Computer Refresh Project Manager

Client: City of Sunnyvale (Department of Information Technology) Job ID: 2026-06-22-0004 Title: Computer Refresh Project Manager Location: 456 W. Olive Ave., Sunnyvale, CA 94086 Position: Onsite Pay Range: $60.00 to $80.00 negotiable. Position Summary: The Project Manager will provide comprehensive project management services to support the prior year and upcoming fiscal year Desktop/Laptop Refresh Program. Responsibilities include, but are not limited to:Project Initiation & Planning: Tasks: Confirm project goals, success criteria, constraints, and assumptions.Identify stakeholders (IT, InfoSec, Procurement, business units, Help Desk).Establish governance: steering committee cadence, decision-making process, escalation path.Develop and maintain:Project CharterIntegrated Project Plan / Schedule (work breakdown structure)Resource plan (IT staff, vendor resources, staging space, imaging capacity)Budget tracking approach (even if PM is not the budget owner)RAID log (Risks, Assumptions, Issues, Dependencies)Communications plan (audiences, channels, frequency)Change control processConduct kickoff meeting(s) and publish meeting notes and action items. Deliverables: Project Charter (draft + final)Master Project Schedule (baseline + maintained updates)Communications PlanRAID LogGovernance calendar (status meetings, steering meetings)Requirements & Standardization Oversight: Tasks: Validate device profiles/specifications by persona (e.g., standard user, power user, developer, executive, rugged/mobile).Confirm operating system baseline, encryption requirements, endpoint protection, patching approach, and configuration standards.Confirm peripheral needs (docks, monitors, adapters, keyboards, mice), shipping logistics, and spare pool strategy.Confirm deployment model(s): on-site swap, user self-service, remote shipment, or hybrid.Confirm data migration approach (e.g., OneDrive/known folder move, USMT, third-party, manual).Confirm identity/device management approach (e.g., AD/Azure AD, Intune/SCCM/other MDM) and enrollment workflows.Confirm application packaging/allow list, licensing constraints, and "day-1 readiness" expectations. Deliverables:Requirements & Standards Summary (device profiles, baseline build, mandatory apps, security controls)Deployment approach memo (with options and recommendations)Procurement Oversight (Coordination, Not Purchasing Authority Unless Specified): Tasks: Coordinate with Procurement to develop the solicitation package elements needed from IT (specs, quantities, evaluation criteria, delivery requirements, warranty/accidental damage coverage, refresh cycles).Manage procurement timeline and dependencies (approvals, funding, lead times).Support vendor evaluation logistics: Q&A management, demos, scoring workshops, clarifications.Oversee ordering milestones and delivery tracking:Expected ship datesPartial shipments/back-ordersWarehouse/staging capacity planningCoordinate warranty registration processes and capture of serial numbers/asset identifiers. Deliverables: Procurement project schedule and status reportingReceiving and inventory intake process (RACI + checklist)Delivery tracker (model/qty/date/status)Build, Imaging, and Configuration Oversight: Tasks:Coordinate technical teams to create/validate:"Gold image" or provisioning profile(s)Security baselines (encryption, firewall, local admin policy, CIS/org baseline)Endpoint security agents, patch level, device compliance policiesStandard app set and role-based app setsPrinter/VPN/Wi-Fi profiles as applicableEnsure repeatable, documented staging workflow:Intake → asset tag → enroll → configure → QA → pack → deployEstablish quality gates and acceptance criteria (build verification checklist).Coordinate pilot group selection and pilot execution plan.Ensure remediation loop for pilot findings and sign-off before full rollout. Deliverables: Configuration/Staging Runbook (step-by-step)Build QA checklist and acceptance criteriaPilot plan and pilot results report (issues found, fixes, readiness decision)Deployment Planning & Execution Oversight: Tasks:Develop the rollout plan by department/site/persona, including:Sequencing and deployment wavesAppointment scheduling approach (self-scheduling tool, coordinators, etc.)Cutover procedures (device swap steps, authentication readiness, MFA, VPN)Remote users and shipping logistics (labels, packing materials, return boxes)Coordinate end-user communications:What to expect, appointment instructions, backup guidance, downtime expectationsNew device quick start and FAQsSpecial instructions for peripherals and remote usersCoordinate logistics:Staging location and storage securityCheck-in/check-out processSpares and break/fix process during rolloutCoordinate with Help Desk/Deskside to scale support during high-volume windows ("floorwalkers," extended hours).Track deployments daily/weekly: completed, scheduled, failed, rescheduled, exceptions.Manage exceptions: VIPs, accessibility needs, specialized software/hardware, loaners,damaged devices. Deliverables:Detailed Rollout/Wave Plan (calendar view + by-user/device list approach)End-user communication templates (email, intranet post, quick start)Deployment dashboard and weekly metrics reportException log and resolution statusData Migration & Application Readiness (Coordination): Tasks: Coordinate data migration method and responsibilities:Pre-migration checksData location standards (cloud vs. local)Validation checklist with user sign-offCoordinate application readiness:License reassignmentApp packaging/installation sequencingTesting of line-of-business apps and required plugins/driversCoordinate security/compliance readiness checks:Encryption enabledEndpoint protection healthyDevice compliance status in MDMPatch baseline achievedEnsure user acceptance confirmation process. Deliverables: Data migration checklist + user validation formApplication readiness tracker (LOB apps, owners, test status)Asset Management, Inventory, and Documentation: Tasks: Define and enforce asset lifecycle tracking:Asset tags, serial capture, assigned user, location, warrantyUpdates to asset management system and CMDB (if applicable)Ensure chain-of-custody documentation for devices collected/retired.Track peripherals where required (docks, hotspots, etc.).Maintain a single source of truth inventory and reconcile discrepancies. Deliverables: Asset reconciliation report (ordered vs received vs deployed vs retired)Chain-of-custody logs (for retired devices and transfers)Retirement, Data Sanitization, and Disposition Oversight: Tasks: Coordinate retirement workflows:Collection logistics (on-site bins, appointments, mail-back kits)Secure storage of collected devicesEnsure data sanitization and disposition comply with policy/regulations:Sanitization method (e.g., NIST 800-88-aligned wipe) as required by org policyCertificates of data destruction / sanitization logsE-waste recycling requirements and documentationDonation/resale approvals if applicableCoordinate vendor disposition services and verify reporting. Deliverables: Retirement plan and scheduleSanitization/destruction certificates and disposition reportFinal retirement inventory (asset IDs, method, date, disposition)Risk, Issue, and Change Management: Tasks:Maintain RAID log and run regular risk reviews.Identify common refresh risks and implement mitigations, such as:Supply chain delays/backordersIncomplete app readinessInsufficient staging capacityData loss or migration failuresUser downtime and adoption challengesManage change requests affecting schedule/scope/cost, facilitate approvals. Deliverables: Weekly updated RAID logChange request log and decisionsReporting, Governance, and Stakeholder Management: Tasks: Facilitate recurring meetings:Weekly project statusTechnical working groupSteering committee (as defined)Provide regular reporting:Schedule status, budget/status, risks/issues, deployment metrics, vendor statusEnsure decisions and action items are captured, assigned, and tracked. Deliverables: Weekly status report (template + ongoing)Steering updates (slide deck or memo)Meeting notes and action registerStabilization, Transition to Operations & Closeout: Tasks: Coordinate hypercare period after each wave and/or after full rollout:Increased support readinessMonitoring recurring issues and root cause resolutionEnsure documentation handoff to IT Operations/Help Desk:Runbooks, known issues, troubleshooting guidesConfirm completion criteria:Deployment targets metAsset records reconciledRetirement documentation completeOpen issues triaged/handed offConduct lessons learned and final report. Deliverables: Hypercare plan and outcomes summaryOperational handoff packageFinal project closeout report (metrics, cost summary if available, lessons learned)