Project and Operational Management Platform

The Vendor is required to provide a project and operational management platform to support project tracking, portfolio governance, reporting, and cross-team collaboration.
- Core Requirements:
• Out-of-the-box
• Requires configuration
• Requires additional licensing
- Mandatory Requirements
• Ability to create project schedules
o Dependency-driven scheduling that calculates task end-dates based on predecessors, start dates, and duration
• Track RAID (Risks, Assumptions, Issues, Dependencies/Decisions)
• Store project artifacts (documents, deliverables)
• Dashboards/Reports
o Ability to create reports based on data sheets
o Dashboard outputs must be suitable for presentation to executive leadership (CIO, AVPs, Vice Presidents) without requiring reformatting - including professional color schemes, clear data visualization, and ability to customize branding elements
o Share key project info (project, risks, issues, overdue task) in a consumable format
• Task management
o Toggle between tasks, move tasks intuitively and nest tasks under a parent task
o Some tasks run in parallel, some tasks are dependent on outcome of predecessor tasks
o Assign task owners and participants
o Display task completion (% of progress)
o Group tasks to the activity (project divided by activity, within each activity is particular tasks)
• Portfolio View
o Roll up project data to a portfolio level to understand overall health of all projects (typically tracking 15 to 20 projects at a time)
• Resource allocation and management (project and program-level)
- Highly Desirable Requirements
• Automated notifications are triggered based on x criteria (e.g., sent to people who have tasks coming due)
o Notifications are sent to a Gmail inbox
• Dashboards/Reports
o Ability to click into a project from the portfolio-level dashboard to obtain further information
o Multiple ways to view project data (e.g., Gantt chart, Card View, Calendar View, Dynamic View)
o Ability to create multiple views from one datasheet - so multiple audiences can view the data that is relevant to them (i.e., specific rows, columns, filters) without changing the original dataset, and if you make updates to the dataset, it will automatically update the corresponding dynamic views as relevant
o Ability to generate an end-of-year report on EPCI operations (how many hours spent on xyz, lessons learned, etc.)
• Data
o AI tool that helps the user create their own formulas
o Dynamic dropdowns
o Pivot tables
o General metric reporting (present data in a clear visual/summary to show progress towards goals, analyze performance, inform strategic decisions)
• Project templates
o PM can select a project template, fill in key info on the template and manage from there (i.e., decrease need to create project documentation from scratch)
o Changes to a template automatically cascade to all documents that were created from that template (i.e., no need to manually update all the documents created from that template)
• Collaboration and access
o Cross-org collaboration
o Different levels of access (i.e., view-only, edit, create/edit/share)
o View and edit access for all project stakeholders (within the university and outside of the university)
o Real-time collaboration (when you are in a sheet, you can see the edits someone else is currently making).