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 mentor the organization and individuals in successful use of project and program management processes and practices. 

 

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 a project you would like to submit for review please enter your information into ServiceNow and someone will be in contact with you shortly.

 

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? 

The PMO Training Modules explains the entire process from the Project Initiation phase to the Project Closing Phase. Please see our Training Modules to learn more. Coming soon!

 

 

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.


Templates Description When to use
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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

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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

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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

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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

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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

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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 Training Video

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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. 

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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

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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

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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

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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

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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

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Project Schedule

The Project Schedule template is a timeline of a project's milestones, activities, deliverables, and planned start and finish dates.

  • To create a timeline of activities, their duration, and resources needed
  • Part of Planning phase
 Project Schedule Template   &   Project Schedule Training Video

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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

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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

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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

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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

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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.

  • To formally close the project
  • Part of Closing phase
 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

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Initiation

 1.Approve Project

 2.Create Project Charter

 3.Develop High-Level Plan

 4.Plan for Project Kick Off

 5.Develop Project Plan

 

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Planning

 6.Meet with Key Stakeholders

 7.Create WBS and Build Schedule

 8.Develop Communication Plan

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Execution

 9.Manage Project Plan

 10.Manage Risks

 11.Create and Maintain Status Reports

 12.Validate Deliverables

 13.Create Test Plans

 

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Closing

 14.Obtain Deliverable Signoff

 15.Handover Operational Activities

 16.Lessons Learned

 17.Formal Closeout Session

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

 

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

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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

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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)

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Develop High Level Plan

  • Project Executive Sponsor 
  • Business Owner
  • IT Owner
  • Project Manager
  • Business Analyst (Optional)

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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)

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Start Project Plan

  • Engage project team members (project leads & resources)
  • Identify other stakeholders
  • Begin Planning Phase of Project
  • IT Owner
  • Project Manager
  • Resources Involved

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

 

  

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

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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 

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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

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Build Schedule

  • Allocate resources to project tasks
  • Identify duration and target dates for each project task
  • Project Team

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Develop Project Plans

 
  • Business Owner
  • Project Manager
  • Corresponding Project Leads (communication, testing, training, etc.)

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

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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 

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Risk and Issue Management

  • Manage & Monitor Risk log/register
  • Monitor and Control Schedule, Resources, Cost, and Scope
  • Project Manager
  • Project Team

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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

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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

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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

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Handover of Operational Activities

  • Handover Operational Activities to corresponding business units or technical teams 
  • Project Manager 
  • Project Team 
  • List of Handover Activities 

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Lessons Learned

  • Project Manager 
  • Project Team 

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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 

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

 

Completed Projects

Our Staff

Our full time staff
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Ana Millan

Assistant Director

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Mai Tran

Program Manager

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Kevin Krawzik

Program Manager

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Stacey Fraser

Project & Demand Planning Manager

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Victoria Kolonikina

Project Manager II

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Tom George

Business Analyst

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Robert Stack

Project Manager I

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Naomi Watkins

Senior Project Manager

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Huong Pham

Senior Project Manager

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Glenda Delgado

Senior Project Manager

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Charles Zhu

Senior Business Analyst

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Our Student Assistants
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Katherine Nguyen

Student Assistant

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Debayan Datta

Student Assistant

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Stelly Tomy

Student Assistant

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Student Assistant

Vacant

Contact PMO

oit-pmo@uta.edu