Project Management Office (PMO) Framework

A high-level project framework for the steps of how a President's Executive Cabinet division workplan turns into a monitored or managed project can be viewed here. 

  • University PMO will be managing and/or tracking progress on a subset of division work plan projects
    • Strategic Activities (strategic plan and master plan activities)
    • VP has requested University PM resources
    • Projects with a space/facilities or technology element\

Each project in this PMO subset will be categorized as: 

  • Managed: 
    • University PM is assigned for project management support
    • Likely assigned to highest priority/complexity/cross-divisional projects
    • Limited to Project Manager resource capacity
  • Monitored:
    • The project is managed by someone with the division that owns it
    • Progress reporting through University PMO
    • University PMs can provide consultation on approach for the activity owner

University Project Manager Roles/Responsibilities

Managed Monitored

Works closely with the project activity owner to manage the project to completion; 

Including:

  • project charter refinement
  • stakeholder identification/confirmation
  • creating and managing project plan
  • facilitating project team meetings
  • ensuring team members are aware of and progressing on project tasks based on the project plan
  • progress reporting and other project communication
  • facilitating issue resolution, managing project risks and obstacles, maintaining focus on project scope/managing change requests

The project manager typically will not perform tasks related to the project deliverables (that is the responsibility of project team members).

Project managers will use Microsoft Teams to communicate with the project team and TeamDynamix for their detailed project plan and progress reporting.

When a PM is assigned to a project, estimated PM hours per week are estimated to help manage PM capacity.

Provide resources and gather progress info from division activity owners;

including:

  • provide project management templates and MS Teams structure for project activity owner use
  • offer consultation services (to Monitored project activity owners)
  • enter foundational project information and milestone dates into Team Dynamix
  • gather project and milestone-level progress reporting from the project activity owner for University PMO progress reporting
  • make project management templates/tools available on services.metrostate.edu

Your Division's Roles/Responsibilities

  Person/Role within your Division
 

Project/Activity Owner

(as designated in the work plan)

Project Sponsor

(Division vice president)

 Project Team Members
Managed Provides subject matter expertise as well as project leadership in conjunction with the University Project Manager Coordinates and provides work direction to the division's staff/project team members Contribute to completing project tasks
Monitored Provides subject matter expertise and leads the project; serves as the project manager Provides progress updates to University PMO for broader reporting Contribute to completing project tasks

Once Projects are Assigned to PMs

  • Projects are managed to completion.
  • Once a project is completed, assess PM capacity to:
    • promote monitored project to managed OR
    • address new priorities OR
    • prepare for next year's plan/priorities

New Priorities or New Plan Year

  • Unexpected new priorities that need PM support
    • Project charter will need to be provided for PEC and University Planning discussion
    • President decides if re-prioritization/potential PM assignment is needed
    • if re-prioritization is approved, will
      • require that the division work plan is updated (link back to University Planning)
      • Get assigned as Managed or Monitored and other projects could be affected
  • FY 25 - Next Year's Planning Cycle
    • Division work plan must include work in progress from prior year
    • PMO priorities do not restart with a new plan year
    • New work plan activities/priorities that meet PMO criteria likely will be monitored projects unless:
      • FY 24 projects have been completed and there is PM capacity, or
      • Effort on current project load is less than was estimated

Details

Article ID: 143490
Created
Tue 9/19/23 11:33 AM
Modified
Wed 1/24/24 3:10 PM