Last update: 19.04.2024
Board Meetings: Organising of governance meetings incl. appointment coordination, meeting support, preparation of documents and consolidation of individual statuses (progress reporting, RAG status) from the workstreams and external service providers (IBM and msg-Life) into executive reporting or on workstream level.
Reporting Resource Management: Resource and new hire reporting, reorganisation of the resourcing proves (including form design).
Reporting Provisions/Participation: Support the weekly reporting of Business Support (Business specialists for analysis & testing etc.)
Sharepoint: Project documentation, introduction of a process for granting and managing access rights, Sharepoint administration.
Expanditure Planning: Estimation of project expenditures and requirements, and tracking of real versus estimated costs. Planning of new contracts based on expenditure tracking and reporting.
Reporting: Generation of weekly and ad-hoc reporting for Programme Management and Project Management.
Monitoring and Invoices: Monitoring of 25 maintenance and software development projects, including international service providers and subcontractors. Quality assurance, approval and submission of subcontractor invoices. Communication in weekly, monthly, and quarterly reports.
Vendor Management: Tracking, invoicing etc. Management of communication between onsite-development team and Indian team. Hosting of management meetings.
Support of Project Manager regarding all internal processes: Quality Management, bid proposals, draft presentations and provision of slides, communications, administration (general lists, databases and project files), and event organisation.
Project Communication: Set up and update project communication via Sharepoint pages, conduct weekly editorial meetings, conduct interviews with managers and stakeholders, draft management and communications copy, editing, coordinate all actions with the marketing department.
Support of All Activities for Operational Transition: Provide overview of the different contract components of the individual companies, coordinate communication with the Legal departments, quality assurance of documents and correspondence, translations (German-English, English-German), create employee lists and reports (status contracts, employee statistics etc.)
Financial Planning and Project Controlling: Setting up bottom-up budget planning for projects, documenting and monitoring software development projects in customised tool (dbClarity), including international service providers and subcontractors. Reporting all finance-related activities (dbClarity) and reporting to programme management and subprojects (degree of completion, milestones, reconciliation of budget and resources, RAG status, KPIs, Risk & Issues)
Risk Management: Responsible for Risk/Issue tracking, quality control, and reporting (overall reporting and escalation of specific risks/issues)
Project Reporting: Responsible for weekly/fortnightly project management reports including risk-, budget-, resource- and status/RAG reporting
Quality Management: Ensuring quality compliance for all projects of the portfolio, including documentation, document management (Sharepoint), and communication. Supporting project manager in creating required documentation, resolving quality issues, and accomplishing quality gate for individual projects (tool based). Responsible for Review & Approval process.
Resource Planning: Ensuring up-to-date planning, collation and recording of planning changes, reporting upcoming problems, developing solutions
MS Project Planning: Ensuring up-to-date planning: Set-up of MS Project Plan from subprojects, maintenance of project plan, collation and recording of planning changes, reporting upcoming problems, developing solutions
Risk- and Issue Management: Ensuring the R&I Requirements and support of subprojects with the Risk & Issue process ["roles & responsibilities, working with the tool etc."]. Responsible for reporting of Risks & Issues from/of subprojects to the Senior Management (overall reporting and escalation of specific risks/issues)
Support of Senior Management: Support with all determined measures (by Senior Management) for/in subprojects (such as Ad-Hoc Reporting, evaluation and planning activities, ramping-down and initiating projects etc.)
Project Communication: Pass all relevant information (from senior management) to subprojects and from projects to senior management. Initiation and hosting of workshops and meetings (ad-hoc and on regular basis) between Senior Management, Project Management und Subprojects
Delegate to Bodies/Advisory Boards: Representative of supervisors in several meetings, in order to gather project status information, discussion points etc.
Document and Access Management: Conceptual design of a new, structured filing system. Planning and implemen- tation of the new file structure. Concept and implementation of access authorisation for documents (authorised access only for appropriate team members).
Set Up and Support of Review Process: Issue tracking, quality control, and reporting
Workshops: Responsible for Interview workshops conducted with internal and customer personnel/staff to identify resources as potential contactors on customer projects. Identifying profiles, organisation and conducting interviews with customer representatives. Communication Management.
Floor-plan Management: Handled relocation of two sub-projects (approximately 100 people) to new building. Procurement of all new hardware, software and office furniture etc.
Co-ordination Infrastructure: Logistics for meetings (scheduling, equipment & catering, minute-taking, open issues listing and -tracking)
Project Controlling: Development and implementation of new processes for performance evaluation of external staff. Quality-control of billing and invoicing, and reporting for programme management and subprojects.
Co-ordination of Indian Subcontractors: Communication, agreements, announcements, tracking, invoicing etc. Management of communication between onsite-development team and Indian team.
Project Planning: Maintenance of project plan, collation and recording of planning changes.
Workshops: Support with planning of workshop reviews. Collation of all quality-control reviews for projects.
