Software Project Manager

Job Description

Requirements for the New PMO in Modernization Deployment Team Overview The Project Management Office (PMO) will support the Project Managers (PMs) in the implementation of modernization projects in terminals. The PMOs responsibilities will be structured into several key areas to ensure efficient project execution and standardization. Core Responsibilities 1. Weekly Updates Weekly Check-in Slides and Progress Reports: The PMO will collaborate regularly with PMs to update weekly check-in slides for all projects. They will actively participate in project meetings and independently create weekly progress reports. These reports will be reviewed during weekly meetings with the Project Manager. The PMO will prepare the reports and the PM will provide feedback. Report on overall project delays and delays in closing individual milestones. Continuously update and enhance weekly PMO slides based on best project management practices. The PMO will adjust their schedule to accommodate project meeting times. Budget and Resource Management: PMO conduct weekly meetings to report to PM on project budget status and anticipated future expenses. Develop and maintain resource plans detailing who is required, where, and when. Identify resource needs for specific project milestones. Coordinate resource planning across divisions beyond modernization(N4, IT, AM, GLASS), including external resources and those working between deployment teams like QA, Engineering, Product. Risk Management: Manage the risk log and create a risk register template. Conduct weekly reviews and verify the risk register with PMs. 2. Automation Cost Tracking The PMO will help project managers update the automation cost tracking with initial guidance from the PMs. They will coordinate with terminal finance to collect data and incorporate it into the tracking tool. Additionally, they will update upcoming expenditures in the budget forecast to assess the risk of exceeding the budget. 3. Coordination with Internal Automation Teams The PMO will support PMs in coordinating with different internal automation teams, including QA, Performance, Change Management, Product, and Safety teams. A tracking tool will be developed by the PMO to monitor tasks assigned to individuals within the modernization team. They will proactively follow up with responsible parties regarding task status and committed deadlines. If tasks are at risk of not being completed on time, the PMO will escalate the issue to the PM for prompt resolution. 4. Monthly/ weekly Summaries and Regional SteerCo The PMO will create monthly executive summaries tailored to their respective regions. The PMO will prepare regional CIO steering committee slides in consultation with PMs and IT PMs. The PMO will create weekly project meeting slides for Project Managers containing updated essential data such as completed and pending tasks, project status against schedule, top risks, etc. 5. Standard Integrated Plans and Deployment Framework PMO plays a critical role in maintaining and updating the project schedule to ensure that projects stay on track and meet their deadlines. The following points outline the role of the PMO in this regard: Centralized Scheduling and Coordination The PMO should act as the central hub for all scheduling activities, ensuring that all project timelines are aligned and coordinated across different projects, teams and stakeholders. Regular Schedule Updates The PMO should regularly update the project schedule to reflect the current status of tasks, milestones, and deliverables. This includes incorporating progress updates, changes in scope, and adjustments in resource allocation. Integration of Inputs The PMO should gather inputs from various project team members, including PMs, IT/AIL team leads, and other stakeholders, to ensure that the schedule reflects all relevant activities and dependencies. Schedule Analysis and Reporting The PMO should perform regular schedule analyses to identify potential delays, bottlenecks, and risks. They should generate reports that provide insights into the project's progress and highlight areas that require attention. Facilitation of Schedule Review Meetings The PMO should facilitate regular schedule review meetings with PMs and key stakeholders to discuss the status of the project schedule, review progress, and make necessary adjustments. Use of Scheduling Tools The PMO should utilize project management software and scheduling tools to create, maintain, and update the project schedule. These tools should be accessible to all team members for transparency and collaboration. Communication and Documentation The PMO should ensure that all schedule updates and changes are well-documented and communicated to the relevant stakeholders. This includes updating project documentation and maintaining a clear audit trail of changes. Proactive Risk Management The PMO should identify scheduling risks early and work with the project team to develop mitigation strategies. This proactive approach helps prevent schedule slippages and ensures timely delivery of project milestones. 6. Change Management and Documentation PMO will aid PMs in updating Change Management, Risk Register, Lesson Learned, and various templates such as due diligence and project kick-off meetings. 7. Ad Hoc Tasks PMO will handle tasks on an ad hoc basis as per the project requirements. Additional Responsibilities PMO will establish and maintain good relations with PMs, ensuring projects are managed through standard integrated plans and deployment frameworks. Providing a well-maintained, easily accessible library of templates for integrated plans and deployment frameworks is essential. 1. Deployment Framework (APMT Modernization PM BOK) The PMO should create an APMT Modernization PM Bok (Deployment Framework) that includes: Roles and responsibilities descriptions Resource descriptions Milestones definition and clear description Deliverables per milestones and workstream (QA, QC, Safety, Change Management) Templates Communication strategy Governance structure 2. Template Creation and Management Developing Templates for Communication Plans, Weekly Project Meetings, and Steering Committee (SteerCo) Meetings The PMO will create templates for communication plans, weekly project meetings, and Steering Committee meetings. These templates will be tailored to project needs and best practices, ensuring consistency and clarity in project communications. The PMO will manage a shared drive containing template libraries with revision management. This involves notifying relevant stakeholders of updates to ensure everyone has access to the latest versions. Maintain structured approach to support efficient communication and meeting management, promoting consistency and alignment across the project teams and stakeholders. 3. Milestone Certification The PMO will establish milestone certificates for all project milestones. These certificates will outline the standard deliverables expected for each milestone and document any deviations from vendors or APMT. To ensure timely closure of milestones, the PMO will verify that all specified requirements have been met. This includes confirming the completion of deliverables and assessing any necessary approvals or sign-offs. By implementing milestone certificates and rigorous verification processes, the PMO will maintain project accountability, transparency, and adherence to established timelines and standards.