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PPMO Manager

Role Overview

Provides leadership, direction, and oversight of all programs and projects under development and execution. This role also provides executive oversight for all divisional projects and maintains responsibility for data integration and reporting for all projects and programs within the organization. Oversees development and management of the Strategic Project Office and plays a key facilitative role in project portfolio management. Includes the role of Portfolio Manager. Responsibilities for the CIO provides status, reporting, analysis of all programs/projects with analysis of corresponding impacts to budget, delivery timetables, and resources.

Duties and Responsibilities

• Promotes the development and diffusion of project management culture throughout the enterprise. 
• Maintains effective communication with senior management, making them aware of critical issues confronting corporate programs/ projects and of the action plans for addressing those issues. 
• In conjunction with leadership, develops and manages the enterprise project portfolio management process, integrates the corporate project decision-making with organizational strategy, and facilitates on-going enterprise program/project portfolio decision making. 
• Identifies needed organizational process improvements and works with organizational partners to effectively drive change throughout the organization.
• Facilitates program/project reviews of critical/key enterprise programs and projects. 
• Direction and oversight of all systems for project planning, implementation and monitoring, insuring that all projects have clear goals, objectives and timelines with measurable milestones consistent with organizational strategy and goals. 
• With the director of PMCI, organizes the project office structure to effectively achieve organizational project objectives. 
• Oversees major periodic portfolio meetings, driving results and resolving key project and program issues. 
• Oversees preparation of key management communications such as governannce committee presentations, status reports, budget reports, etc. 
• Oversees relationships between project personnel and functional managers. 
• Oversees education and mentoring for staff and management regarding project management. 
• Oversees and participates in the project portfolio management process, ensuring that the technical objectives of projects are integrated with organizational requirements. 
• Oversees the integration of project processes with other functional areas such as marketing, and finance in order to ensure the success of organizational strategies, services and initiatives.
• Maintains an understanding of contemporary project management techniques and industry practices, as they impact organizational objectives.
• Ultimate responsibility for enterprise project problem/issue identification and resolution.

Project Management Mentor

Role Overview

A PM Mentor is a project management professional with extensive project and program experience who is capable of working with project managers and project teams to help them grow in the practice of the profession. Mentors are skilled at teaching and coaching project participants. They specialize in helping to put in place the processes, skills and support structure in place to effectively establish and manage projects. Typically, mentors provide consulting services to program managers, project managers, program/project teams and corporate managers. The Project Management Mentor is well versed in leading and managing program/project team members from diverse backgrounds, and within global and virtual settings. In program/project crisis the mentor can be called in to fill-in for an extended period of time for and unexpected absence of the senior project manager or program manager. Mentors play an important role in standardizing the practice of the agreed-upon methodology, in building a project management culture, and in spreading the project management “gospel” throughout the organization by troubleshooting projects in functional areas enterprise-wide. This role is for experienced and highly skilled senior project or program managers with superior or advanced interpersonal skills. 

Duties and Responsibilities

• Serve as a subject matter expert for project management processes and tools.
• Participates and drives the development of project management methodology and tools. 
• Offer consulting support to new and on-going initiatives.
• Work closely with Project Managers and Business Systems Analysts to ensure all projects are managed using organizational accepted tools, techniques and methodology processes. 
• Serve as a senior advisor on project management issues enterprise wide. 
• Provide advise, counsel, and mentoring to program and project managers.or those wearing the project management hat
• Provides conflict resolution to troubled projects.

Program Manager

Role Overview

This position manages complex, strategic projects that span organizational boundaries, so Program Managers should have experience managing multiple high-risk projects, including projects involving external vendors and multiple business areas. When groups of related projects are organized into programs, this position may manage multiple project managers whose projects provide specific deliverables; all which must be collectively managed to provide the desired programmatic results.

Duties and Responsibilities

• Manage and direct multiple medium to large-scale projects.
• Translate generalized customer business goals and objectives into concrete strategy and tactical plans.
• Work on complex problems where analysis of situation or data requires an in-depth evaluation of various factors to achieve best results.
• Exercise judgment within broadly defined policies and practices to develop corporate methods, techniques. 
• Work effectively with internal and external clients, third party vendors, and senior management in accomplishing project objectives. 
• Evaluate complex situations accurately and identifies viable solutions that create successful outcomes for the customer. 
• Work closely with the Program Sponsor and Program Governance to facilitate decisions necessary for program delivery. 
• Oversee effective project oversight and reviews to effect program success. 
• Develop and maintain “lessons-learned” inputs to the project repository for utilization on future programs initiated by the enterprise. 
• Resolve political, resource, budgeting, change, and legal issues affecting the program. 
• Serves as a mentor/advisor/decision-maker to project managers for the program for issues related to organizational politics, external politics, client relations, governmental regulation, project quality, project risk, and safety.
• Oversee development of proposals and requests for proposals associated with the program. 
• Oversee vendor relations and procurement related to the program.
• Oversee execution and delivery of projects related to successful program execution.

Project Manager Role

Overview

This role manages cross-functional teams responsible for delivering defined project outputs on time, within budget, and with quality results. Project Managers plan, organize, monitor, and oversee one or more projects to meet defined requirements or business specifications. They work closely with the PPMO manager and others in project management to guide efforts toward achieving intended business results. They report to the PPMO Manager. Project Managers have primary responsibility for defining, planning, tracking and managing the enterprise project, for identifying key resources and providing the direction they require in order to meet project objectives. They also ensure appropriate management, customer and supplier involvement throughout the life of the project. Selecting the right person for the role of project manager is crucial to project success.

Duties and Responsibilities

• Determines project goals and priorities with PPMO manager, program manager and/or project sponsors, SMT.
• Select team members; may not have direct supervisory responsibility (such as hiring and performance/pay reviews) for project team members, but provides performance input to team members’ functional managers. 
• Support requirements of the enterprise program manager (if supporting a program) to provide necessary information and support for successful program delivery. 
• May be responsible for one or more projects. 
• Negotiate the performance of activities with team members and their managers if operating in a matrix environment.
• Coach to clarify assignments and deliverables; mentor others in project management practices; review quality of work and manages integration of team members’ work 
• With Functional Managers, strategize to optimize professional development for each team member. 
• Co-create a project charter with the team, including the definition of completion criteria. 
• Manage and communicate a clear vision of the project’s objectives, and motivate the project team to achieve them; create a project environment that enables peak performance by team members.
• Organize the work into manageable activity clusters (phases) and determines an effective approach to completing the work. 
• Using OTLs, compile a complete and accurate estimate of a project; using reserves appropriately. 
• Prepare project plan and obtain management approval. 
• Analyze risks, establish contingency plans and identify trigger events and responsibility for initiating mitigating action. Gather stakeholder input, rank the top project risks in terms of total impact. 
• Provide tracking and reporting on progress to plan, cost and schedule reporting, and change control. 
• Analyze the actual performance against the plan and make adjustments consistent with plan objectives. 
• Manage relationships with project stakeholders, including internal and external clients and vendors, keeping them stakeholders informed of progress and issues in order to manage expectations on all project requirements and deliverables. 
• Involve functional expertise and EA staff in design reviews and key decisions.
• Manage change to preserve business plan commitments; initiate review if objectives must change. 
• Establish and publish clear priorities among project activities. 
• Arbitrate and resolve conflict and interface problems within the project. 
• Manage the financial aspects of the project: budgeting, estimate to actual variance, capital project management, etc. 
• Oversee project documentation and updates to relevant knowledge bases; analyze lessons learned and shares with other project directors and project managers. 
• Analyze original estimate against actual hours and duration, and understand the factors that contributed to any variance. 
• Effectively coordinates the activities of the team to meet project milestones. 
• Provides input/justification for project costs and budget impact. 
• Ensure implementation of PMO standards, processes, and support services. 
• Proactively identify changes in work scope and ensure appropriate planning measures are taken with internal and external clients to reassess and amend the scope of work requirement, budget, and timeline. 
• Manage reporting activities, determining when to escalate issues to appropriate levels of management. 
• Represent project at meetings and with external consultants and departmental and senior management to assure that priorities are communicated and understood, and that progress/delays/issues are reported. 
• Determine what constitutes successful closure for all parties. Gain acceptance and sign-off by all parties when closure is attained.
• Resolve issues related to client relations, governmental relations, project quality, project risk and project safety. 
• Manage vendor relations and procurement related to the project(s)

Business Systems Analyst (process)

Role Overview

Business Analysts are a primary interface between projects and business partners. They are responsible for understanding current and future processes, including processes for the entire enterprise. They define and document business needs and requirements, and generate project business cases. BAs work with Project Managers at project initiation to define costs and benefits of a proposed project prior to the project being reviewed for inclusion in the portfolio. They may participate in portfolio review meetings. Business Analysts report to the PPMO Manager. This role may include Risk Analyst/Administrator duties and or Estimator duties.

Duties and Responsibilities

• With functional area representatives and estimator(s), define benefits and costs of projects. 
• Analyze alignment of proposals to organizational strategies. 
• Document requirement to meet business needs of organization. 
• Write and present business cases. 
• Participate in project and portfolio reviews to maintain project’s alignment with business cases.