MissionThe Project Management Office (PMO) defines and maintains standards for project management within OIT and assists with Business Analysis, Fit/Gap analysis, and Requirements analysis. The PMO strives to standardize and introduce economies of repetition in the execution of projects. The PMO is the source of documentation, guidance and metrics on OIT's practice of project management and execution. The PMO enables OIT by working to improve the maturity and effectiveness of the project leaders in the organization. It also actively engages in facilitating and running selected projects from start to finish. CharterThe PMO is a service group within OIT. Basic project management and business analysis services are provided to teams that need this function. Typically projects that are candidates for the PMO include: - Projects that cross multiple divisions or teams within OIT where significant coordination of effort is needed.
- Projects that cross campus client departments or involve the entire campus or UCI Medical Center.
- A project that has no sponsoring group within OIT or is an orphan project.
- Urgent or high profile projects that are assigned to teams that are short on PM or business analysis resources or skill sets.
- A VIP mandate or highly urgent project that is out of scope for any OIT team.
Broad areas where the PMO may be positioned to assist include: - Project-specific: Overseeing the success of a particular project.
- Departmental: Supporting a specific business unit or division by coordinating multiple projects within a unit, establishing priorities, managing project resources and related costs and maintaining a consistent project delivery schedule. A departmental PMO would work with senior management to determine overall priorities, then establish a clear criteria that dictates how each project should be handled. As new requests for IT services come in, the PMO would evaluate these requests against this criteria to develop a realistic forecast on how and when a project will be completed according to its priority level. The PMO would then oversee the execution of these projects to ensure they’re on time and fall within budget and scope. For example, if a client asked to add or change certain features in a software system being developed, the PMO would collect and provide data to explain how this change in scope will affect the project in terms of cost and schedule, setting realistic expectations for when it can be completed.
- Center of Excellence: Providing project managers with ongoing organization-wide training, process improvement, methodology, and tools. Overseeing the OIT Unified SDLC and its implementation. Overseeing implementation of the PM standards and framework in ServiceNow or other tools adopted within OIT. Review available project and SDLC frameworks to determine which is the best fit for a particular project profile or scope.
Charge of the PMO includes: Support OIT and campus decision support within the IT project management context. Enable Dashboards and Scorecards for portfolios or individual projects that help executive management with the decision making process.Provide a clear project intake process that separates external client driven requests from internal OIT requests from mandates and create a transparent and organized process by which management can make decisions on which projects to fund and which ones to defer or reject.Provide a transparent ranking methodology by which decisions on highest priority projects are made. Communicate and publish both the decision making criteria and decisions on projects to the stakeholders.Define what constitutes a project and create a set of criteria for understanding the strategic value of a project.Create and maintain a master list of all high value projects in OIT and their strategic value.Create and maintain staff resource allocations to projects and resource plans and assignments.Create common processes, practices, tools, and templates based on industry best practices and adapt them to OIT needs. Support, organize, promote, mentor and educate/train OIT staff on OIT's project management practices, tools, templates, quality controls, and standards. Is the custodian of processes, documents, templates, or other materials that support project management in OIT. Assist OIT project managers by providing necessary tools that help them manage projects, report on project statuses, implement project portfolios, implement the OIT SDLC, and provide change management, risk management, a communication plan, and issue management and escalation.Identify and provide project metrics.Identify and measure Key Performance Indicators.Streamline any processes that are obstacles or roadblocks to successful project implementation.May participate in external and internal audits and help with compliance with laws, regulations, or other standards.Improve forecasting capabilities, such as budget vs. expenses.Provide 24x7 near real-time project information reporting |