During All Phases

Duties of the Project Manager

· All meetings require a Meeting Report to be completed and filed in the project workspace

· Manages Change Control, Issues escalation and resolution, Schedule, Costs, and Resources

· Manages the collaborative project workspace environment for the program or project and updates the workspace on a timely basis

· Responsible for having most current project documents

· Conducts team building and team development activities

· Establishes reward and recognition systems

· Monitors & acknowledges performance

· Increases team member proximity if possible

· Provides coaching, mentoring, and assistance to team members as needed

· Works closely with functional managers to resolve team members' workload conflicts

· Ensures needed training is provided to accomplish project objectives

· Identify and resolve conflicts

Duties of the Project Team

· Implement project activities outlined in Project Management Plan, Project Schedule, and Project Design under management of Project Manager

· Create and update project documents as called for and ensure all documents are posted to the project workspace while being created or complete

· Distribute documents per the Communications Plan

· Using the project workspace, keep Project Manager and other management informed of all project activities and issues

· All project team members responsible for having most current project documents from the project workspace

· Finish timecards on timely basis to provide time information for Status Report and Cost Report

During the Initiating Phase

Duties of the Project Manager

· All meetings require a Meeting Report to be completed and filed in project folder.

o The best way to use the Meeting Report is to fill in the meeting information, fill in the agenda, and send the Meeting Report to the meeting attendees. During or after the meeting, fill in the minutes with any assignments noted; distribute the final document to the team and post in the project folder.

· PM participates in project estimation and pricing estimation activity.

· PM ensures the SOW or Project Charter is properly completed and ready for submission

· PM creates the RAIDCBT (Risk, Action Item, Issues, Decisions, Change, Business Process, and Training Needs).

o The risk assessment and risk management plan is completed and updated in the RAIDCBT.

o All issues and action items are tracked, escalated, and managed to resolution by the PM.

· PM distributes blank Change Control form to the Client and project team.

· Creates Project Status Report on a regular basis, distributes the report to stakeholders, and posts the report to the project workspace.

During the Planning Phase

Duties of the Project Manager

· Ensures the Requirements Survey is properly completed and filed in the project workspace

· PM creates Project Contact List.

· PM works with project team to create the Project Schedule.

· PM and project team creates the Project Management Plan including:

o Project Goal, Objectives, Assumptions, Constraints, and Approach.

o The Project Budget and Cost Plan.

o The Project Staffing Plan, Organization Chart, and Roles & Responsibilities.

o The Quality Plan.

o The Communications Plan.

o The Change Management Plan.

o The Procurement Plan.

o The Training Plan if necessary

· PM creates Project Summary.

· PM works with project team to create the necessary planning and design documents and gain signoff by the client.

· PM ensures the distribution of the documents to project team members and stakeholders.

· PM creates Project Status Report on a regular basis, distributes the report to stakeholders, and posts the report to the project workspace

During the Implementing Phase

Duties of the Project Manager

· Ensure Client notifies end-users of all deployment dates

· Creates Project Status Report on a regular basis, distributes the report to stakeholders, and posts the report to the project workspace

· PM assigns tasks to resources and gathers information from the team when updates are made. PM approves all work and reviews/manages project schedule updates. (Note: It is a good idea to go over weekly tasks with team on Monday and have review of week with team on Friday.)

· PM meets with other PMs and Resource Managers to review resource allocation and utilization.

· PM chairs all Status Meetings

o PM fills out Meeting Report for all meetings and distributes to team as agenda prior to meeting along with current RAIDCBT and Project Schedule.

o PM updates Meeting Report with minutes during meeting and distributes to Client PM and project team.

o Discuss week's goals

o Discuss week accomplishments

o Review/update all open issues using RAIDCBT

o Review/update items in Project Schedule

o RAIDCBT is updated during the Status Meeting; the PM escalates issues and action items as needed; tracking all issues and action items to resolution.

o Allow time for sharing and discussion, but limit meeting to 1 hour

o PM distributes all updated documents to Client PM and project team

· PM manages and tracks Project Schedule and ensures invoices are issued and all expenses tracked.

· PM manages Issue and Incident Escalation Process. All issues are assigned to a person and managed to resolution

· PM ensures Client, project stakeholders, and team members have all documents.

· PM insures scope of work matches scope of agreement with client

· PM manages Change Control. Any change requested by the Client will be reviewed by the PM for impact and cost and be managed through the Change Control process.

· PM directs the creation and testing of the Deployment and Contingency Plans.

· PM reviews team's work for quality ensuring scope of work matches scope of agreement with client

During the Closing Phase

Duties of the Project Manager

· PM creates Closeout Form to capture Lessons Learned and Best Practices

· PM ensures all project documents are in the project workspace prior to closeout

· PM chairs the Closeout and Review meeting

· PM plans for and manages the project celebration

· PM completes a performance feedback for every team member, reviews it with the team member, and supplies it to the team member’s manager

· PM plans for and manages the project celebration.

· PM ensures all billing and administrative tasks are complete