This article gives a general overview of the tasks a Portfolio Manager (PMO), Project Manager (PM), and Jr. PM/Project Management Coordinator (PMC) are expected to complete, including the cadence in which said tasks should be completed within their Pod.
References:
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SPHERE: COMMUNICATION
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SPHERE: DEVELOPMENT
- Client/Dev Working Sessions
- Technology: Teams, 3rd Party (e.g. Zoom)
- SDLC: Ongoing for the life of the project
- Cadence: Project-Intermittent
- Checking In with Developers
- Technology: Teams, Outlook
- SDLC: Ongoing for the life of the project
- Cadence: Daily
- Article(s):
- Checking Daily Azure Ticket Status
- Technology: Azure DevOps, Web Browser (QA site)
- SDLC: Ongoing for the life of the project
- Cadence: Daily
- Article(s):
- QA - Creating Bug Tickets
- Technology: Azure DevOps, Web Browser (QA site)
- SDLC: Ongoing for the life of the project
- Cadence: Bi-Weekly
- Article(s):
- QA Walkthrough/Code Complete Check
- Technology: Azure DevOps, Web Browser (QA site)
- SDLC: Ongoing for the life of the project
- Cadence: Weekly
- Article(s):
- Code Complete Audit
- Technology: Azure DevOps, Web Browser (QA site)
- SDLC: Ongoing for the life of the project
- Cadence: Bi-Weekly
- Article(s):
- Azure Ticket Compliance
- Technology: Azure DevOps
- SDLC: Ongoing for the life of the project
- Cadence: Weekly
- Article(s):
- Azure Ticket Correspondence
- Technology: Azure DevOps, Teams
- SDLC: Ongoing for the life of the project
- Cadence: Daily
- Article(s):
- Teams Wikis
- Technology: Azure DevOps, Teams
- SDLC: Ongoing for the life of the project
- Cadence: Bi-Weekly
- Article(s):
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SPHERE: REPORTING
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Easy Projects (EP) Tasks
- Technology: EP
- SDLC: Ongoing for the life of the project
- Cadence: Project-Intermittent
- Article(s):
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Gantt Chart Timelines
- Technology: Excel
- SDLC: Ongoing for the life of the project
- Cadence: Project-Intermittent
- Article(s):
Tasks within the PMO structure are required for EVERY project and having them done is the responsibility of the PFM and PM. Delegating tasks and promptly approving completed work from the other members of the team is a required aspect of the role.
- SPHERE: COMMUNICATION
- Checking Email
- Technology: Outlook
- SDLC: Ongoing for the life of the project
- Cadence: Daily
- Article(s):
- Checking Basecamp
- Technology: Basecamp
- SDLC: Ongoing for the life of the project
- Cadence: Daily
- Article(s):
- Checking Teams
- Technology: Teams
- SDLC: Ongoing for the life of the project
- Cadence: Daily
- Article(s):
- Meeting Agenda
- Technology: Word, Outlook
- SDLC: Ongoing for the life of the project
- Cadence: Daily
- Article(s):
- SPHERE: DEVELOPMENT
- Azure Progress Tracking
- Technology: Azure DevOps, Teams
- SDLC: Ongoing for the life of the project
- Cadence: Daily
- Article(s):
- SPHERE: REPORTING
- Checking 'Needs Reallocation'
- Technology: EP
- SDLC: Ongoing for the life of the project
- Cadence: 2x a Week
- Article(s):
- FSD Change Request Updates
- Technology: Teams, Word
- SDLC: Ongoing for the life of the project
- Cadence: Project-Intermittent
- Article(s):
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SPHERE: COMMUNICATION
- Client Meeting Prep
- Technology: Word, Excel, Azure DevOps, Teams, EP, PowerBI, Outlook
- SDLC: Ongoing for the life of the project
- Cadence: Bi-Weekly
- Article(s):
- Basecamp Maintenance
- Technology: Basecamp
- SDLC: Ongoing for the life of the project
- Cadence: Weekly
- Article(s):
- Non-Active Project Check In
- Technology: Basecamp, Outlook
- SDLC: Support and Maintenance/SLA
- Cadence: Monthly
- Article(s):
- Basecamp To-Do's
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SPHERE: DEVELOPMENT
- Azure Import From FSD
- Technology: Azure DevOps, Excel
- SDLC: Project Start
- Cadence: Once
- Article(s):
- Backlog Maintenance
- Technology: Azure DevOps
- SDLC: Ongoing for the life of the project
- Cadence: Weekly
- Article(s):
- Developer Working Sessions
- Technology: Teams
- SDLC: Ongoing for the life of the project
- Cadence: Project Intermittent
- Article(s):
- Mid-Sprint Reviews
- Technology: Azure DevOps
- SDLC: Ongoing for the life of the project
- Cadence: Bi-Weekly
- Article(s):
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SPHERE: REPORTING
- Change Requests
- Technology: Excel, EP, PowerBI, Azure DevOps
- SDLC: Ongoing for the life of the project
- Cadence: Project-Intermittent
- Article(s):
- Gantt Maintenance
- Technology: Excel
- SDLC: Ongoing for the life of the project
- Cadence: Bi-Weekly
- Article(s):
¶ Portfolio Manager and PM Tasks (Shared):
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SPHERE: COMMUNICATION
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Client Meetings
- Technology: Teams
- SDLC: Ongoing for the life of the project
- Cadence: Bi-Weekly
- Article(s):
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Discovery
- Technology: Teams, Excel, Word, Outlook, Basecamp
- SDLC: Discovery
- Cadence: Project Start
- Article(s):
- Technology: Teams
- SDLC: Ongoing for the life of the project
- Cadence: Bi-Weekly
- Article(s):
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SPHERE: DEVELOPMENT
- Azure Import From FSD
- Technology: Azure DevOps, Excel
- SDLC: Project Start
- Cadence: Once
- Article(s):
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SPHERE: REPORTING
- Change Requests
- Technology: Excel, EP, PowerBI, Azure DevOps
- SDLC: Ongoing for the life of the project
- Cadence: Project-Intermittent
- Article(s):
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COMMUNICATION
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DEVELOPMENT
- Project Kick-Off
- Discovery
- Architecture Meeting
- Cadence: Project-Start/Project Intermittent
- Project Roadmap
- Cadence: Project Start/Project Intermittent
- Sprint Planning
- Project Update Meetings (Internal)
- Project Standups
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REPORTING
- Gantt Chart Creation
- PSR Validation
- DEVELOPMENT
- Deployment Scheduling
- Re-estimates
- End of Sprint Reviews
- Client Training - CEF
- Cadence: Project-Intermittent
- Client Training - DNN
- Cadence: Project-Intermittent
- Ongoing Environment Management (QA/UAT/Etc.)
- Cadence: Project-Intermittent
- Go-Live
- Change Requests
- REPORTING
- Pod Gantt Creation
- Pod Gantt Meeting
¶ Portfolio Manager, PM, and Jr PM/PMC Tasks (Shared):
- COMMUNICATION
- Checking Basecamp
- Checking Email
PLACEHOLDER CONTENT THAT MAY NEED A HOME
- Basecamp
- Audits
- Meeting Recordings
- Meeting Notes
- Responses to communications in Basecamp
- To-Do Lists and follow-up
- Other needed, client-facing documentation
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- Microsoft Outlook
- Checking emails
- Meeting agendas posted to meeting notices (preferred - .docx based on template OR itemized list in meeting notice)
- Microsoft Teams Meetings
- Meeting Agendas
- Meeting Agenda and Notes Template (Make a copy and place the template in each MS Teams Project Channel)
- Project check-ins regularly cover the following expectation setting:
- Scope
- Demo if possible
- Any questions we have or the client has around scope/project requirements
- What's currently being worked on, etc.
- Budget
- Project Status Report (PSR)
- Change requests/discussion around budget and upcoming change requests or future invoices for more time
- Timeline
- Gantt-chart review and updates
- Teams setup and maintenance
- Setting up sales hand-off meeting
- Project Kickoff Meeting Agenda Template
- Reporting
- Development
- Sprint planning
- Working sessions with clients and devs
- QA walkthroughs / code complete checks / audits
- Checking in with devs
- Providing status updates to clients
- Creating bug and impediment tickets
- Checking Azure tickets daily
- Azure ticket compliance
- Keeping Wikis up to date for devs
¶ Related Articles:
¶ Archived Articles:
Pre-Recorded Client Demos