Standard Bank Group
HR Programme Management Office Programme Coordinator
September 2013 — February 2014
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Project Coordinator at Rand Merchant Bank
The position is divided into 3, Project, Programme and Portfolio Administrator
Ensure that as an administrator have knowledge and understanding of a PM role and know the basics of all project related work.
Plan and co-ordinate project meetings and record meetings.
Distribution of communication emails as well as minutes
Ensure all project submissions for Change co, travel schedules is done.
Monitoring submission of timesheets on EPM is done
Understand and assist in Invoice processing.
Follow up on invoice payments, Governance etc
Monitor the Projects in terms of budgets.
Support Project Managers in all Portfolios
Assist new staff joining the team (in Project Administration role)
Assist PM’s with their MSP schedule
Assist PM’s with registering projects on EPM.
Assist PM’s in Monitoring that documents are properly loaded on the sharepoint i.e. Project briefs, Business Case, Status reports.
Assist in risk and issue updating.
Attend all project related meetings with different stakeholders, for detailed information purposes and for recording minutes (only when required too.)
Assist PM’s with burn rates, revised estimates updates and accruals.
Assist PM’s with submitting reversals of incorrect hours booked in
project by use of reversal templates
To provide operational-level analysis and support to the Project Management Office Manager by offering project-office services to the Cluster and the Portfolios within the Cluster. Operates across the pan-African Cluster to which I am assigned.
Ensure all project role players in the Cluster contribute their monthly project status reports and other required documentation within the determined deadline
Review and ensure the quality, intergrity and accuracy of project reports and associated project documentation
Coordinate the timeous production of the Cluster’s monthly status reports at portfolio, programme and project level (all projects and small enhancements), including:
projects under way or being planned
project prioritisation in line with Cluster, Portfolio and BU strategies
key milestones and deliverables across the portfolio
the health status of the projects
project expenditures vs. budgets
Support the deployment and effective use within the Cluster of required project-management and related tools, processes, systems, governance, templates.
Provide consultative support services and guidance to project role players, regarding reporting, usage of tools, templates, Sharepoint system
Provide a secretariat service to, and assist in the preparation of documentation for, the Change Council and supporting Portfolio Change Councils and associated governance committees
Follow up and track actions as minuted at Councils.
Coordinate the submission and management of financial Business Cases
Report on, and escalate as required, Cluster- and Portfolio-level project & programme risks, issues, dependencies.
Report on the deployment utilisation of change resources.
Monitor and track that the analysis and reporting of benefits realisation by projects is done in collaboration with project sponsors, finance, investment management.
Monitor and track that quality-assurance reviews and gated reviews of key project deliverables are done.
•Assist in ensuring that all project role players in the Cluster contribute their monthly project status reports and other required documentation on deadline; review and ensure the quality and accuracy of these; and escalate non-compliance when necessary
•Coordinate the timeous production of the Cluster’s monthly status reports at portfolio, programme and project level (all projects and small enhancements), including:
-projects under way or being planned
-project prioritisation in line with Portfolio and BU strategies
-key milestones and deliverables across the portfolio
-the health status of the projects
-project expenditures vs. budgets
•Provide consultative support services and guidance to project role players, regarding reporting, usage of tools, templates, etc.
•Prepare project financial reports at a Cluster/Portfolio/BU level: actual project spend to date and forecast vs. budget, variances, etc.
•Provide a secretariat service to, and assist in the preparation of documentation for, the Business Change Council and supporting Portfolio Change Councils.
•Assist in the coordination of the submission of financial Business Cases.
•Report on the deployment & utilisation of change resources.
•Monitor and track that quality-assurance reviews and gated reviews of key project deliverables are done.
•Manage a repository of key documentation for projects in the Cluster (physical and/or digital).
Liaise with Project Managers in the BU to ensure that project status reports are received as per the required timelines and the necessary follow-up is communicated with Project Managers across the cluster.
Review project reports to ensure quality and accuracy. Ensuring sign-off from Line Managers / Programme Manager.
Review consolidated EPOs and risk logs (Red/Amber) with Change Heads and their nominated representatives (before sending to project office).
Support the deployment of effective execution of project-management tools, processes, systems, etc.
Consolidate and reconcile the required info as required by Retail Bank Project Management Office (SPMO) for all approved Change initiatives.
Consolidate documentation for the BIF and RCC from the BU and facilitate timeous submission to the PMO in accordance with defined processes, timelines and governance.
Facilitate Change Gateway and all other 3rd party reporting outside RB Change & Systems.
Single Point for schedules governance - Baseline changes by Project Managers gate keeper.
Bi-Weekly Dashboard on Project Status.
Facilitate Bi- Weekly Project status meeting with Project Manager and Portfolio Manager.
Ensuring meetings with Portfolio Manager and Project Manager and minute outcomes.
Administer project change control as submitted by Project managers and check that documents have been signed by relevant parties.
Ensure early warning indicators are in place for contracts coming up for renewal by diary management
Compile Dashboard by extracting information, consolidating, generating and distributing various reports to relevant stakeholders
Spend Tracking on Small Enhancements.
Project Concept document Preperation
Business Case Preperation
Conceptual Design Process mapping
Stand In for Team Leader in absence. Lead a team of approximately 12 team members. Daily/Weekly/Monthly MI.
Project and Programme Coordination for SME team within the SITA environment.
Supports 3 Programme Managers with Business Case updates, Project Schedule Updates
And Mentor to Learner in Project Management
WASP Daily stats and Monthly SLA reports(Department of Home Affairs)
Business Case Generic Models
Solution Architecture updates
Market Analysis and Strategy
Service Down procedures and action steps
Customer Take on documentation(SAPS, Department of Home Affairs, Western Cape Government, Department of Basic Education, National Treasury, National Department of Human Settlements, Presidency, Nkangala TVET College)