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.