Intended Audience: Business Affairs (Public)
This article is intended for the Business Affairs Shared Services Project Management Organization, any stakeholder, project coordinators, and project managers. If this is not a public article, it may not be intended for outside communication; please review the Related Articles pane for any related public-facing articles. This article may be public but intended for specific roles. If this article does not suit your needs, please leave feedback or locate a related article as previously directed.
Engagement Standards
Summary
This procedure covers common activities necessary when interacting on projects managed by the Shared ServicesPMO team.
When
Anytime during the project lifecycle.
Requirement
Required
Procedure
How to find meeting agendas
Each time a calendar invite is sent out, before the meeting begins, an agenda will be added to the invite as an attachment. Should a user not have access to view the agenda, kindly inform the Project Coordinator and they will add the employee to our shared access.
Project Emails
All emails about the project must include the PC and PMO email. It is helpful to add the BARID ID for ease of identification.
How to navigate to the SmartSheet Project Plan(s)
The SmartSheet Project Plan will always be linked in each and every agenda in the Project Resources section of the agenda. If you or another stakeholder do not have access to the project plan please notify the PC or PM and they will add them accordingly. PMO encourages stakeholders to bookmark their active projects in their Google Favorites.
Where are Project Artifacts located?
All project artifacts are located in the project folder in the Shared drive. The file path will always be located in the Project Resources section of the agenda.
Agenda Items
Each meeting will have slated agenda items to be covered during the duration of the meeting. At the beginning of each meeting, the Project Coordinator (PC) will verify the agenda topics with the participants. If a stakeholder would like to add a topic to the agenda, the PC will evaluate if there is enough time to add that topic to the existing agenda. If there is not enough time, the PC will determine the topics to be covered. Remaining items will be tabled to the next meeting agenda or an additional meeting will be scheduled. It is recommended that if you have additional agenda items to add them before the meeting or contact the coordinator to adjust the agenda accordingly.
How to make the most of your meeting time
- Being punctual is the best way to maximize the time allotted for the project meeting
- Be sure to open the agenda to follow along with upcoming topics
- It is preferable to view the agenda in advance to be more prepared for the meeting.
Business Affairs Service Culture Standards
The PMO team complies with the Business Affairs Service Culture Standards. It is expected that our stakeholders will share the same standards when engaging in projects to optimize project success. In the event that feedback is required, the PMO team follows guidelines set by the AVP for Administration: Business Affairs Service Culture Standards - Feedback. If anyone exhibits unprofessional behavior, the meeting will be immediately terminated and escalated.
What to change in the project plan and when?
What to do when you need a change to the project plan? Notify your Project Coordinator (PC) of the necessary change during the team meeting. If a meeting is not scheduled, send an email to the PC to inform them of the change to the plan that is needed.
Updating the percentage completion of a task (assigned to you)
If your task is now 100% complete, you may mark the item as completed in Google Spaces. The PC will be notified of that change and will update the plans accordingly.
If your task percentage is partially completed, you may notify the PC during the meeting of the percentage update. If a meeting is not scheduled, send an email to the PC to inform them of the change to the plan that is needed.
** NOTICE ** All changes need to go through the PC so that the PMO team can properly log the Change Management for reporting purposes. This also ensures the integrity of the project.
How to save the SmartSheet bookmark at Kickoff
During the Kickoff meeting, the Project Coordinator will have a URL ready for the project plans
- Open the URL link
- Log into SmartSheet
- Select the icon with 3 vertical dots on your Google tab
- Navigate to Bookmarks
- Select Bookmark This Tab
- Create a name for the site (Example: BARID### Project Name)
- Select Done
How to read a project plan in SmartSheet
View the User Guide: SmartSheet Project Plans