About Project Management Office
The Project Management Office is defined as an entity within the Deanship in which everything related to the work of projects and programs of the Deanship is directed and managed within its powers, and its function is to improve the performance and results of project management, and to assist project managers in achieving the goals of the projects so that the various and different projects are treated as a portfolio. Supportive: The office will be supportive with consultations and training, providing models and templates, and accompanying project managers in internal projects as well. Controller: The office will be in control of external projects to ensure the quality of project outputs and the good implementation and application of methodologies that were prepared during the establishment stage, as well as during the support and training stage. PMO operations are carried out through the following auxiliary units: Project Management Unit and Service Management Unit
Project Management Unit
The Project Management Unit performs the following tasks:
- Supervising the implementation of the projects of the Deanship of Information Technology: from initiative to closing, including:
- Follow-up of internal and external IT projects: to ensure their conformity with the plans that have been prepared.
- Project management follow-up: The Project Management Office monitors project managers and monitors project performance indicators on the project management system
- Ensuring that project managers update and upload all information on ongoing projects in accordance with prepared plans.
- Management of priorities between projects: by providing the highest priority projects that serve the most goals of the Deanship and the University in a way that enables the use of the Deanship’s resources according to the identified priorities.
- Coordination between projects: The Project Management Office may undertake the tasks of coordinating all or some projects of the Deanship with other parties.
- Preparing the project management methodology: by defining project management procedures from idea to completion and delivery with defining how to approve projects from launching or starting projects, project planning, project management and control, data entry by project managers and entering working hours by the project team.
- Support and training of project managers: by training them to use the methodology prepared by the office, as well as training them to use the project management system.
- Preparing reports for senior management: by collecting reports from various projects and programs, comparing and summarizing them, and then preparing a report on them for management to review.
- Collection, Archiving and Sharing of Lessons Learned: The Project Management Office ensures the collection and archiving of lessons learned from completed projects while feeding the lessons learned base and sharing it with all other project managers.
- Historical database: The PMO should take responsibility for historical databases and project records as well as project performance metrics and results.
- Support and Training: The Project Management Office may become responsible for training and developing the staff of the Deanship of Information Technology in project management.
- Save project documents into files with classification and arrangement.
- Follow-up and archive the offers and contracts of contractors and study the offers.
- Participate in the committee to hand over the site to the contractor on the specified date, and prepare a report on the form prepared for this.
- Knowing the contractor's technical body, and ensuring his scientific qualifications and practical experience before approving it.
- Follow up on the preparation of the implementation schedule by the contractor to study it and make any comments on it.
- Studying the executive and detailed plans for the various parts of the project, making observations on them, and proposing appropriate amendments to them and approving them.
- Planning, general supervision, and setting programs and policies to avoid any delay in the completion of the project.
- Supervising the implementation of the project in its various stages in accordance with the conditions, specifications and operational plans.
- Monitoring the contractor's work, and ensuring that it conforms to the terms and specifications.
Service Management Unit
Service Management Unit is responsible for ensuring that the use and improvement of the project management. The unit designs and develops operations, represents a center of digital excellence within the university, and the unit is responsible for improving the quality, effectiveness and efficiency of services provided to customers and users, where the services department plays an important role in planning and improving the quality of technical services outputs, and its tasks include following up and managing the services guide with (ITIL). Information by applying the best practices of service management for continuous improvement and continuous communication with the Office of the Institutional Structure. The main functions of the unit are as follows:
- Measuring and monitoring the service life cycle and the possibility of fully automating it or raising its maturity level.
- Use best practices to implement and monitor service management processes.
- Improving the decision-making process by monitoring the performance of services and setting priorities.
- Minimizing risks and prioritizing services based on critical or most requested services.
- Improving the availability of services and maximizing benefits.
- Increase customer and user satisfaction with information technology services.
- Reducing the time required to develop new services or improve upon existing services. concluded with all sectors of the university.
- Ensure implementation of Service Level Agreements