiple “versions of the truth” in how projects were planned, governed, reported, and closed out.

That inconsistency created compounding issues:

• Governance varied by team and account, making oversight, escalation and auditability harder than it needed to be.
• Project managers were forced into manual administration—often maintaining registers, documentation and reporting in disconnected formats.
• Transitioning project managers between accounts or regions was inefficient, with no consistent toolkit to support induction and capability uplift.
• Financial and performance visibility could be delayed or incomplete, limiting proactive intervention on margin, variations, procurement discipline and project risk.

Programmed’s objective wasn’t simply to digitise a process—it was to industrialise delivery capability: build a repeatable framework that could be adopted at scale, improve governance without slowing down delivery, and support a long-term product vision.

Newpath worked with Programmed to deliver the CloudDev SmartProject Toolkit, a centralised project delivery application built as a Power Apps model-driven app.

This design decision mattered. A model-driven app provides an experience that will feel immediately familiar to teams already working in Microsoft’s ecosystem: structured forms, entity relationships, dashboards, views, role-based access controls, and an operational rhythm that closely resembles Dynamics 365. In practice, the Toolkit appears and operates like a Dynamics solution, which helped reduce adoption friction and created a strong foundation for scale.
Standalone—by design—yet integration-ready

Although the Toolkit functions as a standalone system (allowing Programmed to deploy and control it as a dedicated governance tool), it was designed with scheduled data integrations to support broader operational alignment. This included integration with multiple datasets across the organisation—including Finance & Operations—to ensure project governance and reporting can be supported by up-to-date financial and operational signals.

A base product with a governance layer

The Toolkit was designed as a productised baseline—meaning core workflows and outputs are standardised, measurable, and reusable across accounts. It also embeds governance into everyday delivery, rather than relying on separate compliance processes. This includes structured approaches to planning, risk and issue management, cost and margin considerations, documentation, closeout and continuous improvement.

Built to scale across accounts

Programmed needed one-way consistency, but also recognised that accounts can vary at the edges. The Toolkit approach supports this through modularity: a consistent core with the capacity for account-specific configuration where required—without breaking the standardised data model that underpins reporting and governance.

This was a nine-month build delivered through an iterative, collaborative program—not a “big bang” system release. The work was shaped by the realities of delivery: project managers are time-poor, governance needs to be practical, and adoption only happens when tools reflect how teams actually work.

Key elements of the delivery approach included:

1) Discovery and alignment to objectives

Early work focused on clarifying governance outcomes, standardising what “good” looks like across projects, and translating a broad end-to-end vision into a practical MVP-to-product pathway.

2) Model-driven design for usability and control

We leveraged the strengths of model-driven apps—structured data, consistent UX patterns, security, and reporting readiness—so PMs could move quickly while leaders gained stronger oversight.

3) Iterative build with continuous stakeholder input

The Toolkit evolved in practical increments, informed by real user feedback. This helped refine workflows, reduce friction points, and ensure the resulting product served both the delivery teams and the governance audience.

4) Integration planning for enterprise alignment

Alongside core build, the solution was shaped to support scheduled integration with enterprise datasets (including Finance & Operations). This ensured the product direction aligned to Programmed’s broader systems landscape and reporting needs.

Programmed now has a productised project governance capability, delivered as a modern Microsoft-based application that can be deployed across project management teams with a consistent operating model.

The SmartProject Toolkit shifts Programmed away from fragmented delivery habits and toward a repeatable system—where:

• Project teams deliver with consistent workflows and artefacts, reducing reliance on individual interpretation and improving portability of PM capability across the business.
• Governance is strengthened through structure and traceability, supporting more reliable supervision, escalation and reporting.
• Data is captured in a form designed for insight, enabling consolidated views that support leadership decision-making across projects, accounts and regions.
• The platform is positioned for ongoing maturation, with modular expansion and integration pathways that support continuous improvement and scale.

For Programmed, this project wasn’t simply an app build—it was the creation of a delivery product. The SmartProject Toolkit gives Programmed a repeatable framework that can be embedded, trained, improved and scaled. It creates consistency without flattening necessary operational nuance, and it strengthens governance without drowning project managers in admin.

In short, Programmed has moved from “many ways of delivering projects” to a single, productised toolkit that underpins governance, capability uplift and operational consistency—at enterprise scale.