1. What did you use excel for?

● To analyze project plans and creat a critical task report on weekly basis to facilitate
tracking of critical task.
● Analyze project data and generate graphical reports using excel built in charts and pivot
charts.
● I used excel V lookup formula to pull out specific columns from our excel tracker for
analysis.
● I do carry out analyses on our project financial data using excel pivot tables to compare
our monthly/weekly actuals, to forecast and then create reports for our project manager.

2. What are some of the projects you’ve worked on?

1) SAP ERP Development and Deployment.
A Project I will like to highlight the supportive role for was the deployment of the SAP ERP
System that I coordinated and facilitated. The essence of this project was to deploy an
Enterprise Resource Planning solution customized that would help the business to streamline a
variety of its processes. In this project, I facilitated the activities of the PMs and other project
personnel in the following ways:
· Tracked projects and monitored progress using Microsoft Project
· Scheduled and coordinated strategic project follow up meetings as needed.
· Tracked project milestones, schedules and deliverables.
· Maintain and update the risk and issue logs.
· Coordinate, facilitate and document changes in project scope in accordance with
change management practices and revised project plans to meet changing needs and
requirements.

2) Targit deployment
In my last role, I actively participated and supported the successful deployment of Targit
Enterprise Business solution. This was a solution customized to meet the needs of our Sales
and Marketing Analyst. As Project Coordinator, I supported this projects by performing project
management, administrative and technical functions, and some of which among others includes:
· Creating full-scale project plans, including work break down structures, dependencies, task
estimates, resources, project milestones and associated documents.
· Assisting the PM in keeping track of the project budget in an MS Excel spreadsheet,
including tracking and vetting expenditures, and capturing forecasts
· Collecting and analyzing project-related metrics: schedule & budget variances, resource
usage, etc.
· Created meeting agendas and PowerPoint presentations. Attending meetings and took
minutes, and following up on action items to ensure on time delivery.
· Scheduling and coordinating strategic project follow up meetings as needed.
· Supporting the PMs by maintaining vital project documentations on our document
repository.
3) Salesforce. Com CRM Deployment:
With the growing and increasing need for a platform to better manage our customers, and
vendors, senior management decided to deploy salesforce as our CRM. I supported and
coordinated this project by
· Participating in the creation of the project plan,
· Updating the project plan
· Generating weekly status reports for my PM
· Scheduling meetings and taking down minutes
· Participating in project forecast review meetings
· Keeping track and managing our project repository
· Creating weekly project budget report.

4) Enterprise SharePoint Reo-organization Project.

Also, I will like to make mention of a sub-project which I was offered the responsibility to handle
almost every aspect of it from initiation to successful completion. This was the SharePoint
Reorganization project as it was named. The file system of our SharePoint had a folder
structure with files being nested into folders, this caused some of the vital project documentation
to get lost in multiple subfolders, thus management conferred to our team the reorganization
project. What this meant was that we had to change from the traditional Folder structure to a
more flexible Metadata structure that allows for sorting and filtering of documents based on user
needs. In this project, I performed the following among others:
· Created a project plan and tracked activities as project progressed.
· Tracked project milestones and schedules.
· Follow up with project team members to ensure on time completion of tasks.
· Scheduled status review meetings and take down meeting notes.
· Followed up on action items consistently.

3. Have you ever been involved in a conflict situation at work and how did you resolve it?
Yes, sure, I can remember a conflict in my past role at Affinity. Even though l was not the one
involved in the conflict. During one of our meetings, one of the PMs suggested that we should
come up with a software implementation that will help with file transfer since our vendors were
not uploading closeout documents on time and the fact that our emails could not carry heavy
files. However, one of the project team leads was disagreeing that we already have a couple of
places where we upload documents when we receive them from our vendors. This busted into
an argument as everybody was trying to explain to him. The meeting ended without a way
forward on that point. Since I understand the power of one to one conversation, I invited him out
for lunch after the meeting. During lunch, l explained to him that it was not a document
management software. He simply meant a file transfer system to help with large files and folders
from our vendors to us in order to speed up our process. Yes, we have sites like SharePoint for
these documents, but the vendors were not always uploading these documents on time. He
was like, “wait a minute, you mean that we are not creating a document management
software?” and l said yes.He was happy and appreciated me for taking the time to explain it to
him. The next day he was very cooperative during the meeting to the surprise of everyone.
When my boss found out that I was the one who explained it to him, he appreciated me for it.

4. What types of projects do you support?

IT and software development projects.

5. What is your approach to conducting an effective/productive meeting?

● Create weekly agendas and send to invitees.
● Take meeting minutes
● Public minutes to entire team
● Follow up on action items recorded during the meeting

6. What kind of reports have you prepared for you project manager?
● Assignment reports
a. For example, we had a scenario at Presbyterian Homes that my boss came to
me to create a report of tasks that were falling behind schedule and those
working on them, and when they were supposed to complete the task. With my
knowledge of Microsoft project, l created an assignment report which shows
which resources does what and when they were supposed to complete the task.
(I created a who does what and when report), and when my boss saw it, it just
answered his question.
● Weekly budget status report.
● Weekly status report on project performance.

7. Describe a complex project that you have worked on, those involved, what was the goal, and
what was your role in pulling it together.
A complex project that l supported its deployment to our data warehouse, was the Targit
Enterprise Business Solution. This huge project took us 14 months to complete with a budget of
about $4 million. This tool is a vital key to strength for a company. It helps business analysts to
give predictive analytics as to the direction that the business is heading. Thus, it was a tool for
business intelligence by senior management. I had to work with vendors, a team of developers,
quality assurance managers, business analysts, and software engineers. My role in this project
was to keep track of the project plan, to monitor the project and track progress. I updated the
percentage of work completed. I followed up on action items to ensure on time completion.
Indeed, it was a huge success for our company when this project was completed.

8. In your present or past role, how have you helped to reduce cost, save time, and increase
revenue?
● Use purchase order review and/or checklist from question 13 to answer this question.
9. What are the steps required in planning a project
● Requirement gathering
● Create project plan
● Implementation
a. Design
b. Develop
● Monitor and control
● Closing

10. What are your career goals?

To develop myself in the field of project management.

11. What is the worth of the projects you’ve managed?

Financially, they range from $500k to 4 million dollars.

12. Why do you like this role?

Looking at the job requirement, I have the knowledge, my experience and skill set as a
project coordinator for six plus years, coupled with my enthusiasm, l think l can help you meet
your goals.
● This role is somewhat similar to a role l have handled in the past and l enjoyed doing it.
● I also like the role because it is in line with my career objectives.

13. Can you talk about some of your strengths and weaknesses as a project coordinator.
● As a project coordinator, I am detail oriented. For example, when I came into the role at
Presbyterian Homes, the project was 3 months gone. I realized that when the project
manager approved POs, they were never reviewed. Being a detail-oriented person, at
the close of every day’s reports, I would review the POs that we had. In about 2 weeks, I
found a couple of errors in some of the POs. In one of them, we were actually
overpaying the vendor. I quickly brought it to my supervisor's attention and the PO was
cancelled for further review. After that incident, my PM agreed with me that from that
time forward, every approved PO would be reviewed before payments could be made.
● I am a multitasker. I support about 3-4 project managers. There was a scenario in my
present role, my supervisor came to me at about 11:00 am, and stated that he almost
forgot and that he needed a report for the entire close out packages that we have had for
the month and a vendor performance report for a meeting with senior management at
1:00 pm. As soon as he left my desk, the senior development manager came to me and
assigned me to come out with a report on all the projects that were falling behind
schedule in the master project plan. In a case like this, I take into consideration
prioritization. Since both assignments were due almost at the same time, I tried to
explain to the senior development manager the task given to me by my supervisor, but
he pleaded with me that he needed the report because he would be having a meeting
with senior management at 2:00 pm. I started with my supervisors work, and had to
suspend my lunch break to get both tasks completed. After my supervisor’s assignment,
I completed that of the senior development manager, and delivered the reports to them.
 Their meetings held at 1:00 pm and 2:00 pm respectively and were very successful.
They came back and appreciated me, and I was happy that I delivered on time.
● I take initiative because I am result driven.. For example, when I first came into the role
at Affinity, one of my roles as a project coordinator among many others consisted of
reviewing close out packages from our vendors as our systems were being deployed.
When I came in, I realized that vendors would submit close out packages and a couple
of week later we would receive a rejection from system performance or the regulatory
teams that there might be an error in one of the parameters. This resulted in us not
having regulatory approval to mark the project as complete. Then we would have to
send the packages back to the vendor. What I did to change the situation was that I
proactively created a checklist of what must be included in the closeout package and
sent it to all our vendors with the accord of my PM. So when closeout packages came in,
I would review them, make sure they conform to specifications and meet every
requirements on the checklist. This helped us to follow up with vendors if there were any
issues that needed correction. The checklist helped speed up our processes.
● What was a weakness to me when I came into the role at Affinity was that I had zero
tolerance for (l could not stand) team members who were pulling us behind because
they were not completing tasks on time. As a result, I was always working ahead of my
team that was not really yielding result since we were not hitting milestones on time
because not all tasks were completed on time. Out of frustration, I decided to have a talk
with my supervisor. After the meeting, I learned to Tolerate, encourage and support
team members instead of being mad, elusive and working ahead of them. When I
started being encouraging and supportive, everything turned around and we were now
working together, hitting milestones as well as completing projects on time. From that
scenario, I learned to tolerate, encourage and support team members who had one
challenge or the other. In the middle of the project, I was made a team lead because I
had grown into a great team player.

14. In your present or past role have you ever dealt with a difficult client/vendor? Can you give a
scenario of how you dealt with it?
Well, as a project coordinator, the first thing l try to do when l come into a role is to build
strategic relationships with those that l work with. For example, I had a scenario while working at
Affinity with one of our external vendors. I was already told that each time requests were
submitted to him, he would not even look at it. Sometimes it would take about a month for him to
respond. This made it so challenging and difficult for project coordinators to work with him, but
we had to work with him. In this scenario what I did was send him a quick e-mail “Hello, this is
Emillia, I will be working with you”. Just as the other team members were saying, he did not
reply to my e-mail. The following week, I sent him another e-mail and l said, “Hello, how was
your weekend? It is I Emillia who sent you the e-mail last week. I hope you enjoyed your
weekend. Please have a wonderful week ahead”. When he saw this e-mail, he did not just reply
to it he picked up his phone and called me. This created a relationship between him and myself,
and each time I had to submit a request to him, he would reply instantly. The relationship helped
my company and our team to complete tasks on time. From that time, team members were now
using me as a gateway. Things that were staying there pending his approval were now going
fast.

15. What did you use MS project for?

● To develop project plans
● To assign resources to tasks
● To track progress
● To manage budget and analyze workload

16. What are some of the things you update in project?

● Percentage of task complete
● Resource hours, using resource sheets
● Add new tasks on the spreadsheet
● Update start and finish dates-
● Track project milestones, schedules, and deliverables
17. Why do you think you are the best fit for this role/ how do you think you can help us?
Considering my experience, my skillset as a project coordinator for 6 plus years coupled with
my enthusiasm, I think I can better help you reach your goals. Also I am hardworking, I take
initiative because I am a goal getter. I am also a detailed oriented person. The role is somewhat
similar to another role that I have handled in the past, and I enjoyed doing it.

18. What are some of the methodologies that you have used?
As a project coordinator, I have supported projects that use both agile and waterfall
methodologies.
!9.Please, can you tell me about yourself?
My name is Emillia Ayumba; I have been working as a project coordinator for the past six plus
years.
As a PC, I do perform both Administrative and Technical functions. These I do with the help of
tools such as MS Project, Excel, PowerPoint, and SharePoint. The technical functions I do
perform includes:
- Creating full-scale project plans,
- Updating project plan,
- Supporting my PM in evaluating project progress,
- Creating weekly status report for my PM,
- Maintaining our document repository and share drive,

Administratively; I do
- Schedule meetings,
- Take down minutes,
- Publishing these minutes at our SharePoint sites
- Sending out meeting updates to all team members – both to those who were present and those
absent, so that everyone can be on the same page.
- And also follow up on action items to ensure on time completion.
All the above I do with the help of skills such as my ability to multitask, being a team player and
also because l am very result driven.

20. What is SharePoint and what is your experience with using SharePoint?
SharePoint is a collaborative platform for managing documents. It helps you keep track of
documents as they are being modified. You work on your desktop and save it directly on
SharePoint. I have been working with SharePoint for the past 3 years. As project coordinator, I
upload meeting minutes on SharePoint. I send meeting invites on SharePoint. I also send
meeting agendas to invitees on SharePoint. I upload documents from vendors, and this makes it
easier for team members to check out these documents, read, update, edit or even create
recent version of the document using the time and date stamp. You can also create a team site
and public site on SharePoint. When you check out a document from SharePoint, you have to
check it in after you are done with whatever task you wanted to carry.

21. You have 2 managers you are reporting to and they have come up with tasks that need on
time attention because they are so close to their deadlines. How would you handle the
situation?
The major factor in a situation like this is prioritization. (Prioritization is giving priority to task with
their relative dates and time. Oh yes I kind of remember in my past role, I had a scenario where
two of my managers came to me with tasks that were due on the same dates and almost the
same time. My supervisor assigned me to assemble a vendor performance report for him, and a
power point presentation because he was having a high-level meeting with our vendors. The
senior development manager wanted me to prepare a report for all the projects that were falling
behind in the master project plan for him as he was also having a meeting with senior
management. I tried to explain to the senior development manager that I have another task for
my supervisor which is also due almost at the same time. He pleaded with me to juggle both
tasks as his too was a priority. In this case, I weighed both assignments and told myself that I
could do it. Since both assignments were due at 1 and 2pm respectively, I decided to sacrifice
my lunch break to get the work done. I started with my supervisor’s task, which was due at 1pm
and finished up with the senior development manager’s task that was due at 2pm. I delivered
both assignments on times and their meetings were very successful. They came back and
appreciated me for making it happen and the senior development manager was happy
particularly because the PC who was to generate this report for him had an emergency and
could not make it to work that day.
22. If you work with more than one manager, how would you prioritize your work?
When I work with multiple managers, my greatest tool is communication. I make sure I
communicate with all of them so they are aware of what I have for each of them. I prioritize with
relation to the task and its deadline. But in my past role, my PM I was reporting to made me to
understand that no other PM should bring tasks directly to me, except through him because he
knew my workload and so would know how to prioritize the tasks that l was having.