ITS Project Management Office

A Project Management Office (PMO) plays a crucial role in supporting ITS by providing centralized oversight, governance, and support for project management activities. Our goal is to help increase efficiency while being able to push reasonable deadlines so that projects don't get forgotten or out of hand. This also includes keeping record of the progress we've made as a department.

show all / hide all

About Us

pmo team

From left to right: Linda Petro, Patrick Condon, Lin Okonek, and Lucie Tennis

show all / hide all

Lucie Tennis, Director of Project Management and Outreach:  Lucie's role is the development and leadership of our ITS Project Management team and office. Her experience spans corporate, startup, and higher education environments, giving her a variety of tools and the confidence to approach challenges in creative ways where needed. Lucie enjoys figuring out how things work and finding practical ways to improve them—whether that’s managing budgets, building workflows, or supporting new initiatives.

She values collaboration, transparency, and believes even small improvements can lead to meaningful progress over time.

When Lucie is not working, she loves spending time with her family. She's also passionate about volunteering with a local dog rescue, where she fosters dogs and helps them find stable, loving homes. It’s been a rewarding way to give back and create positive change.

Linda Petro, IT Project Manager - Business Analyst: Linda has worked at the college for twenty-seven years. She started in the Development Office (before they called it Advancement) as a Major Gifts Coordinator. She had a short stint in Advancement Services and then moved to the President's Office where she supported the Board of Trustees and president for twelve and a half years. She moved to ITS in November 2012 as the Business Coordinator. Linda managed the budget and later the Audio/Visual Department before moving to project management in December 2018. She also was previously a group medical insurance underwriter and a decorator at a nation-wide paint store. Linda is also the co-chair of the Tech Adoption group.

Patrick Condon, IT Project Coordinator - Automation: Patrick worked at the Solution Center for about three and a half years before moving over to the PMO Office. He was a PC Deployment Specialist as well as an Apple Repair Tech. Prior to CC, he was in the U.S. Air Force for six and a half years. He was stationed in New Mexico and northern California, but he has lived most of his life in Colorado Springs.

Lin Okonek, IT Project Coordinator - Communication and Outreach: Lin has worked at CC for almost three years, but has recently moved from the role of Esports Coordinator to a project coordinator that specializes in outreach and communications.

They enjoy boxing, hiking, candle making, and playing games in their free time whenever they aren't spending time with their dog, Levi.

Director of Project Management & Outreach: Plays a key role in leading IT projects and strategic outreach efforts. This position is responsible for developing and implementing project strategies, managing the project portfolio, allocating resources and budgets, and ensuring alignment with organizational goals. The director oversees a team of project managers, facilitates cross-departmental communication, and engages with both internal and external stakeholders to promote collaboration and transparency.

IT Project Manager – Business Analysis: Serves as the lead business analyst for the ITS division, managing critical business process improvements and project initiatives. The role involves documenting, analyzing, and optimizing processes, developing project documentation, and collaborating with stakeholders to implement changes. The manager also conducts workshops, monitors projects, and presents recommendations to optimize operations and achieve organizational goals.

The IT Project Coordinator - Automation: Oversees IT projects with a focus on leveraging automation to enhance efficiency and streamline processes. The role involves planning, executing, and finalizing projects, integrating automation solutions, and coordinating cross-functional teams. The coordinator also fosters strong relationships with stakeholders to ensure effective communication and collaboration throughout the project lifecycle.

The IT Project Coordinator - Communication and Outreach: Manages IT projects while focusing on building and maintaining relationships with internal and external stakeholders. This role includes planning and executing projects and defining objectives while serving as the main point of contact for project communication. The coordinator is responsible for developing comprehensive communication plans, facilitating stakeholder engagement, and ensuring seamless collaboration across departments. Additionally, the position supports cross-departmental alignment of IT initiatives with the college's goals.

Our IT Project Management Office (PMO) makes sure that all our IT projects run smoothly, stay on track, and align with our goals. Here’s how we do it:

Setting Standards

  • We create clear guidelines and best practices for all projects, making it easier to manage projects consistently and successfully.

Project Oversight

  • We keep an eye on project timelines, budgets, and risks, providing regular updates and ensuring each project stays on course.

Support for Project Teams

  • We offer tools, advice, and support to project teams to help them overcome challenges and follow best practices.

Tracking Performance

  • We measure project outcomes and gather insights to improve our processes, making each project better than the last.

Clear Communication

  • We keep everyone in the loop, from team members to leadership, so all stakeholders know what’s happening at each project stage.

show all / hide all

Strategic IT Governance

Our Strategic IT Governance extends beyond the Project Management Office (PMO) to align IT initiatives with the broader goals of Colorado College. This comprehensive approach drives efficiency, collaboration, and transparency across the college, impacting academic, administrative, and operational functions.

Institutional Alignment: Our goal is to ensure that IT projects and resources are strategically aligned with the college's objectives, enhancing the effectiveness and relevance of technology initiatives campus-wide.

Cross-Departmental Collaboration: Our governance framework fosters cooperation across departments, promoting a cohesive approach to implementing technology solutions and maximizing their impact beyond the PMO.

Lifecycle and Change Management: By applying a structured approach to project and IT service management, we strive for smooth transitions, minimal disruption, and optimized use of resources.

Transparency and Stakeholder Engagement: We prioritize clear communication and visibility into project progress, empowering stakeholders to make informed decisions and actively engage in technology initiatives.

Continuous Improvement and Innovation: Our commitment to continuous improvement involves regularly reviewing processes, identifying opportunities for innovation, and ensuring long-term benefits for the institution as a whole.

show all / hide all

Services Offered

If you have an IT project request, begin the process here.

Our IT Process Improvement & Automation service focuses on making everyday operations more efficient and effective. We work with teams to streamline workflows, eliminate bottlenecks, and introduce automation where it makes the most impact. Through a collaborative approach, we help departments find better ways to work, automate repetitive tasks, and adopt new tools with confidence. This service supports a culture of continuous improvement, empowering teams to do more with less effort and paving the way for future growth.

If there's a request based around IT process improvement and automation, click here.

If there are any questions or requests about Tech Adoption, start here.

An IT Ambassador Program at CC serves as a bridge between faculty, staff, and the IT department. It promotes technology literacy, assisting with tech-related issues, and fostering a culture of digital innovation.

This is an outreach effort by ITS to help educate different departments on basic processes, troubleshooting, and other important topics that IT faces daily. Ambassadors attend breakfasts every other block to learn about a new topic and how it applies to CC's daily life.

To become an IT Ambassador is entirely voluntary, and if you're interested fill out this form here!

Have more questions? Reach out to us at our PMO email

show all / hide all

Project Portfolio

show all / hide all

FAQs

Understanding the difference between a project, a ticket, and tech adoption is crucial for streamlining IT requests and ensuring effective support. Here’s a quick guide to help you determine the appropriate category for your needs:

 

A project is a structured effort involving multiple stages, stakeholders, and resources. It often spans weeks or months and includes planning, execution, monitoring, and evaluation phases.

Projects typically involve developing or implementing new systems, processes, or improvements that require coordination across multiple departments.

Projects typically include a broader range of stakeholders, such as department leads, external partners, and various cross-functional teams. A project usually has a dedicated project manager and a defined timeline.

Examples: Implementing a new ERP system, automating a campus-wide process, or launching a new online platform.

 

A ticket is a single, manageable request for IT support that usually involves a straightforward solution or troubleshooting task.

Tickets are typically short-term and can be resolved within hours or days. They focus on fixing, maintaining, or configuring existing systems and services without the need for extensive planning or multiple stakeholders.

Tickets usually involve fewer stakeholders—usually the requestor and an IT support technician. Minimal coordination is needed outside the immediate team.

Examples: Password reset, software installation, or troubleshooting an application issue.

Tech adoption involves reviewing new or updated applications to ensure they align with the college’s security, integration, and operational standards before purchase, as required by college policy.

All new or updated applications, whether for individual, departmental, or college-wide use, must undergo the Tech Adoption process. This ensures proper security measures, compatibility with existing ITS systems, and minimal risk of data breaches.

Usually involves department managers, vendors, and the IT governance group.

show all / hide all

Processes and Links

Acceptance Criteria: Conditions that must be fulfilled before a deliverable is accepted.

Activity: A scheduled task or set of tasks performed within a project.

Backlog: A prioritized list of tasks or features to be completed, often used in Agile projects.

Baseline: The approved version of a project plan, used to measure and compare actual progress.

Bottleneck: A point of congestion or delay in a project that slows progress and affects timelines.

Change Control: A process for managing and approving modifications to the project’s scope, schedule, or costs.

Critical Path: The longest sequence of dependent tasks that determines the minimum project duration.

Deliverable: A specific product, result, or capability required to complete a project phase or the entire project.

Dependency: A relationship between two activities, where one task depends on the completion or start of another.

Gantt Chart: A visual timeline that displays tasks, their durations, and dependencies within a project.

Issue Log: A documented list of project issues, tracking their status and resolution.

Iteration: A short, repeated development cycle that delivers parts of the final product incrementally.

Key Performance Indicator (KPI): Metrics that measure progress toward achieving project objectives.

Lessons Learned: Knowledge gained during the project, used to improve future projects.

Milestone: A significant event or checkpoint in a project, marking progress.

Project Charter: A formal document that officially authorizes the project, defining its purpose, scope, and participants.

Project Manager: The individual responsible for leading the project team and ensuring the project meets its objectives.

Project Plan: A comprehensive document outlining how the project will be executed, monitored, and completed.

Project Team: A group of individuals working together to achieve the project’s goals.

Risk: An uncertain event that could positively or negatively affect project outcomes.

Scope: The defined work needed to deliver a product or service with specific features and requirements.

Scope Creep: The uncontrolled expansion of a project’s scope without corresponding adjustments to time, budget, or resources.

Sponsor: An individual or group providing financial resources, support, and strategic direction for the project.

Stakeholder: Anyone who has an interest in or is affected by the project’s outcome.

Work Breakdown Structure (WBS): A hierarchical breakdown of the project’s scope into manageable tasks or components.

Our glossary is reference from the PMI Index and all definitions and terms are accredited to them. For a more expansive list of terms, click here.

show all / hide all

Feedback

show all / hide all

Report an issue - Last updated: 10/28/2024