Project Management

Day to Day Project Administrator Responsibilities at IBM

CONTRACT INITIATION
  Project Control Book Creation
       • Customized the standard contract template to the project requirements.
  Project Repository Creation
      • Posted documentation to the Project Repository.
      • Collected signed documents (Project Change Requests (PCRs)) before work is performed 
           and logged.
       • Ensured all required documents were posted by stakeholders.
CONTRACT
Audit Readiness
      • Maintained the Contract Master file and identified exceptions to the Engagement Manager.
      • Completed the executed Checklist and FIC Self Assessments on a quarterly basis.
      •	Assisted in managing exceptions to closure.
      • Executed owned activities on the Project Closure Checklist activities.
Project Control Books
      • Maintained, tracked, and reported the plans and required logs and reports; Schedule, 
        Change, Risk, Quality, Deliverables, Subcontractor, Issues Tracking, and Communications.
ENGAGEMENT MANAGEMENT
Supported Engagement Manager in all aspects of project.
Performed the following tasks on behalf of Engagement Manager:
      • Created a Contract Team Room (Document Repository). 
      • Obtained all plans required for the project and posted in the Contract Team Room; Issues, 
        Change, Communication, Financial, Deliverables, Risk, and Customer Reference.
      • Completed the Project Management System Summary and posted.
      • Reviewed required plans on a monthly basis.
      • Managed/Owned Contract Team Room. 
      • Executed the contract closeout checklist, sent all documentation to proper repositories,
        and validated that all items have been completed.
Fulfilled the Engagement Manager Role
Performed the tasks described in the Section shown above, AND:
      • Led the Delivery Transition Review when needed.
      • Maintained Team Room security for team member’s access.
      • Assisted with customer relationship, if needed, during delivery and steady state of the contract.
      • Created and maintained all required contract plans.
      • Completed and submitted End of Engagement documentation.
FINANCIAL EXECUTION SERVICES
Completed Variance Analysis
      • Reviewed revenue and cost variances to plan and reported.
      • Computed Estimate to Completion based upon results.
Financial Status Reporting
     • Gain the Engagement Manager’s approval for an updated PM forecast in STRAT.
      • Entered the financial management spreadsheet, reconciliation & CGP reports in Team Room.
      • Prepared initial draft of the “Deep Dive” and appropriate Financial Status Report.
Financial Tracking
      • Created the Financial Management Tracking Plan to accommodate the collection and 
        analysis of actuals for all project elements.
      • Produced labor Claim reports for reported activity.
      • Finalized the FMT and submitted to appropriate parties.
PCR Impact to the Financial Plan
      • Adjusted the Financial Management Baseline for adjustments to GPE due to PCRs 
        (200+ PCR's total $24.6M).
Reconciliation
     • Extracted CGP on a monthly basis and entered inputs into the Financial Management 
        Spreadsheet.
      • Reviewed labor sources including Claim input to the analysis.
      • Updated/analyzed the Revenue/Cost Elements and compared planned vs. actual achievement.
FINANCIAL INITIATION SERVICES
Financial Baseline Planning
      • Created the Financial Baseline based upon the GPE content and adjustments.
      • Loaded Financial Management data into the Financial Management Spreadsheet.
      • Finalized the completed spreadsheet with the Engagement Manager.
Financial Data Retrieval
      • Obtained and reviewed the original, quality assured GPE file.
      • Reviewed the planned revenue, cost and expected gross profit according to the approved GPE.
PROCUREMENT EXECUTION
Hardware/Software Billing
      • Gathered inputs from all contractually agreed to chargeable areas for billing purposes from 
        SOW, PO's, PCR’s, and other management approved charges as appropriate.
      • Generated the appropriate complex special billing with appropriate approvals.
      • Maintain a detailed invoice backup report for the Engagement Manager to use with the client as 
        necessary.
Order Coordination
      • Received Order Request from the Delivery Project Executive/Engagement Manager and
        ensured it conforms to the SOW.
      • Placed the order and notified the Delivery Project Executive/Engagement Manager of
        shipping and delivery information.
      • Verified Client Receipt and verified Proof of Delivery.
      • Managed ordering and shipment exceptions as needed.
Specialized Orders
      • Executed alternate sourcing processes as appropriate.
      • Executed responsibilities in the Trade In and RMA Processes.
PROCUREMENT INITIATION
Vendor Quote Management
      • Validated currency and accuracy of vendor quote through the Delivery Project 
        Executive/Engagement Manager.
      • Setup Ordering Profile for the project.
SITE FULFILLMENT
Coordinate Asset Information
      • Maintained an accurate asset inventory (manufacturer, model/type, serial number) of
        hardware procured the SOW.
      • Coordinated physical inventories to reconcile the asset inventory.
SPECIALIZED INVOICING
Monthly Billing
      • Gathered inputs from all contractually agreed to chargeable areas for billing
        purposes from SOW, PO’s, PCR’s, and other management approved charges as appropriate.
      • Gained the Engagement Managers approval of work eligible for billing with five days 
        prior to the billing cutoff.  Generate customer numbers as appropriate to be used for billing 
        purposes.
      • Generated the billing in a standard format and reviewed with the Engagement Manager for 
        accuracy prior to its release.
      • Release Project Billing to the NSSO as appropriate to Business Conduct Guidelines with 
        the appropriate level of approvals.
      • Maintained a detailed invoice backup report for the Engagement Manager to use with the 
        client as necessary.