Program Analyst (PMO) — Governance Office

Key Skills

• Core responsibilities 1) Portfolio register + plan discipline Maintain the master initiative register (initiative → owner → vertical → milestones → dependencies → status). Create and maintain baseline milestone plans. Maintain cross-vertical dependency map. Baseline rule: baseline is frozen after approval. Re-baseline requires a change request with rationale and approval evidence. 2) Weekly and monthly reporting (decision-grade) Produce and publish: Weekly Portfolio Pack Monthly Governance Pack Apply uniform RAG rules and keep reporting factual. Maintain portfolio dashboards (Power BI / Excel as directed). 3) RAID management (Risk
• Assumptions
• Issues
• Dependencies) Maintain live RAID with owner
• mitigation
• due date
• and closure. Track aging and highlight cross-vertical conflicts early. 4) Decision log + change control Maintain decision log (what
• who
• date
• rationale
• link to evidence). Maintain change log for scope/timeline/budget changes. Keep “draft vs final” explicit at all times. 5) Budget variance tracking (mandatory) For every initiative
• track: Budget baseline Approved changes (with approval reference) Actuals-to-date Forecast-to-complete Variance (₹ and %) + reason Mitigation + decision required (if any) Variance rule: no variance reporting without evidence link + owner explanation. Approval-required variance must include approval trail. 6) Governance enforcement (non-negotiable) Enforce governance rules mandated by ED Governance. Detect and escalate breaches within the same reporting cycle. Write escalation notes with: breach / blocker impact owner decision required deadline evidence links Stop-the-line triggers Missing mandatory artifacts by deadline Uncontrolled document versions/documents outside the mandated repository Red status with no decision request Budget variance without evidence or an approval trail Repeated carry-forward actions without mitigation update 7) Repository + template ownership Own PMO templates: status update
• RAID
• decision log
• change request
• minutes
• action tracker. Maintain SharePoint PMO library structure and metadata hygiene (with IT/admin support). Mandatory deliverables Weekly Portfolio Pack (minimum) Portfolio dashboard (by vertical + initiative) with RAG Top 5 decisions required (with decision owner) Milestones plan vs actual + forecast (with evidence links) RAID summary (top items + aging) Change requests pending Action tracker (owner + due date) Budget variance summary (baseline vs actual vs forecast) Monthly Governance Pack (minimum) Vertical-wise performance trends Slippage aging and recurring bottlenecks Governance compliance (breaches opened/closed) Budget variance roll-up + approvals pending Decisions pending (aging + decision owner) RAG definitions Green: milestones on plan + required artifacts uploaded + no unresolved critical dependency. Amber: risk or dependency risk exists and mitigation is active (owner + due date). Red: milestone missed/blocked OR dependency unresolved with impact OR approvals/artifacts missing. Rule: RAG must include evidence links. No verbal status. Escalation protocol Initiative owner (written note + action + due date) Vertical lead (if no response/no unblock) ED Governance with “decision required.” Chairman escalation only when instructed by ED Governance. Cycle rule: if no response within the reporting cycle
• status moves to Amber/Red
• and the breach is logged. Tools & systems Mandatory SharePoint (PMO library as single source of truth) Excel (advanced) PowerPoint (pack building) PM planning tool (one required; MS Project preferred) MS Project or equivalent (Smartsheet / Monday.com Action tracking (any one) Planner / Jira / Asana / ClickUp / Trello Dashboards Power BI (preferred) or Excel dashboards
• as directed by ED Governance Tool governance: PMO will standardize on one toolset. The candidate must adapt fast. Minimum capability (tool-agnostic) Build a baseline plan (milestones/WBS) Set dependencies and understand critical path basics Update actuals and forecast dates weekly Export plan-vs-actual snapshot into the weekly pack Maintain RAID + decision + change logs Track budget variance with approval trail Experience requirements 2–5 years in PMO / program reporting / ops / business operations / operations analytics. Strong documentation discipline and follow-through. Comfortable working with senior stakeholders and holding process discipline. Behaviour standards (must-have) Evidence-first reporting. No status theatre. No missed reporting deadlines. No undocumented decisions. No uncontrolled document sprawl. Push back politely but firmly on governance breaches. No-go behaviours Manipulating RAG to please stakeholders Treating drafts as executable finals Reporting budget variance without evidence and approval trail Accepting informal approvals if outside governance process 30 / 60 / 90-day performance gates Day 0–30 (proof of discipline) Master initiative register live for assigned scope (all 4 verticals visible) Baseline milestones captured and published First weekly pack published with evidence links RAID + decision log + change log + action tracker running Day 31–60 (governance enforcement) Stable weekly cadence with accurate data (spot checks pass) Change control used for re-baselines and scope/budget changes At least one governance breach handled correctly (escalation + closure trail) Day 61–90 (value addition) Monthly governance pack becomes predictable and decision-grade Trend insights delivered (recurring bottlenecks + fixes) Fewer surprises in reviews