Project Management Office – Office of Information Technology

About PMO

The Project Management Office (PMO) offers Project & Program Management, Training & Coaching, and Consultation for project management. We provide qualified Program and Project Manager resources responsible for planning, managing, and executing approved projects, using industry best practices. We deliver value by providing necessary capabilities to meet sponsor and stakeholder expectations for project success. We also provide training to the company and people on how to use project and program management processes and practices effectively.

What does the PMO offer?

The PMO is a service organization created to support the successful implementation of technology projects at UT Arlington.

THE PURPOSE OF THE PMO:

Create a foundation for consistent delivery of successful IT projects. This is done through continued development and implementation of a strong project management discipline within our project teams.
Guide strategic and high value technology projects to a successful conclusion.

THE PMO IS RESPONSIBLE FOR:

Improving the effectiveness of project management across the University.
Establishing common project management process, tools and methods.
Collecting and reporting on project status.
Providing guidance to the UTA community of project managers.

OIT Project Managers Will:

Manage projects throughout the entire project lifecycle.
Apply project management best practices.
Engage with key stakeholders such as Sponsors, Project Team Members, Vendors and End Users.
Oversee project schedule, communication, risks, among other processes.

The UTA PMO frequently assists with projects that involve:

High level of complexity
Highly impactful
High degree of system/data integration

Project Fundamentals

What is a Project?

A project is a temporary endeavor undertaken to create a unique product, service or result. A project is temporary in that it has a defined beginning and end in time, and therefore defined scope and resources. A project is unique in that it is not a routine operation, but a specific set of operations designed to accomplish a singular goal.

What are some characteristics of a Project?

Accomplished by shared resources often only available during the project life cycle
Usually involve cross-functional teamwork
Uncertainty and risk are involved
Outcome not fully known
Changes the way the business operates
Has specific deliverables, timelines and resource constraints
Significant communication efforts
Formal training will be needed
End users will undergo some form of change or disruption

If you have an idea that you would like to submit for project consideration, please enter your information into ServiceNow or contact the Project Management Office at oit-pmo@uta.edu.

What are some of the basics?

OIT PMO offers a framework containing the basic templates, phases and processes. If you want learn more about the different phases and activities related to each phase, please see our PMO Project Lifecycle.

Which tools or templates should I use for my project?

If you’re simply looking for some information on project management activities and associated templates to get started with your project, please see our Full List of Project Management Templates.

Where can I find the training modules?

PMO has a series of training modules that explain the project lifecycle from initiation to completion, describe how to use the different project management tools and templates available in the PMO, and introduce the key skills needed to succeed in the Project Manager role. To learn more, please register to access the PMO Training Course in Canvas, which includes video commentary and links to the PMO LinkedIn Learning curative course. Once you register, you will be able to access the direct links to the training videos listed in the Tools and Templates page.

Tools and Templates

The Project Management Office (PMO) provides a listing of the tools and templates used throughout the various phases of the project lifecycle. In order to view a sequential listing of the key activities and deliverables in each project phase, please visit the PMO Project Lifecycle.

Please register to access the PMO Training Course in Canvas, which includes video commentary to some of the commonly used project templates. Once you register for the course you will be able to access the direct links to the training videos below.

The Project Management Center of Excellence can assist, coach and educate project manager roles across the organization with their initiatives to plan and complete their projects effectively using project management best practices.

If you require support from the Project Management Center of Excellence, please fill out the Project Management Center of Excellence - Requester Form.

Templates	Description	When to use
Project Template Checklist	Project Management checklist displays the required project documentation needed for each of the stages in the project life cycle. It is based on the project priority type: Critical, High, Medium, Low, and M&O	At the beginning of your project once you identify the priority of your project. This list will help you identify the recommended project documents to manage your project properly
Project Template Checklist
Project Management Checklist	The Project Management Checklist is used to assist project managers to initiate, plan, execute, and close a project. It lists the key activities that project managers should focus on when managing a project from beginning to end. The checklist is based on project priority level: Critical, High, Medium, Low, and M&O	At the beginning and throughout the duration of your project. This guideline will help Project Managers identify the recommended actions to manage project properly.
Project Management Checklist
Project Roles and Responsibilities	The Project Roles and Responsibilities document specifies defined roles to each member or group of the project team	To set clear expectations and ensure alignment Anytime during the Project Lifecycle
Project Roles and Responsibilities
Intake Definitions	Intake Definition document is used to assist project submitters to select the appropriate project type when submitting new ideas	Used by project submitter to select the appropriate project type when submitting new Ideas Part of Intake
Intake Definition
Project Request	The Project Request form provides a purpose and overview of the project that is being requested. It is submitted by the client/customer or on his/her behalf.	To request a project Part of Initiation phase
ServiceNow Project Request
BOSCARD	The BOSCARD is a strategic planning tool used to give the terms-of-reference for new projects. It is completed by the OIT Intake Manager, Technical Lead and/or a designated Project Manager assigned to the project.	To deliver all the necessary project information to stakeholders, without having to complete a full scale project charter Part of Initiation phase
BOSCARD Template , BOSCARD Guidelines & BOSCARD Training Video
Status Report Guidelines	The main purpose of the Project Status Report is to inform your project team, sponsors, and stakeholder of the progress of the project, any challenges, and maintain transparency.	To provide an updated status regarding the health of your project to all stakeholder. Begin at the inception of your project and provide status updates weekly or bi-weekly.
Status Report Guidelines Template
Business Requirements Document Template	A business requirement is a description of the features and functions of a product that satisfies a want or need enabling people to do, know, operate, or have something new or in a new way. Business requirements document also emphasizes on the needs and expectations of the customer. In simpler terms, BRD indicates what the business wants to achieve.	At the beginning of the project before a product is selected or formal work begins Part of the Planning phase
BRD Template
Project Meeting Agenda	The Project Meeting Agenda is a formal template that can be used to clearly outline all components for a successful and effective meeting.	Used at any time for all project related meetings Part of any phase
Project Meeting Agenda Template
Project Charter	The Project Charter template provides a high-level overview of what the project is, why it is necessary, and the details it entails.	To officially authorize the project Part of Initiation phase
Project Charter Template & Project Charter Training Video
Project Kickoff Meeting Agenda	The purpose of the Project Kickoff meeting is to ensure that stakeholders and project team are in alignment with regards to the scope, budget, timeline, deliverables, and marks the start of your project.	To officially start the project with sponsors, stakeholders, and project team Part of Initiation phase
Project Kickoff Template & Project Kickoff Training Video
Stakeholder Register	The Stakeholder Register captures information regarding the project stakeholders. This includes their contact information, role in the organization, level of involvement, influence, and interest in the project.	To identify all the stakeholders involved or impacted by the project Part of Planning phase
Stakeholder Register Template & Stakeholder Register Training Video
Communication Plan	The Project Communication Plan template defines the strategy for meeting communication requirements for the project and details all items necessary for delivering necessary information to all target audience.	To identify all communication requirements, schedule and target audiences Part of Planning phase
Communication Plan Template & Communication Plan Training Video
Risk Register	The Risk Register is a tool for documenting risks and actions to manage each risk. As risks are identified they are logged on the register and corrective measures are put in place.	To identify risks, log them in the register and take actions to respond to the risk Part of Execution phase
Risk Register Template & Risk Register Training Video
Change Request Form	The project Change Request Form is used to request, review, and approve encountered changes that differ from the approved project charter and affect one or more areas of the project plan such as scope, schedule, cost, or resources.	Through the project lifecycle after the project charter is signed and the project has started. This form is required to review changes potentially needed to the project plan (scope, schedule, resources, cost) with the Project Sponsor and Business Owner for approval. Note that only changes that differed from the signed project charter require an approved change request form to proceed.
Change Request Form Template & Change Request Video Walkthrough
Testing Plan	The Testing Plan template outlines the strategy for testing deliverables including the schedule, and resources needed to ensure project objectives are met successfully.	When deliverables are ready to be tested and prior to sponsor approval Part of Execution phase
Unit Testing Templates & Unit Testing Training Video
Lessons Learned Presentation	The Lessons Learned Presentation template helps you facilitate a discussion around both positive and negative insights gained during a project that can be usefully applied on similar projects in the future.	At the end of the project, prior to close out Part of Closing phase
Lessons Learned Presentation
Project Closeout	The Project Closeout template is a formal closeout session with project team and sponsors to handover operational activities and formally close a project. The choice of closeout template depends on the project's priority level: Critical, High, Medium, Low, or M&O for the templates revised above.	To formally close the project Part of Closing phase
Critical/High Project Closeout Template , Low/Moderate Project Closeout Template , M&O Project Closeout Template & Project Closeout Training Video

PMO Project Lifecycle

The Project Management Office (PMO) provides a framework for project delivery containing tools, templates and processes. The project methodology contained in this site explains the steps to follow for successful project delivery. They are sequential, by phase. This information is intended to be a reference tool to assist in the management of a project from start to finish.

PMO PROJECT LIFECYCLE
Phases	Key Activities	Key Deliverables
Initiation	1.Approve Project 2.Create Project Charter 3.Develop High-Level Plan 4.Plan for Project Kick Off 5.Develop Project Plan	Project Charter
Planning	6.Meet with Key Stakeholders 7.Create WBS and Build Schedule 8.Develop Communication Plan	Stakeholder Register Project Schedule Communication Plan
Execution	9.Manage Project Plan 10.Manage Risks 11.Create and Maintain Status Reports 12.Validate Deliverables 13.Create Test Plans	Risk Register Status Report Guidelines Test Plan
Closing	14.Obtain Deliverable Signoff 15.Handover Operational Activities 16.Lessons Learned 17.Formal Closeout Session	Lessons Learned Document Project Closeout Documents

If you wish to save a copy of the Project Lifecycle, click on the downloadable pdf format.

PHASES OF THE PROJECT MANAGEMENT LIFECYCLE :

Click on each phase below to learn more about the different key functional activities, key deliverables, and roles responsible for each phase.

The objective of the Initiation Phase is to identify the why behind the project and the project goals—usually the business case—and to do preliminary research on project feasibility. What happens here will set the tone and goals for what’s to come. These are the phases which constitute the Initiation Phase.

	Key Functional Activities	Roles	Key Deliverables
Approve Project	Create Project and/or Validate information in ServiceNow Review/update project BOSCARD	IT Owner Project Manager	Project in ServiceNow (must be created through Intake process) Project BOSCARD
Create Project Charter	Identify Key Stakeholders Perform Initial Research (purpose, scope, constraints, goals) Identify Project Deliverables & project Acceptance/ Success Criteria Identify Resource skill set Create Project Charter	Project Executive Sponsor Business Owner IT Owner Project Manager Business Analyst (Optional)	Initial Project Charter
Develop High Level Plan	Establish Project Purpose/ Goals Review and approve Project Charter Prepare high-level project approach & timeline Prepare organization project chart	Project Executive Sponsor Business Owner IT Owner Project Manager Business Analyst (Optional)	Signed off project charter Project Kickoff Deck
Kickoff Project	Identify committees members (if applicable) Identify project team Announce project kickoff Hold kickoff meeting and Review Project Kickoff Slide Deck	Project Executive Sponsor Business Owner IT Owner Project Manager Business Analyst (Optional)	Conduct Project Kickoff meeting Acceptance of Approach
Start Project Plan	Engage project team members (project leads & resources) Identify other stakeholders Begin Planning Phase of Project	IT Owner Project Manager Resources Involved	Initial Stakeholder Register

If you wish to save a copy of the Initiation Phase, click on the downloadable pdf format.

The Planning Phase is where you will lay out every detail of the plan from beginning to end. This is one of the most critical phases of the project management process. The plan you create here will lead your team through the execution and closure phases of the project management process.

	Key Functional Activities	Roles	Key Deliverables
Discovery Meeting with Key Stakeholders	Update the Stakeholder register Gather requirements Build Project Cost/Budget Assess risk and create mitigation plan	Project Stakeholders Project Manager Business Analyst Technical Lead	Stakeholder Register Requirements Document Risk Register Project Cost
Create Work Breakdown Structure	Create the WBS (work breakdown structure) Identify project tasks for each work breakdown	Project Team	Work Breakdown Structure and corresponding tasks
Build Schedule	Allocate resources to project tasks Identify duration and target dates for each project task	Project Team	Project Schedule
Develop Project Plans	Create project communication plan Create Testing Plan (if applicable) Create Training Plan (if applicable) Create Migration Plan (if applicable)	Business Owner Project Manager Corresponding Project Leads (communication, testing, training, etc.)	Required project plans (i.e. Communication, Testing, Training, others)

If you wish to save a copy of the Planning Phase, click on the downloadable pdf format.

The Execution Phase is when the actual work is done. You will find teams collaborating, reviewing work, testing, and revising. During project execution, a project manager manages the risk while guiding the team—and stakeholders—through all key milestones to achieve the project deliverables.

	Key Functional Activities	Roles	Key Deliverables
Manage Project Plans and Schedule	Schedule standard status meetings Execute project plans (communication, training, testing, others) Track project activities Communicate project progress to stakeholders (Status Reporting) Manage Project Costs/budget	Business Owner IT Owner Project Manager Project Team	Project status report Project cost Meeting minutes & action items
Risk and Issue Management	Manage & Monitor Risk log/register Monitor and Control Schedule, Resources, Cost, and Scope	Project Manager Project Team	Risk Register
Testing	Perform Unit Testing Perform User Approval Testing Apply required modifications Review testing outcomes with Project Leadership Get signoffs	Project Executive Sponsor Testing Lead Project Manager Project Team	Testing Sessions Testing Outcomes & signoff
Deliverable Validation	Achieve milestones Review project deliverables with Project Leadership for approval Make required updates if required Get final signoff on project deliverables	Project Executive Sponsor Project Manager Project Team	Deliverable Validation sessions & signoff

If you wish to save a copy of the Execution Phase, click on the downloadable pdf format.

When you have completed the project delivery, it’s time to wrap up. In the Closing Phase, the team will complete the steps needed to ensure deliverable signoff, handover operational activities, document lessons learned, and celebrate the project.

	Key Functional Activities	Roles	Key Deliverables
Obtain Deliverable Signoff	Ensure Deliverable sign-off from sponsor has been received and documented (Optional): Work on feedback from stakeholders if any	Project Manager Project Team	Deliverable signoff
Handover of Operational Activities	Handover Operational Activities to corresponding business units or technical teams	Project Manager Project Team	List of Handover Activities
Lessons Learned	Perform Lessons Learned sessions	Project Manager Project Team	Lessons Learned notes
Formal Closeout Session	Archive Project documentation Finalize closeout document Conduct formal closeout meeting/ session Get signoff to close project	Project Executive Sponsor Project Manager Project Team	Project Closeout document & signoff

If you wish to save a copy of the Closing Phase, click on the downloadable pdf format.

Completed Projects

Please be aware that this is a subset of completed projects PMO has delivered. If you would like to view PMO's full library, please contact the Project Management Office at oit-pmo@uta.edu.