Definition of the office and its subordinate units
The organizational structure of the Project Management Office (PMO) at Northern Borders University is designed to effectively implement digital transformation projects and ensure seamless integration with the university's strategic plan. The PMO is responsible for processing and supervising technology projects, aligning them with the university's goals, and achieving all requirements.
In order to achieve this, the Deanship of Information Technology was established and set its strategic goals to meet the requirements of the digital transformation process. For the importance of implementing digital transformation projects effectively, accurately and integrated with the University's strategic plan, the project management office was established at the deanship to be the entity entrusted with processing and supervising technology projects in general and achieving all the requirements.
The PMO operates with a clear vision, mission, and objectives:
Vision: To lead digital transformation projects effectively, serving the success of technology projects at the university.
Mission: To apply international standards and the latest developments in the management of digital transformation projects at the university.
Objectives:
1. Align projects with the university's strategic plan.
2. Ensure full integration between projects, avoiding duplication while maximizing value.
3. Provide full support to technical project managers.
4. Continuously develop the technical and executive work environment, keeping up with new concepts and adopting them for future projects.
The functions of the PMO include:
1. Developing a strategic plan for the PMO and overseeing its implementation.
2. Designing the organizational structure of the PMO and defining its role (controller/mentor/supporter).
3. Establishing and implementing a work methodology, including policies, procedures, models, tools, and auxiliary software in accordance with international project management methodologies (PMI).
4. Improving and enhancing project performance and outputs.
5. Establishing effective mechanisms to connect the PMO with other departments within and outside the Deanship, ensuring seamless integration.
6. Enhancing financial and human resource management, communication, and reporting.
7. Defining the project governance structure, including administrative processes, skills, roles, and project management responsibilities.
8. Documenting project management steps, starting from necessary studies, preparation of terms and specifications, and following official channels and approved mechanisms.
9. Defining change management strategy and communication plan.
10. Controlling technical initiatives and projects at the university, aiming for comprehensive improvement in all aspects.
11. Developing an induction manual, regularly updated to reflect the latest PMI releases, outlining the office's processes, policies, forms, and templates in line with university policies.
12. Supporting university staff in the field of project management, with a focus on knowledge transfer.
13. Developing plans to raise awareness and skills of Deanship employees, covering any existing gaps.
14. Coordinating with the Institutional Structure Office to develop future perceptions of the university's needs and ensure continuous updates.
15. Participating in technical proposal evaluations and preparing technical evaluation reports.
16. Providing full supervision of projects, monitoring their progress, and coordinating with the financial department or relevant committees for disbursements.
17. Maintaining regular communication and collaboration with the Vision Realization Office to fulfil its requirements.
18. Engaging with external monitoring and performance measurement agencies in the kingdom.
19. Collaborating in determining the required budget for future technology projects at the university for inclusion in the next fiscal year's budget.
The organizational structure of the project management office:
Some models and manuals for Project Management
| 1 | Request for a new project. |
| 2 | Project manager assignment form |
| 3 | Project charter |
| 4 | Scope of work |
| 5 | Timeline |
| 6 | Project progress report |
Updating the projects, their status and completion rates according to the following table:
no. | project | Achievement | Completion percentage |
|---|---|---|---|
| 1 | Development and operation of the external electronic portal of the northern borders University | To address the increasing demand for technical services and the pressing need to keep up with global advancements while optimizing resource utilization, the university has decided to enhance its external portal and associated websites. This development aims to meet current requirements and allow for future expansion in accordance with international standards. The primary goal is to enhance the user browsing experience and maximize the benefits of the portal's services.
| 90 %
|
| 2 | Upgrade, support and maintenance of library management systems | For several years, the university has utilized electronic systems to efficiently manage its central and branch libraries spread across various buildings and campuses. To ensure the seamless provision of high-quality and efficient services, the university initiated a project to enhance, support, and maintain its library management systems. | 90%
|
| 3 | Renewal of technical support licenses for servers and storage capacity
|
Due to the importance of maintaining the components of the technical environment at the university to complete the educational process and follow up the technological development and expansion work carried out by the University and provide the best technical support services and computer operation at the University by international best practices and technological developments, the need arose to start a project to renew the licenses of technical support and storage capacity. | 75%
|
| 4 | Upgrade, support and maintenance of electronic transactions and digital archiving systems BARQ
| The university has relied on electronic systems for several years to streamline internal transactions, archive operations, and enhance accessibility to files and transactions based on predefined system permissions. With a strong commitment to providing efficient and high-quality services, the university initiated this project to enhance, support, and sustain these services. |  |
| 5 | Operation and maintenance of computer systems asms | As a prominent institution in the Kingdom of Saudi Arabia, Northern Borders University strives to produce highly skilled professionals proficient in maintaining and operating university systems. This objective is aligned with the university's management plans overseen by the Deanship of Information Technology. The university is dedicated to upholding the efficiency of its systems, guaranteeing uninterrupted operations, and adhering to strategic objectives and the latest international standards. | 22%
|
| 6 | Supply, installation and operation of the attendance and departure system
| The university aims to provide attendance and leaving devices in all buildings across the campuses of Northern Borders University to both male and female departments. This initiative will be implemented in Arar, Rafha, Al-Awaiqila, and Tarif, providing an appropriate system, training on the system, security, maintenance services and technical support for attendance and leaving devices. The devices will also be seamlessly integrated with the university's internal systems. | 36%
|
| 7 | Supply, installation and operation of computer labs | In line with the Saudi Kingdom's Vision 2030 and the digital transformation program in education and technology, the university has initiated a project to establish, equip, and manage computer labs. This project aims to enhance the university's infrastructure, electronic platforms, and services to meet the increasing demands of the business community. By ensuring efficient and high-quality electronic services, the university strives to maintain a continuous provision of services that cater to the evolving needs of students and the business community. | 5%
|
| 8 | Technical support for the data center of infrastructure systems |
The university implemented a highly efficient data center several years ago, focusing on maintaining quality and efficiency in its services. The university has launched a technical support project for its data center infrastructure systems to ensure continued excellence. | 44%
|
| 9 | Renewal of support licenses for data center servers (HP Synergy)
| نIn order to ensure the smooth functioning of the technical infrastructure at the university and facilitate the educational process, initiating a project to renew the support licenses for data center servers has become essential. This initiative is necessary to keep up with the university's technological progress and expansion efforts and to provide top-notch technical support services and efficient computer operations in line with the latest international practices and advancements in the field. | 5%
|
| Implementation is ahead of the project plan |
 | Impplan |
 | Implementation is in line with the program with expectations of delays in some tasks theretasks |
 | There is a delay, and the situation is critical. |