Project Manager

Mandatory Skills:

1. Project Initiation & Planning

Tasks

• Confirm project goals, success criteria, constraints, and assumptions.
• Identify stakeholders (IT, InfoSec, Procurement, business units, Help Desk).
• Establish governance: steering committee cadence, decision-making process, escalation path.
• Develop and maintain:

• Project Charter
• Integrated Project Plan / Schedule (work breakdown structure)
• Resource plan (IT staff, vendor resources, staging space, imaging capacity)
• Budget tracking approach (even if PM is not the budget owner)
• RAID log (Risks, Assumptions, Issues, Dependencies)
• Communications plan (audiences, channels, frequency)
• Change control process
• Conduct kickoff meeting(s) and publish meeting notes and action items.

Deliverables

• Project Charter (draft final)
• Master Project Schedule (baseline maintained updates)
• Communications Plan
• RAID Log
• Governance calendar (status meetings, steering meetings)

1. Requirements & Standardization Oversight

Tasks

• Validate device profiles/specifications by persona (e.g., standard user, power user, developer, executive, rugged/mobile).
• Confirm operating system baseline, encryption requirements, endpoint protection, patching approach, and configuration standards.
• Confirm peripheral needs (docks, monitors, adapters, keyboards, mice), shipping logistics, and spare pool strategy.
• Confirm deployment model(s): on-site swap, user self-service, remote shipment, or hybrid.
• Confirm data migration approach (e.g., OneDrive/known folder move, USMT, third-party, manual).
• Confirm identity/device management approach (e.g., AD/Azure AD, Intune/SCCM/other MDM) and enrollment workflows.
• Confirm application packaging/allow list, licensing constraints, and "day-1 readiness" expectations.

Deliverables

• Requirements & Standards Summary (device profiles, baseline build, mandatory apps, security controls)
• Deployment approach memo (with options and recommendations)

1. Procurement Oversight (Coordination, Not Purchasing Authority Unless Specified)

Tasks

• Coordinate with Procurement to develop the solicitation package elements needed from IT (specs, quantities, evaluation criteria, delivery requirements, warranty/accidental damage coverage, refresh cycles).
• Manage procurement timeline and dependencies (approvals, funding, lead times).
• Support vendor evaluation logistics: Q&A management, demos, scoring workshops, clarifications.
• Oversee ordering milestones and delivery tracking:
  • Expected ship dates
  • Partial shipments/back-orders
  • Warehouse/staging capacity planning
• Coordinate warranty registration processes and capture of serial numbers/asset identifiers.

Deliverables

• Procurement project schedule and status reporting
• Receiving and inventory intake process (RACI checklist)
• Delivery tracker (model/qty/date/status)

Build, Imaging, and Configuration Oversight

Tasks

• • • Coordinate technical teams to create/validate:
• "Gold image" or provisioning profile(s)
• Security baselines (encryption, firewall, local admin policy, CIS/org baseline)
• Endpoint security agents, patch level, device compliance policies
• Standard app set and role-based app sets
• Printer/VPN/Wi-Fi profiles as applicable
  • • Ensure repeatable, documented staging workflow:
• Intake asset tag enroll configure QA pack deploy
  • • Establish quality gates and acceptance criteria (build verification checklist).
    • Coordinate pilot group selection and pilot execution plan.
    • Ensure remediation loop for pilot findings and sign-off before full rollout.

Deliverables

• • • Configuration/Staging Runbook (step-by-step)
    • Build QA checklist and acceptance criteria
    • Pilot plan and pilot results report (issues found, fixes, readiness decision)

Deployment Planning & Execution Oversight

Tasks

• Develop the rollout plan by department/site/persona, including:
  • Sequencing and deployment waves
  • Appointment scheduling approach (self-scheduling tool, coordinators, etc.)
  • Cutover procedures (device swap steps, authentication readiness, MFA, VPN)
  • Remote users and shipping logistics (labels, packing materials, return boxes)
• Coordinate end-user communications:
  • What to expect, appointment instructions, backup guidance, downtime expectations
  • New device quick start and FAQs
  • Special instructions for peripherals and remote users
• Coordinate logistics:
  • Staging location and storage security
  • Check-in/check-out process
  • Spares and break/fix process during rollout
• Coordinate with Help Desk/Deskside to scale support during high-volume windows ("floor walkers," extended hours).
• Track deployments daily/weekly: completed, scheduled, failed, rescheduled, exceptions.
• Manage exceptions: VIPs, accessibility needs, specialized software/hardware, loaners, damaged devices.

Deliverables

• Detailed Rollout/Wave Plan (calendar view by-user/device list approach)
• End-user communication templates (email, intranet post, quick start)
• Deployment dashboard and weekly metrics report
• Exception log and resolution status

1. Data Migration & Application Readiness (Coordination)

Tasks

• Coordinate data migration method and responsibilities:
  • Pre-migration checks
  • Data location standards (cloud vs. local)
  • Validation checklist with user sign-off
• Coordinate application readiness:
  • License reassignment
  • App packaging/installation sequencing
  • Testing of line-of-business apps and required plugins/drivers
• Coordinate security/compliance readiness checks:
  • Encryption enabled
  • Endpoint protection healthy
  • Device compliance status in MDM
  • Patch baseline achieved
• Ensure user acceptance confirmation process.

Deliverables

• Data migration checklist user validation form
• Application readiness tracker (LOB apps, owners, test status)

Asset Management, Inventory, and Documentation

Tasks

• Define and enforce asset lifecycle tracking:
  • Asset tags, serial capture, assigned user, location, warranty
  • Updates to asset management system and CMDB (if applicable)
• Ensure chain-of-custody documentation for devices collected/retired.
• Track peripherals where required (docks, hotspots, etc.).
• Maintain a single source of truth inventory and reconcile discrepancies.

Deliverables

• Asset reconciliation report (ordered vs received vs deployed vs retired)
• Chain-of-custody logs (for retired devices and transfers)

1. Retirement, Data Sanitization, and Disposition Oversight

Tasks

• Coordinate retirement workflows:
  • Collection logistics (on-site bins, appointments, mail-back kits)
  • Secure storage of collected devices
• Ensure data sanitization and disposition comply with policy/regulations:
  • Sanitization method (e.g., NIST 800-88-aligned wipe) as required by org policy
  • Certificates of data destruction / sanitization logs
  • E-waste recycling requirements and documentation
  • Donation/resale approvals if applicable
• Coordinate vendor disposition services and verify reporting.

Deliverables

• Retirement plan and schedule
• Sanitization/destruction certificates and disposition report
• Final retirement inventory (asset IDs, method, date, disposition)

1. Risk, Issue, and Change Management

Tasks

• Maintain RAID log and run regular risk reviews.
• Identify common refresh risks and implement mitigations, such as:
  • Supply chain delays/backorders
  • Incomplete app readiness
  • Insufficient staging capacity
  • Data loss or migration failures
  • User downtime and adoption challenges
• Manage change requests affecting schedule/scope/cost, facilitate approvals.

Deliverables

• Weekly updated RAID log
• Change request log and decisions

• Reporting, Governance, and Stakeholder Management

Tasks

• Facilitate recurring meetings:
  • Weekly project status
  • Technical working group
  • Steering committee (as defined)
• Provide regular reporting:
  • Schedule status, budget/status, risks/issues, deployment metrics, vendor status
• Ensure decisions and action items are captured, assigned, and tracked.

Deliverables

• Weekly status report (template ongoing)
• Steering updates (slide deck or memo)
• Meeting notes and action register

1. Stabilization, Transition to Operations & Closeout

Tasks

• Coordinate hypercare period after each wave and/or after full rollout:
  • Increased support readiness
  • Monitoring recurring issues and root cause resolution
• Ensure documentation handoff to IT Operations/Help Desk:
  • Runbooks, known issues, troubleshooting guides
• Confirm completion criteria:
  • Deployment targets met
  • Asset records reconciled
  • Retirement documentation complete
  • Open issues triaged/handed off