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PPMO: Project Management

What Is Project Management?

A project is an endeavor to complete planned tasks by a specific timeframe to achieve a larger goal. Often, this will require individuals that do not normally work together to form a team that agrees on and understands what is required to complete the project. Strong management will need to be applied to help plan, execute, and deliver results on time. This is when project management is a skill set that is not only desirable but necessary.

UTO Project Managers and Program Managers provide expertise in the planning, execution, and leadership of programs, projects, and initiatives. They strive to accurately predict when we can deliver a solution and how. They stay nimble among changing priorities and deliver projects on time and to customer satisfaction. By establishing successful relationships with project teams, sponsors, and stakeholders, Project Managers assist in removing project roadblocks, identifying risks, managing scope, and providing timely and detailed project and program status updates to leadership.

Services Offered by the Project Management Team

Services Offered by the Project Management Team

What services can you expect when you engage with a Project Manager or Project Coordinator?

Below are the main areas that Project Managers bring their expertise to:

Project Management Services Image

Project Management

Project management services include creating project plans, defining project expectations, and understanding what tasks need to be completed to meet the deliverables of the project. It is also up to the Project Manager to communicate those assignments to the team as well as provide status reports to leadership.

Schedule Management

Schedule management involves ensuring that the sequence of tasks aligns with the goals of the project. This includes ensuring that the estimated time to complete these tasks is as accurate as possible and accurately estimating the time resources will need to complete the tasks. The Project Manager also monitors and controls the schedule and can reset the baseline for project dates and estimates if necessary.

Scope Management

Scope management requires the PM to define what items are in scope and what items are out of scope for the project. This also involves documenting and getting acceptance on any scope changes. After the scope is defined, the requirements to meet the defined deliverables needs to be gathered.

Risk Management

Risk management is the process of working with the project team to identify, asses, and prioritize project risks. After a risk is identified, the Project Manager communicates to leadership that the risk exists and then makes a decision on how to handle the risk. The risk should be assigned to an appropriate resource and logged in the project management tool. The risk should be monitored and tracked to ensure completion. 

Communication Management

Good communication is essential to any successful project. Every project needs a communication plan to share knowledge with stakeholders, sponsors, project team, users and others. Each project is unique and can utilize the tools that are appropriate for that effort. Delivery methods depend on the audience. Answering the questions, how to transfer, what to transfer and when to transfer will help develop the communication plan. Establishing a plan and following it consistently are best practices.

Issue Management

As a project gets underway things don’t always go according to plan. Being prepared to handle issues is absolutely necessary. Project issues will need to be identified, reviewed and prioritized. The right resource will need to be assigned to the issue and the issue should be monitored and tracked to make sure the issue is being mitigated. The project stakeholders and sponsors should be notified of any identified issues and what the plan is on how to handle them and when the plan will be completed. If an issue cannot be mitigated it should be escalated to executive leadership for guidance. All issues should be logged in the project management tool.

Project Intake Request

Project Intake Request

To request a project that requires UTO resources or touches UTO managed systems, please click here.

Completing this request allows UTO to assess the project request properly and determine if it is viable.

The project request will go through multiple stage gates before the project is approved and a project manager is assigned.

PDF iconDetailed PPMO Project Intake Request Process

Project Intake Infographic

Project Manager Request

Project Manager Request

We currently offer four (4) tiers of service to assist you with your projects.  Please contact Amanda Kennedy to request one of the following tiers of service for your project.

  • Delivering:  Develops delivery plan and negotiates delivery expectations with stakeholders and different business teams.  
  • Coaching:  Supports in achieving a specific goal by providing training, advice and guidance.
  • Consulting: Encourages, identifies, and supports business-led technology, provides information about service improvement opportunities and keeps abreast of emerging digital and business trends
  • Brokering: Bridges the gap between business teams touching on the same business capability to help coordinate resources and resolve overlapping needs.

Tiers of Service Image

Portfolio and Project Management (PPM) Tool Support

Portfolio and Project Management (PPM) Tool Support

JIRA & Atlassian Plug-Ins

The Atlassian suite of products and add-ons acts as a single centralized project tracking system common to all of UTO. The Atlassian suit is an adaptive system that enables agility and encourages visibility.

Planview

Planview was the work and resource management tool that was utilized by the PPMO team until August, 2017.  Historical data from Planview is stored in an ASU data warehouse; reports that access this data can be found on the PPMO analytics page.

Professional Development

Project Lifecycle

Project Lifecycle

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Project Lifecycle Image

Project Management Templates

ASU Meetings Helpful to a Project Manager

ASU Meetings Helpful to a Project Manager

Tactical Holistic Organizational Readiness (THOR)​

The purpose of the Tactical Holistic Organizational Readiness (THOR) meeting is to ensure that IT systems are reliable and available, and that the business is able to depend upon them. THOR's objective is to utilize our people, resources and processes efficiently and effectively to eliminate disruptions to normal operations when new services, offerings or products are introduced into existing environments.

Executive Staff Project Planning (AVP) Meeting

Projects that have risks or issues that need to be addressed with Executive Leadership should be brought to the Executive Staff Planning Meeting.

The purpose of the AVP meeting is to raise risks, issues, changes and incidences with UTO executive management surrounding programs that consist of projects organized to specific objectives. Specific metrics, reports and updates are reviewed with the objective of validating program priority, cross prioritizing with peer executives against multiple programs, championing program objectives and acquiring resources including people and monies in order to achieve program objectives.

  • Schedule: Every Monday at 2:30 PM
  • Location: USB 2679
  • Attendance: By invitation​
  • Sponsor: Gordon Wishon
  • Agenda and Meeting Minutes

Project Design and Consulting (PDC) Group

The purpose of the PDC Group is to provide resources to UTO team members who can bring high-level project requirements or rough-draft project charters to get ideas and feedback on architecture, application and web design for the project (before the project is underway.) It is not a required step for a UTO project, but hopefully the utilization of this group will alleviate future issues for the project team who could/should have gone a different route or capitalized on already available resources.
Representatives from each area in UTO DEV have created a weekly meeting time for the benefit of Project Managers, Business Analysts and developers in UTO. These areas include PeopleSoft, JAVA, Drupal, Mobile, Search, Business Intelligence, Data Warehouse, Graphics/Design, eAdvisor, and more.

  • Schedule: E​very Wednesday at 2:30 PM - 3:30 PM
  • Location: USB 2105
  • Meeting Request: If you would like to get on the agenda to discuss your new (or current) project, please submit a request ticket via https://asudev.jira.com/browse/PDC or email utopdc@asu.edu.​​​
  • Attendance: By invitation​
  • Sponsor: Bonnie LeBlanc

​Architecture Review Board (ARB)

See the ARB Charter and Review Process documents for the purpose of this board.

  • Schedule: Every Tuesday at 3:30 PM
  • Location: USB 2190
  • Attendance: Project Managers request invitation based on project
  • Meeting Request Preparation: Network Architecture Diagram(s) must be available
  • Meeting Request: Schedule an ARB review by sending an e-mail to ARBChair@asu.edu
  • Board Members: One representative from each UTO department
    • PPMO Representative: Laura Castrovinci​
  • Meeting Minutes (requires JIRA login)​

Security Reviews

The ASU security review process is designed to guide each project team to implement technology solutions efficiently while minimizing security risks.

  • Location: Determined at time of scheduling
  • Meeting Request Preparation: Network Architecture Diagram(s) must be available and Security Review Questionnaire must be complete. Review documentation and examples can be found here. Architecture diagram examples can be found here.
  • Meeting Request: Schedule a security review by going to Get Protected
  • Sponsor: Information Security Office (ISO)

Change Advisory Board (CAB)​

The ASU Change Advisory Board will serve as the centralized approval authority for all changes, using a risk-based approach to analyze proposed changes as an integral part of ASU’s Enterprise System Change Management Process.  Read more about the change management process here.
  • Schedule: Every Tuesday at 10:00 AM
  • Location:  Determined at time of scheduling
  • Attendance: Project Managers request invitation
  • Meeting Request: Request change via ServiceNow
  • Board Members: One representative from each UTO department
    • PPMO Representative: Jim Celmer​​
  • Change Requests: Viewable at ServiceNow-> Change -> All​​​

Technical Advisory Group (TAG)

The Technical Advisory Group (TAG) consists of information technology (IT) professionals representing various colleges, organizations, and departments, both centralized and decentralized, within ASU. The members of TAG strive to provide informed input on IT operations and security projects. The common goal of TAG is to ensure the use of secure and effective information technology that serves the needs of ASU’s faculty, staff, and students.

  • Schedule: Second Thursday of each month at 10:00 AM​
  • Location: CPCOM 120 and Webcast at http://connect.asu.edu/cpcom120 ​
  • Attendance: Project Managers are encouraged to attend
  • Sponsor: Information Security Office (ISO)​
  • Meeting Minutes: Click here for Recordings

Collaborate for Change (C4C)

Collaborate for Change (C4C)

 

Collaborate for Change (C4C) is a network of University Technology Office representatives who partner with project leads to strive for project success, which requires people impacted by the project to understand, adopt, and use the new or updated tools, systems, or processes, (i.e., solution) delivered by the project at Go-Live.

 

Make sure to initiate a Project Intake Request, and email us if you have any questions or concerns at uto@asu.edu.

Click here for more details.

PPMO Program and Project Roles

PPMO Program and Project Roles

There are 4 PPMO project management roles:

  • Program Manager
  • Senior Project Manager
  • Project Manager
  • Project Coordinator

Program Manager Role 

  • Establishes relationship with executive and AVP sponsors to define business objectives, implementation, sourcing and technology strategies
  • Defines and implements execution and evaluation of multifaceted and cross-functional programs
  • Provides overall program leadership, guidance, and manages requirements and scope of the program projects.  Coordinates PM assignments as related to the outcomes of the program(s)
  • Develops and manages program operating costs as allocated via service managers, requests budget allocation and reallocations, estimates program costs and budget, ensures program is within budget
  • Leverages the expertise of the project managers and SMEs to assist with project prioritization and resource/technology strategies
  • Provides technical expertise in planning, execution, and leadership of program, projects, and initiatives, not technology solutions
  • Works cross-functionally with multiple business units
  • Establishes and maintains appropriate business relationships with assigned customer and program participants and acts as management focal point for program-related activities
  • Manages program communications across all project teams
  • Acts as a key liaison between the business and IT to insure alignment of business objectives with IT priorities
  • Researches and verifies data in monthly status reports
  • Provides program reporting and status to senior management identifying resource constraints, skill gaps and initiates activities to close the gaps including scenario options to mitigate roadblocks
  • Supports executive decision-making and gains buy-in to decisions with business and technology partners and contributors
  • Provides requirements analysis, long-term program roadmap definition, solutions selection and implementation
  • Assists teams in defining project team tasks, assumptions, deliverables, dependencies and issue resolution
  • Develops resourcing strategies to ensure optimum support for projects
  • Performs request capture activities for review of technical and cost proposals
  • Drafts and maintains the Program Charter, One Page Report, Business Case and Lessons Learned
  • Documents all projects, tasks, milestones and roadmap within PPM tool (Planview)
  • Maintains all necessary documentation related to assigned tasks, projects, changes, risks, issues, roadmaps, milestones, and status within PPM tool (Planview) with supplemental documentation and communications within appropriate repositories for the makeup of the team

Senior Project Manager Role

  • Defines and implements execution and evaluation of a multifaceted and cross-functional program
  • Establishes relationship with executive and AVP sponsor to define business objectives, implementation, sourcing and technology strategies
  • Provides overall program leadership, guidance, and manages requirements and scope of the program projects.  Coordinates PM assignments and PM duties
  • Manages the day-to-day schedule, costs, resources, risks, issues, and changes of program projects
  • Develops and manages program operating costs, requests budget allocation and reallocations, ensures program is within budget
  • Leverages the expertise of the project managers and SMEs to assist with project prioritization  and resource/technology strategies
  • Provides technical expertise in planning, execution, and leadership of program, projects, and initiatives
  • Works cross-functionally with multiple business units
  • Establishes and maintains appropriate business relationships with assigned customer and program participants/contributors and acts as management focal point for program-related activities
  • Manages program communications across all project teams
  • Acts as a key liaison between the business and IT to ensure alignment of business objectives with IT priorities
  • Researches and verifies data in monthly status reports including scenario options to mitigate roadblocks
  • Provides program reporting and status to senior management identifying resource constraints and dependencies
  • Supports executive decision-making and gains buy-in to decisions with business and technology partners and contributors
  • Provides requirements analysis, long-term roadmap definition, solutions selection and implementation
  • Assists teams in defining project team tasks, assumptions, deliverables, dependencies and issue resolution
  • Develops resourcing strategies to ensure optimum support for projects
  • Performs request capture activities for review of technical and cost proposals
  • Drafts and maintains the Program Charter, One Page Report and Business Case
  • Monitor Quality Assurance tasks within Jira or Spira
  • Documents all project management activities within PPM tool (Planview) with supplemental documentation and communications within appropriate repositories for the makeup of the team related to assigned tasks, projects, changes, risks, issues, roadmaps, milestones, and status within PPM tool (Planview) with supplemental documentation and communications within appropriate repositories for the makeup of the team

Project Manager Role

  • Establish working relationship with sponsor, SMEs, contributors and leads team to ensure understanding of purpose and role within project
  • Delivers information on health status of the project including, but not limited to, budget, schedule, timing, resources, scope, changes, risks, issues, timing, and competing priorities
  • Defines and implements execution and evaluation project objectives
  • Provides overall project leadership, guidance, and manages requirements and scope of projects
  • Develops and manages project operating costs, schedule, requests budget allocation and reallocations, ensures project is within program budget
  • Leverages the expertise of the project managers and SMEs to assist with project prioritization 
  • Provides technical expertise in planning, execution, and leadership of program, projects, and initiatives
  • Works with the expertise of the SMEs to assist with project work task description and issue resolution
  • Provides expertise in planning, execution, and leadership of program, projects, and initiatives
  • Establishes and maintains appropriate business relationships with assigned customer SMEs
  • Manages project communication up to program manager
  • Updates project data in monthly status reports
  • Provides project reporting and status to senior management
  • Implements changes to plans based on executive decisions
  • Provides requirements analysis for project work to be completed on time and within budget
  • Manages teams in defining project team tasks, assumptions, deliverables, dependencies and issue resolution
  • Works with program manager to ensure resourcing is at optimum support for assigned projects
  • Drafts and maintains the Project Charter
  • Maintains all necessary documentation related to assigned projects
  • Documents all projects, tasks, changes, risks, issues, status and milestones and roadmap within PPMO tool (Planview)
  • Incorporates program roadmap into project plan with known dependencies
  • Escalates project risks and issues appropriately
  • Manages multiple projects toward a common objective within an overarching program or across programs
  • Does not manage programs
  • Monitor Quality Assurance tasks within Jira or Spira
  • Documents all project management activities within PPMO tool (Planview) with supplemental documentation and communications within appropriate repositories for the makeup of the team related to assigned tasks, projects, changes, risks, issues, roadmaps, milestones, and status within PPM tool (Planview) with supplemental documentation and communications within appropriate repositories for the makeup of the team
  • Project managers focus on Tier A & B projects.

Project Coordinator Role

  • Develops and schedules project work plans/Project Charters in accordance with specifications, objectives and limitations
  • Under supervision of a program manager or acting project sponsor, identifies resources needed and assigns individual responsibilities
  • Executes and revises work plans/project charters as appropriate to meet changing needs and requirements within the agreed-upon scope and framework
  • Effectively applies methodology and enforces project standards
  • Provides leadership and organizational management for particular projects and project teams
  • Manages day-to-day operational aspects of a project and scope
  • Monitors project team progress and activities
  • Coordinates logistics, scheduling and communication between project team members and stakeholders, and report progress to program manager or acting project sponsor
  • Serves as a representative to ensure all aspects of function/project are implemented and controlled according to plan
  • Updates project data in monthly status reports
  • Provides project reporting and status to senior management
  • Reviews deliverable(s) prepared by team before passing to program manager and/or acting project sponsor
  • Documents all projects, tasks, changes, risks, issues, status and milestones and roadmap within PPMO tool (Planview)
  • Close out activities of projects including identifying, documenting and communicating lessons learned as well as archiving project documents.
  • Does not manage programs or Tier A projects 
  • Project coordinators typically take on smaller Tier B projects with the guidance of a program manager or project sponsor.