SCOPE OF FUNCTION

This is an IRM support function that has direct primary responsibility for the implementation and enforcement of all Project Management policies and procedures.

This is an administrative function that serves as staff to both Project and Resource Management by coordinating the processing of project data for all projects. In a small organization, this could be a part-time function while in a large one, it may be a full-time function. Either way, the responsibilities are the same.

The function of providing reports must be accomplished on a timely basis. The critical time frame for reporting is at the beginning of each time reporting period when reports which represent an evaluation of the reporting period just completed are produced. Project Administration must complete its responsibilities early in the cycle so that appropriate project reviews and decisions may be made on a timely basis by Project Management. Therefore, the proper environment and discipline must be established. Experience shows that this function saves considerable time for Project Managers and others when it is performed properly.

SPECIFIC DUTIES AND RESPONSIBILITIES

1. Participates in the development of all policies and procedures as they pertain to Project Management and executes accordingly. Standard policies and procedures include:

   • Upon Request:

     1. Preparation of projects - this includes the specification of the project scope and the methodology for the project. It also includes establishing standards for project tolerances to be observed, and priority/approval guidelines.

     2. Preparation of resource definition - this includes establishing a human resource to be available for work. It also includes the establishment of a skills inventory to record the knowledge, experience and talents of human resources.

     3. Preparation of estimates and schedules (including revisions).

     4. Preparation of special project or resource reports for management.

     5. Terminating or deferring an active project.

   • Daily:

     1. Time Recording by each resource.

   • Weekly:

     1. Resource Reporting - posting resource time to projects. This includes auditing/approving resource time reports, and the preparation of time distribution summaries by department or group (includes charting effectiveness rates).

     2. Project Reporting - reporting on the status of projects by Project Management personnel. This includes auditing/approving project reports (noting time overruns/underruns requiring revision), and the preparation of a variety of reports for management.

     3. Updating resource allocation reports - assures that resource allocation reports are correctly updated and that resources are not over assigned project work.

   • Monthly/Quarterly/Year-to-Date

     1. Resource reporting - includes the preparation of time distribution summaries to show how resource time was utilized over a period of time.

     2. Project Billing - "chargeback" to end-users for services rendered on projects over a period of time.

     3. Auditing/Analysis - to audit Project Management practices.

2. Establishes the retention period of project and resource files, both current and historical, as stored in the Technical Library.

3. Participates as a member of the Support Team for implementing "PRIDE" products.

4. Reports to IRM Quality Assurance and other IRM support functions on plans and activities.

REQUIRED KNOWLEDGE/SKILLS/EXPERIENCE

1. A general working knowledge of "PRIDE" products, particularly those parts relating to Project Management.

2. A thorough understanding of Project Management activities and the various IRM support functions. This specifically includes project initiation, planning, estimating, scheduling, reporting, and control.

3. An in-depth knowledge of IRM standards.

4. Good interpersonal relations/communications skills.

5. Effective writing skills.

6. Good analytical and problem solving skills.

EVALUATION OF PERFORMANCE

The following list is intended as a guide to evaluate the performance of the Project Administration function. Evaluation will be based upon observation by IRM Quality Assurance, Enterprise Resource Management, Systems Resource Management, Data Resource Management, Data Processing Operations, and the other IRM support functions.

1. All IRM related policies and procedures, as they pertain to Project Management, are followed by the IRM staff.

2. Project Administration related documentation is well organized and controlled.

FUNCTIONAL RELATIONSHIPS

Subordinate to IRM Quality Assurance. Maintains a lateral working relationship with "PRIDE" Coordination/IRM Engineer, IRM Education/Training, and the Technical Librarian. Also works with all IRM functions in an advisory capacity regarding Project Management issues.

METHODOLOGY RELATIONSHIPS

This function participates in the following phases and activities of the "PRIDE" methodologies:

• EEM/Phase 4/Act B - Group requirements into objectives
• EEM/Phase 4/Act C - Group objectives into projects

For additional information on Project Management, see:

• "PRIDE"-Project Management
• Project Administration
• Project Planning
• Project Estimating
• Project Scheduling
• Project Reporting
• Project Control