Frequently Asked Questions

  1. How does project management integrate with portfolio management?
  2. Where can we obtain approved training for our project managers and project teams?
  3. What is involved when the PMO provides oversight to a project?
  4. What is the PMBOK Guide?
  5. What are the required portfolio and project documentation and how long must we retain it?

How does project management integrate with portfolio management?

The purpose of an Agency IT Portfolio is for the State of Maine to better manage IT investments. The portfolio includes strategic business plans, agency technology infrastructure, current and planned technology investments and projects as well as annual reviews of investments and projects. Project management is critical to the success of an agency's technology investment as it will provide the greatest opportunity to bring projects in on time, and on budget. Project management reporting and reviews will be included as a component in an agency's IT portfolio and reviewed by senior management and the PMO.

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Where can we obtain approved training for our project managers and project teams?
Periodically the PMO will sponsor training for project managers as well as project teams. Agencies are free to seek out training opportunities with their vendors of choice however; the PMO would strongly recommend that agencies look to training recommended through the Project Management Institute at http://www.pmi.org.

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What is involved when the PMO provides oversight to a project?

The level of oversight the PMO provides to a particular project will vary depending upon the project and circumstances. Oversight may include PMO staff sitting on project teams, the review of project documentation, meeting with both technical and business staff or scheduling meetings with key team contributors to review and resolve specific issues at hand. Regardless of the level of oversight, the PMO will submit written findings to the senior management within an agency and/or department as needed throughout the period of oversight.

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What is the PMBOK Guide?
The PMBOK Guide (Project Management Body of Knowledge) has documented what is considered to be a minimum body of knowledge that a project manager needs in order to be effective. It breaks down to nine areas of knowledge and they are:

  1. Project Integration Management
  2. Project Scope Management
  3. Project Time Management
  4. Project Cost Management
  5. Project Quality Management
  6. Project Human Resource Management
  7. Project Communications Management
  8. Project Risk Management
  9. Project Procurement Management

The guide is highly recommended as a resource for all project managers.

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What are the required portfolio and project documentation and how long must we retain it?
Required documentation is as follows:

  • Business Case
  • Project plan proposal and approval
  • Communication plan
  • Project status reports
  • Change management reports
  • QA reports
  • Risk management reports
  • Test plans
  • Implementation plan
  • Transition plan
  • Team feedback forms
  • End of project summary

While a project may have additional reports and/or plans, these at a minimum are expected to be available on line for review by the PMO or senior management as needed. The documentation must be retained for the life of the deliverable.

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