Project Management

Division Overview

The Project Management (PM) division is a highly detail oriented and people driven administrative division. We have our own events within the competition involving document and budget presentations. Our division also works on developing performance metrics, document creating and organization, and overall keeping the teams' goals on track. PM also helps diffuse potential conflicts and makes communication flow easier through the team to maximize the workflow. All logistics and schedules are handled by our division as well as some budget and cost responsibilities. Finally, our division handles workplace organization, safety and inventory to ensure less challenges during the manufacturing phase.

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Components (Key Responsibilities)

1. Scope & Change Management 

   
   

   • Define clear deliverables at the beginning of each phase. 

   • Adjust schedules and resources when scope changes occur. 

   • Communicate the impacts of scope changes to leaders and stakeholders. 

     
     

2. Conflict Resolution & Team Motivation 

   
   

   • Mediate disagreements between team members and divisions. 

   • Encourage collaboration and maintain morale during setbacks. 

   • Recognize and celebrate small wins to keep motivation high. 

     
     

3. Planning, Tracking & Communication 

   
   

   • Use project tools (WBS) to assign and monitor tasks. 

   • Facilitate clear communication across divisions. 

   • Provide regular updates and risk assessments to leadership. 

     
     

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Software

• Teams and Slack – for team communication and documentation. 

• ClickUp – all-in-one platform for project timelines, task assignments, progress tracking, and team collaboration. 

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Requirements

• Basic knowledge of all Microsoft applications (Word, PowerPoint, Excel, etc.) 

• Experienced in document and report creation

• Understanding of inventory organization

Characteristics

• Team player

• Organizational skills

• Accountability

Recommended Courses

• ADMI 4085: Introduction to Project Management

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Division Knowledge Guide

PM members must know how to manage scope changes: when new requirements appear, they should re-evaluate priorities, update the schedule, and communicate risks to avoid exceeding time or resources. They must also be skilled at conflict management, acting as mediators between divisions or stakeholders when disagreements arise. Leadership without authority is central in PM — success depends on influence, communication, and organization, not formal control. 

Maintaining team morale is another key area: when motivation drops, PM can reframe challenges, highlight progress, and remind members of the bigger goal (representing the university, sponsors, and Puerto Rico in competition). Technical skills are also useful: programming or data analysis can automate tasks such as inventory tracking, sponsor accountability reports, or task reminders, improving efficiency. 

Meeting deadlines requires setting clear expectations, breaking tasks into smaller deliverables, and following up regularly to identify blockers early. Project managers view every effort as a project: planning, executing, monitoring, and closing are processes that apply to both racing and everyday life. Finally, communication is the backbone of PM. Ensuring transparency through weekly meetings, shared dashboards, and clear documentation prevents misunderstandings and helps the entire team stay aligned. 

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