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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.
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 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 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 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 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.
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.
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.
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.
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.
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 was the work and resource management tool that was utilized by the SIO 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 SIO analytics page.
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.
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.
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.
The ASU security review process is designed to guide each project team to implement technology solutions efficiently while minimizing security risks.
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.
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.
There are 4 SIO project management roles: