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 |