PMO Frequently Asked Questions (FAQ)

What does the PMO do?
When should I request an IT-PMO Project Manager or Business Analyst?
Do you have tips for a first-time PM?
Do you have tips for what to expect as a project team member/resource?
My project team is not seeing my comments in the feed. Why?
Where can I find project document templates to assist with my project?
How do I put in a request for an IT Project?
Help! My waterfall project plan is checked out by another team member and I can’t update it. What should I do?
My project has been closed, but I need to make an update. What should I do?
I closed my project, but it is still showing on my project listing on the left side of the screen. I thought only active projects displayed on the left?
How do I find a closed project?
What is a Project Change Request?
Are there any other training recordings available related to Project Management?
Can I use Microsoft Teams to manage my project?
Need additional information on Projects / Workspaces? 

 

What does the PMO do?

  • Manages the IT Project Intake Process

  • Manages the Pre-Project Requirements Assessment

  • Manages the IT Project Portfolio

  • Reports on project health

  • Assigns PMs and BAs to projects

  • Manages large and/or strategic projects

  • Provides PM tools and guidance about which tools to use and when

  • Supports and coaches non-PMs assigned to manage projects

 

When should I request an IT-PMO Project Manager or Business Analyst?

PMO Project Manager Assignment Criteria:

  • Impacts 2+ more teams

  • Enterprise Impacts

  • >100+ hours of effort

  • Major Process Change

  • Strategic and Innovative Business Drivers

PMO Business Analyst Assignment Criteria:

  • Major Business Process Revision

  • Enterprise Impacts

  • >100+ hours of effort

  • Major Process Change 

  • Lack of documented business requirements

Non-PMO Project Manager Criteria:

  • <100 hours of effort

  • Create a draft Project Charter 

  • Establish project resources

  • Attain Sign Off of the Project Charter

  • Establish a Project Schedule with a Start Date and End Date

  • Provide Project Status Updates to PMO, Sponsor, and Project Team 

  • Project Closure Report

 

Do you have tips for a first-time PM?

  • Communicate, Communicate, Communicate!

  • Have a full understanding of the Project Objectives and Risks

  • Establish a high-level project plan including tasks and milestones

  • Turn mistakes into learning opportunities

  • Reach out to the PMO with any questions 

  • COMMUNICATE and DOCUMENT

 

Do you have tips for what to expect as a project team member/resource?

  • Understand what is expected of your role, responsibility, and availability 

  • Keep your PM informed

  • Understand the scope of the project and how to request changes, if necessary 

  • Know when to escalate issues to the PM

  • Keep your PM in the loop

  • Freely share concerns, risks, and options

  • COMMUNICATE, COMMUNICATE

 

My project team is not seeing my comments in the feed. Why?

Feed comments are either private or public. If your team member is viewing the feed on the Client Portal, you have to un-select the checkbox next to Make comments private (not visible in TDClient). Un-selecting this checkbox makes your comment visible to Client Portal users.

 

Where can I find project document templates to assist with my project?

The IT-PMO website has many templates you can use with recommendations on the project phase in which you should complete the document.

 

How do I put in a request for an IT Project?

See the Technology Request service page for details.

 

Help! My waterfall project plan is checked out by another team member and I can’t update it. What should I do?

Email IT-PMO@udel.edu to ask the PMO team to check-in the waterfall plan for you.

 

My project has been closed, but I need to make an update. What should I do?

If you are the Manager or Alternate Manager, you have the ability to re-activate the project so additional changes can be made.

  1. In the Project / Workspaces app, click the Manage Projects / Workspaces link on the left navigation

  2. Next to the Search box, make sure the Both radio button is selected.

  3. Click the Search button.

  4. From the search results, select the project link.
    A new window opens.

  5. Under the Project Details section, click the Actions button.

  6. Select Activate from the dropdown.

  7. Make the necessary changes, then select Deactivate from the Actions dropdown to close out the project after it is completed.

Reach out to IT-PMO@udel.edu if you have any issues.

If you are not the manager on the project, you will not have the ability to make updates. Please reach out to the manager on the project for any updates needed.

 

I closed my project, but it is still showing on my project listing on the left side of the screen. I thought only active projects displayed on the left?

Only a Manager or Alternate Manager can close out a project (see the Closing a Project article for more details).  A project will remain visible in the left navigation if the Inactive radio button was not selected during project closure.

To fix this:

  1. Click on the project from the left navigation.

  2. Click the Manage link.

  3. In the Project Details section, click the Actions dropdown.

  4. Select Deactivate from the dropdown menu.

  5. Click the Refresh button in the gray toolbar.
    The project will disappear from the left navigation.

 

How do I find a closed project?

If you are the Manager or Alternate Manager on the Project, follow these steps:

  1. In the Projects / Workspaces app, click the Manage Projects / Workspaces link on the left navigation.

  2. Next to the Search box, make sure the Both radio button is selected.

  3. Click the Search button.

  4. From the search results, select the project link.

 

If you are a project Resource, follow the below steps to search for your closed project:

  1. In the Projects / Workspaces app, click the Reports link on the left navigation.

  2. Under the folder, My Project Reports, click My Closed Projects Report.

  3. Click the Run Report button.

The screen will refresh to show all projects that you have been a Resource on that have a status of Completed-Met Expectations or Cancelled.

 

What is a Project Change Request? 

A project change request should be completed and may need to be approved by the PMO, Project Sponsor, Business Owner, or others depending on the impact of the change. Change requests are created when someone on the project team identifies an addition or change to the agreed-upon deliverables of the project. Such a change may involve additional features or customization that impacts the original project goal or plan.

Anyone on the project team can submit a project change request. A change request will include details about the change, who requested it, the reason for the change, the impact and any risks identified because of the change.  The change request will also document any changes to the timeline of the project.

The project manager will schedule a meeting to review the change request by the project team, which may also include additional key stakeholders to weigh in. A decision will be made by those key stakeholders to approve, reject, or defer the change.

You can use your own change order document, or this template.

 

Are there any other training recordings available related to Project Management?

The IT-PMO holds regular scheduled meetings to discuss project tips and tricks. The sessions are often recorded and saved on the PMO UD Capture site.  

 

Can I use Microsoft Teams to manage my project?

Yes! UDIT-PMO recommends that you also utilize TDX to track your progress (Actual Start/Finish dates, Project Plan, issues, etc.), but you can also use Microsoft Teams to collaborate with the project team. See Sharing a Project Plan in Microsoft Teams.

 

Need additional information on Projects / Workspaces? 

Watch TeamDynamix’ Project Management Overview video for a brief explanation of what Projects / Workspaces has to offer.

 

Next, go to Managing a Project in TeamDynamix: Overview.