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We have had different versions of a project management office in IT for the past 6 years with between 2 – 3 people that has tried to be everything for everyone. Being everything to everyone hasn't been successful.  The other people in the PMO have taken other positions and it is time for us to re-evaluate how to move forward.

I'm interested to see what other successful mid-size University PMOs have done of similar size.  We have about 60 IT professionals and 2 – 3 people in the PMO.  People in the PMO have been responsible for project management (large campus projects, IT projects), portfolio management, and business analysis.  We have had success in the large campus projects, but that leaves little time for the other portions.

What are the roles and responsibilities of the people in your PMO?  What is the service that you provide, or what services don't you provide?  We are reaching out to Gartner for their assistance, but would like to hear from all of you.  Any assistance would be appreciated.


Daryl Scholz

Project Coordinator


St. Cloud State University

720 4th Ave S., MC 231

St. Cloud, MN 56301

Information Technology Services

dscholz@stcloudstate.edu


********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Comments

Daryl,

                In the past I was at a larger college and we had to draw the lines on the projects that our PMO could take. We were focused on running the larger projects for the organization; however, we were also tasked with developing a plan for the other functional managers that were running projects for IT. This mean that we had to come up with a simple charter form and status report sheet. Everything was uniformed and easily done by anyone in the department.

                The other thing that we did was maintain the portfolio for the IT department. Each week as people submitted the status reports, the PMO was responsible for pulling the report together for the directors. It was up to each director to make sure that the projects in their organization submitted the reports on time, but the PMO pulled the report.

                Our team at the time was not involved with business analysis much. There was another team of account reps that each had a particular customer base at the school. Often they would consult with the PMO if there was a large project, but they mainly did the analytics for the projects. If there was an internal IT project, then the director of the area would work with the account management team to make sure that the basics were covered.

 

Thanks,

 

Randall Alberts, PMP

Assistant Director, Project Management

Institutional Technology

Ringling College of Art and Design

2700 North Tamiami Trail

Sarasota, FL 34234

Office: 941-893-2054

Fax: 941-359-7615

Web: www.ringling.edu

 

Ringling College – Changing the Way the World Thinks about Art and Design

 

We have a combined Library and IT group.  Of the 83 of us, probably around 55 would be considered technical and we have no dedicated PMs or a PMO.

The more recent research indicates that the average life for a program management office is 2.5 to 3 years, before it needs to be reconfigured.  So at 6 years you can consider your group above average!

Terry


It would be great if we could put this data in a spreadsheet to compare IT employees versus PM’s. It’s evident that most schools are serious lacking in the PM area and we here @ CCCS are no exception.

 

From: The EDUCAUSE Project Management Constituent Group [mailto:PROJECT@LISTSERV.EDUCAUSE.EDU] On Behalf Of S.Terry.Ballantyne
Sent: Friday, September 13, 2013 12:28 PM
To: PROJECT@LISTSERV.EDUCAUSE.EDU
Subject: Re: [PROJECT] PMO structure and responsibilities

 

We have a combined Library and IT group.  Of the 83 of us, probably around 55 would be considered technical and we have no dedicated PMs or a PMO.

 

The more recent research indicates that the average life for a program management office is 2.5 to 3 years, before it needs to be reconfigured.  So at 6 years you can consider your group above average!

 

Terry

 

I was trying to keep track of this via a google spreadsheet so I figured I would just share it.  I think I got everybody, but feel free to add to or correct what I have.

The link is


Terry


Great. Thanks!

 

From: The EDUCAUSE Project Management Constituent Group [mailto:PROJECT@LISTSERV.EDUCAUSE.EDU] On Behalf Of S.Terry.Ballantyne
Sent: Friday, September 13, 2013 2:06 PM
To: PROJECT@LISTSERV.EDUCAUSE.EDU
Subject: Re: [PROJECT] PMO structure and responsibilities

 

I was trying to keep track of this via a google spreadsheet so I figured I would just share it.  I think I got everybody, but feel free to add to or correct what I have.

 

The link is

 

 

Terry

 

Thank you!

 

____________________________________________________________

Georgianne S. Copley, MS, PMP

Project Management Office

University of Connecticut

6 Ahern Lane, Unit 5193

Storrs, CT  06269-5193

Telephone:  860.486.1402 

email: georgianne.copley@uconn.edu

 

From: The EDUCAUSE Project Management Constituent Group [mailto:PROJECT@LISTSERV.EDUCAUSE.EDU] On Behalf Of S.Terry.Ballantyne
Sent: Friday, September 13, 2013 4:06 PM
To: PROJECT@LISTSERV.EDUCAUSE.EDU
Subject: Re: [PROJECT] PMO structure and responsibilities

 

I was trying to keep track of this via a google spreadsheet so I figured I would just share it.  I think I got everybody, but feel free to add to or correct what I have.

 

The link is

 

 

Terry

 

Thanks for compiling the info.  Very useful.  Helps me build out a plan for getting the PMO started.

 

I like Randall’s set-up at Ringling.  That seems to be a good starting point for us.  However, getting the operational folks on board will be the greatest challenge.

 

Thanks,

AJS

--------------------------------------------------

Anthony J. Santucci, IT Project Manager

Office of the CIO

Information Technology Services

Appalachian State University, Boone, NC

 

From: The EDUCAUSE Project Management Constituent Group [mailto:PROJECT@LISTSERV.EDUCAUSE.EDU] On Behalf Of S.Terry.Ballantyne
Sent: Friday, September 13, 2013 4:06 PM
To: PROJECT@LISTSERV.EDUCAUSE.EDU
Subject: Re: [PROJECT] PMO structure and responsibilities

 

I was trying to keep track of this via a google spreadsheet so I figured I would just share it.  I think I got everybody, but feel free to add to or correct what I have.

 

The link is

 

 

Terry

 

Randall,

 

Did you look at any tools/software to help formalize the process? 

 

I am venturing into uncharted waters and introducing status reports will be a 180 degree cultural shift.  Having a tool that requires minimal effort from the staff to update a record in the project section within the software may provide a better success rate of keeping project documentation up to date rather than having to hunt down the staff to submit status reports.

 

Thanks,

AJS

--------------------------------------------------

Anthony J. Santucci, IT Project Manager

Office of the CIO

Information Technology Services

Appalachian State University, Boone, NC

 

Anthony,

                We were using a tool at the time called vPMO from Level5 Partners. It was a very simple tool where PMs could enter in a brief status report and it would pull a consolidated report for the Management Team. At my current institution we are simply using a shared Excel spreadsheet in SharePoint. Both tools are very basic, but we were are  able to consolidate the portfolio status so that the Director could take to the president’s cabinet  meeting. It also allowed us to be able to answer questions from customers about projets that we may not be directly involved with.

 

Thanks,

 

Randall

 

Hi AJS -
Our portfolio is in SharePoint and we use a field in the SharePoint list where the PMs enter their weekly status. They are asked to report on: items completed during the last week, what they will be doing next, any major issues and risks (if any). I agree, a field in SharePoint is much easier than a status report.
Hope this helps.
Rita
 

___________________________

Rita Barrantes, PhD, PMP

Assoc. to CIO and Mgr, IT Services

Univ. of Houston IT - Office of the CIO

832-842-4702 | rbarrantes@uh.edu

 

 
UALR has been using TeamDynamix for our Portfolio/Project Management.

The tool makes it very easy to schedule management reports and to send project status updates to stakeholders.



Daniel Richards, PMP | Interim Associate Director, PMO & IT Development
University of Arkansas at Little Rock | Information Technology Services
501.569.3345 | djrichards@ualr.edu | ualr.edu


I second that – JCCC has been using TeamDynamix for Portfolio / Project Management, but where things have really taken off is with the Ticketing module.  TD ticketing is becoming the currency of our campus as each department is able to implement and track their service requests.  Takes a huge load off of the project request process, leaving a project request for those occasions when a project plan is truly needed.

 

Good Stuff!

Sandra

 

 

From: The EDUCAUSE Project Management Constituent Group [mailto:PROJECT@LISTSERV.EDUCAUSE.EDU] On Behalf Of Daniel John Richards
Sent: Monday, September 16, 2013 9:32 AM
To: PROJECT@LISTSERV.EDUCAUSE.EDU
Subject: Re: [PROJECT] PMO structure and responsibilities

 

UALR has been using TeamDynamix for our Portfolio/Project Management.

 

The tool makes it very easy to schedule management reports and to send project status updates to stakeholders.

 

 


Daniel Richards, PMP | Interim Associate Director, PMO & IT Development

University of Arkansas at Little Rock | Information Technology Services
501.569.3345 | djrichards@ualr.edu | ualr.edu

 

We’re new adopters of TeamDynamix at WKU (for ticketing and IT Project Management) and, so far, have been VERY happy.

 

Thanks,

 

Chris Roberts, PMP®, CSTM

Information Technology Project Manager

Western Kentucky University

(270) 745-8918 Work

(270) 779-3533 Cell

chris.roberts@wku.edu

 

" Any sufficiently advanced technology is indistinguishable from magic." - Arthur C. Clarke

 

From: The EDUCAUSE Project Management Constituent Group [mailto:PROJECT@LISTSERV.EDUCAUSE.EDU] On Behalf Of Sandra Warner
Sent: Monday, September 16, 2013 9:39 AM
To: PROJECT@LISTSERV.EDUCAUSE.EDU
Subject: Re: [PROJECT] PMO structure and responsibilities

 

I second that – JCCC has been using TeamDynamix for Portfolio / Project Management, but where things have really taken off is with the Ticketing module.  TD ticketing is becoming the currency of our campus as each department is able to implement and track their service requests.  Takes a huge load off of the project request process, leaving a project request for those occasions when a project plan is truly needed.

 

Good Stuff!

Sandra

 

 

From: The EDUCAUSE Project Management Constituent Group [mailto:PROJECT@LISTSERV.EDUCAUSE.EDU] On Behalf Of Daniel John Richards
Sent: Monday, September 16, 2013 9:32 AM
To: PROJECT@LISTSERV.EDUCAUSE.EDU
Subject: Re: [PROJECT] PMO structure and responsibilities

 

UALR has been using TeamDynamix for our Portfolio/Project Management.

 

The tool makes it very easy to schedule management reports and to send project status updates to stakeholders.

 

 


Daniel Richards, PMP | Interim Associate Director, PMO & IT Development

University of Arkansas at Little Rock | Information Technology Services
501.569.3345 | djrichards@ualr.edu | ualr.edu

 

Portland State University is also happily using TeamDynamix.  We recently decided to post our project/request status list to the the web using a tool within TD.  Our CIO is thrilled with this, since it does not involve paper nor a login, and it is easily accessible to our campus community:







Ellen Weeks  
Director, Enterprise Solutions
Office of Information Technology, Portland State University
503-725-2345 office


Thanks for sharing this. I do like the view and would be interested in the drill down capabilities so one can capture the detailed status behind each project.

 

Thanks,

Paul

 

Paul Gravelle

Director, Development & DBA Services

Colorado Community College System

Information Technology

1059 Alton Way, Bldg. 758, Rm 118

Denver, CO. 80230

 

office: 720-858-2790

mobile: 720-556-7766

fax: 303-363-8239

paul.gravelle@cccs.edu

www.cccs.edu

 

 

 

 

From: The EDUCAUSE Project Management Constituent Group [mailto:PROJECT@LISTSERV.EDUCAUSE.EDU] On Behalf Of Ellen Weeks
Sent: Tuesday, September 17, 2013 9:53 AM
To: PROJECT@LISTSERV.EDUCAUSE.EDU
Subject: Re: [PROJECT] PMO structure and responsibilities

 

Portland State University is also happily using TeamDynamix.  We recently decided to post our project/request status list to the the web using a tool within TD.  Our CIO is thrilled with this, since it does not involve paper nor a login, and it is easily accessible to our campus community:

 

 

 

 

 


 

Ellen Weeks  

Director, Enterprise Solutions

Office of Information Technology, Portland State University

503-725-2345 office

 

We agree, drill down would be nice!  Wonder if TeamDynamix is on this list?  :)

Ellen


Ellen Weeks  
Director, Enterprise Solutions
Office of Information Technology, Portland State University
503-725-2345 office


Ellen, this is beautiful!!  Would you be willing to share!?!


Sent from my iPhone

On Sep 17, 2013, at 10:52 AM, "Ellen Weeks" <weekse@PDX.EDU> wrote:

Portland State University is also happily using TeamDynamix.  We recently decided to post our project/request status list to the the web using a tool within TD.  Our CIO is thrilled with this, since it does not involve paper nor a login, and it is easily accessible to our campus community:







Ellen Weeks  
Director, Enterprise Solutions
Office of Information Technology, Portland State University
503-725-2345 office


It was built using using the report writing tool from within the TeamDynamix application itself, so there is nothing that I can share, unfortunately. 

TD is a really great project portfolio management tool, and I have found the company very collaborative and open to product improvement suggestions.  I am happy to provide a more detailed reference if you are looking into purchasing the product.

Ellen




Ellen Weeks  
Director, Enterprise Solutions
Office of Information Technology, Portland State University
503-725-2345 office


Hi, Ellen, (and anyone else that would like to chime in as well!)

 

We are looking at ppm tools now and TeamDynamix is definitely a possibility. I would appreciate you sharing what you found to be pros and cons regarding the tool and lessons learned from the implementation.

 

You can respond to me directly at ethomas@roosevelt.edu.

 

Thank you!

 

Elizabeth

 

Elizabeth A. Thomas | Roosevelt University | Assistant Vice President - Project Management Office, ITS | 430 South Michigan Avenue | Chicago, Illinois 60605

 

From: The EDUCAUSE Project Management Constituent Group [mailto:PROJECT@LISTSERV.EDUCAUSE.EDU] On Behalf Of Ellen Weeks
Sent: Wednesday, September 18, 2013 1:29 PM
To: PROJECT@LISTSERV.EDUCAUSE.EDU
Subject: Re: [PROJECT] PMO structure and responsibilities

 

It was built using using the report writing tool from within the TeamDynamix application itself, so there is nothing that I can share, unfortunately. 

 

TD is a really great project portfolio management tool, and I have found the company very collaborative and open to product improvement suggestions.  I am happy to provide a more detailed reference if you are looking into purchasing the product.

 

Ellen

 

 


 

Ellen Weeks  

Director, Enterprise Solutions

Office of Information Technology, Portland State University

503-725-2345 office

 

I don’t know how many of you participated in the CDS 2013 Survey but after putting together the data for Module 1 (Run, Grow, Transform in particular), I can see a definite benefit in using a tool like TD for projects and resource tracking. 

 

We currently don’t have any such tool right now but I can see over the next year making the justification – budget being our major hurdle.

 

Has anyone used TD or another PPM tool to assist with completing CDS survey?

 

Thanks,

AJS

--------------------------------------------------

Anthony J. Santucci, IT Project Manager

Office of the CIO

Information Technology Services

Appalachian State University, Boone, NC

 

From: The EDUCAUSE Project Management Constituent Group [mailto:PROJECT@LISTSERV.EDUCAUSE.EDU] On Behalf Of Elizabeth Thomas
Sent: Wednesday, September 18, 2013 2:36 PM
To: PROJECT@LISTSERV.EDUCAUSE.EDU
Subject: Re: [PROJECT] PMO structure and responsibilities

 

Hi, Ellen, (and anyone else that would like to chime in as well!)

 

We are looking at ppm tools now and TeamDynamix is definitely a possibility. I would appreciate you sharing what you found to be pros and cons regarding the tool and lessons learned from the implementation.

 

You can respond to me directly at ethomas@roosevelt.edu.

 

Thank you!

 

Elizabeth

 

Elizabeth A. Thomas | Roosevelt University | Assistant Vice President - Project Management Office, ITS | 430 South Michigan Avenue | Chicago, Illinois 60605

 

From: The EDUCAUSE Project Management Constituent Group [mailto:PROJECT@LISTSERV.EDUCAUSE.EDU] On Behalf Of Ellen Weeks
Sent: Wednesday, September 18, 2013 1:29 PM
To: PROJECT@LISTSERV.EDUCAUSE.EDU
Subject: Re: [PROJECT] PMO structure and responsibilities

 

It was built using using the report writing tool from within the TeamDynamix application itself, so there is nothing that I can share, unfortunately. 

 

TD is a really great project portfolio management tool, and I have found the company very collaborative and open to product improvement suggestions.  I am happy to provide a more detailed reference if you are looking into purchasing the product.

 

Ellen

 

 


 

Ellen Weeks  

Director, Enterprise Solutions

Office of Information Technology, Portland State University

503-725-2345 office

 

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