ReachableCEO-AI-Homedir-Public/pmo/artifacts/docs/add-project-guide.md

Adding Projects to the PMO

This guide explains how to add new projects to the Project Management Office (PMO) system.

Overview

The PMO system provides centralized visibility into all projects, enabling effective management and coordination. Adding a project to the PMO involves creating a project registry entry and updating the dashboard.

Prerequisites

Before adding a project to the PMO, ensure you have:

1. A clear project name and unique identifier
2. An understanding of the project scope and objectives
3. A project-specific tracking system set up (GitHub repo, Trello board, etc.)
4. An estimate of the project timeline and milestones

Step-by-Step Process

Step 1: Prepare Project Information

Gather the following information for your project:

• Name: Human-readable project name
• ID: Unique identifier (e.g., PROJ-001, FEAT-002)
• Status: Active, On Hold, Completed, or Planned
• Priority: Critical, High, Medium, or Low
• Health: Green (Healthy), Yellow (Caution), or Red (At Risk)
• Tracking URL: Link to your project-specific tracking system
• Owner: Project owner (for future multi-person projects)
• Dependencies: Other projects this project depends on (if any)
• Due Date: Key milestone or completion date
• Progress: Current completion percentage (0-100%)
• Next Milestone: The next major milestone to achieve

Step 2: Create Project Entry

1. Navigate to the pmo/artifacts/projects/ directory
2. Choose your preferred format:
   • For human-readable format: Use the .md template
   • For AI processing: Use the .json template
3. Copy the appropriate template file:
   • PROJECT_TEMPLATE.md for Markdown format
   • project-template.json for JSON format
4. Rename the file using the convention: {PROJECT_ID}_{PROJECT_NAME}.{md|json}
   • Example: PROJ-001_EcommercePlatform.md
5. Fill in all the project details gathered in Step 1

Step 3: Complete Project Details

Fill out all sections of the project entry:

• Description: Provide a detailed explanation of the project
• Objectives: List the main objectives to be achieved
• Milestones: Define key milestones with target dates and status
• Resources: List team members, budget, and tools
• Risks: Identify potential risks with mitigation strategies
• Notes: Add any additional relevant information

Step 4: Update the Dashboard

1. Navigate to pmo/artifacts/dashboard/
2. Update the DASHBOARD_TEMPLATE.md or create a current dashboard file:
   • Add the project to the "Project Overview" table
   • Update the "Status Distribution", "Priority Distribution", and "Health Indicators" counts
   • Add the project to the "Priority Queue" if appropriate
   • Include any recent activity in the "Recent Activity" table
   • Update the "Summary Statistics"
3. Update the "Last Updated" timestamp
4. Consider the project's timeline in the "Timeline View"

Step 5: Review and Validate

1. Ensure all required fields are filled out correctly
2. Verify that the tracking URL is accessible
3. Double-check dates and percentages for accuracy
4. Confirm the project priority and health status are appropriate
5. Ensure the next milestone is clearly defined

Best Practices

• Be Consistent: Use consistent terminology and formatting across all projects
• Keep It Current: Regularly update project status and progress
• Link Don't Duplicate: Provide links to detailed tracking systems rather than duplicating information
• Prioritize Accuracy: Ensure health and priority indicators accurately reflect project status
• Use Clear IDs: Use meaningful project IDs that help identify the project type
• Update Regularly: Update the dashboard when project status changes

AI Agent Integration

If you're using AI agents to manage projects:

• Use the JSON format for better machine readability
• Maintain consistent field values to enable automated processing
• Update the last_updated field whenever changes are made
• Follow the established schema to ensure compatibility

Example

For a reference implementation, see the sample project: pmo/artifacts/projects/SAMPLE-001_DemoProject.md

Troubleshooting

Problem: Not sure what priority to assign? Solution: Use this guide:

• Critical: Project blocks other work or has immediate business impact
• High: Important project with near-term deadlines
• Medium: Standard project with moderate importance
• Low: Nice-to-have or long-term project

Problem: Not sure what health status to assign? Solution: Use this guide:

• Green: Project is on track, no significant issues
• Yellow: Project has some concerns, monitoring needed
• Red: Project has significant issues requiring immediate attention

Maintenance

• Review project statuses regularly (weekly recommended)
• Archive completed projects to a separate directory
• Update dependencies when they change
• Clean up outdated information periodically