The Project Management Community, and Everyday Practitioners

Project management touches nearly every corner of the University of Arizona, from IT initiatives to classroom scheduling. To support this work, University Information Technology Services (UITS) plays a vital role by offering software licenses, technical expertise, and consulting that help campus units manage projects more efficiently.

But UITS isn’t handling this work alone. Through the Project Management (PM) Community, a volunteer-driven group supported by UITS staff and partners across colleges, project management practices are gaining visibility, accessibility, and momentum. The PM Community provides faculty, staff, and students a place to learn, share best practices, and develop their skills.

“Everybody does project management, even if they don’t call it that,” said Michael Dorland, UITS Senior Implementation Analyst. “Our community is about making those tools and techniques accessible to anyone on campus.”

One of the most tangible ways UITS supports the community is by providing access to Microsoft Project, Planner, and other software. By covering license costs, UITS ensures that departments do not need to invest in separate tools, creating equal opportunities for teams across campus.

While UITS provides the infrastructure, the PM Community fosters the human connection. Meetings are intentionally conversational and flexible, offering open Q&A sessions alongside structured workshops. This inclusive approach brings together participants from all areas of campus, breaking down silos that can otherwise isolate departments.

The PM community also piloted a five-week workshop on the project management lifecycle, equipping participants with practical strategies for managing projects of any size. Organizers plan to expand these offerings and make them more accessible, including asynchronous options for busy staff.

A Complementary Voice: Sheila Bustamante

While the PM Community builds shared resources, some practitioners show the power of project management in action, even without a formal title. One of them is Sheila Bustamante, who will present Project Management Essentials at this year’s IT Summit.

Sheila describes herself as someone who “fell into” project management, but her approach has made her a trusted leader across campus. “We tend to think about project managers as people with certifications or the HR job title,” she said. “But really, a lot of us, staff and coordinators, are managing projects every day.”

Her session is designed to empower exactly those people. The centerpiece is a one-page project brief that captures a project’s purpose, roles, milestones, and status. Sheila demonstrates it with a simple example, building a community garden, showing how clear documentation not only keeps projects on track but also preserves their history for the future.

Sheila also emphasizes that project management is about influence, not authority. “We don’t control anyone’s schedule, but we do have influence,” she said. “It’s okay to give stakeholders tasks and expect them to be engaged.”

In her daily work, Sheila thrives by bringing order to chaos. She keeps detailed checklists and a rolling 15-month roadmap in Excel “because it’s free, everyone knows it, and there’s no learning curve.” Every two weeks, she reports to leadership on how her team’s time supports strategic initiatives, giving leaders a clear view of effort and outcomes.

Her approach is less about spreadsheets and more about communication, participation, and ownership. That’s why her IT Summit session will be interactive, with space for discussion and challenge. “I can cover my material in ten minutes,” she said. “The real value is in the room.”

Together, UITS, the PM Community, and practitioners like Sheila are strengthening how the university organizes its work. Whether through software, peer mentorship, or lived experience, project management is proving itself to be a shared language of collaboration at the university. 

Join the conversation at the IT Summit session, Project Management Essentials, on September 30 to see how these principles can empower your own work.