PMOMax Application Guide

1. What PMO-Max Is

PMO-Max is a web application that transforms unstructured project content into a clear, structured Project Initiation Document (PID). It is designed for:

• Project and program managers

• Product owners

• PMO and portfolio leads

• Data and AI teams who need structured project definitions

• Consultants and implementation partners

Instead of forcing you into a rigid template from the start, PMO-Max:

• Accepts inputs in multiple formats

• Parses and organizes content into defined fields

• Lets you refine the result in a friendly interface

• Exports polished deliverables (Word, PDF, and data formats)

2. Supported File Types

PMOMax can ingest content from:

• Word: .docx

• PDF: .pdf

• Plain Text: .txt

• Excel: .xlsx

• Markdown: .md

• CSV: .csv

You can upload these files or paste text directly into the app. PMOMax then parses and maps the content into the PID structure.

Tip: For best results, use documents that have headings, bullet points, or clear sections such as “Executive Summary”, “Scope”, and “Risks”.

3. How the Workspace Is Organized

The PMOMax workspace is organized around three main panels and a top bar:

Top Bar

• Central PMOMax title and tagline (“Your Project. Your Mission.”).

• Actions such as loading demo data, uploading files, exporting, and opening help.

Left Panel – Structure and Navigation

• A list of PID sections and fields (Executive Summary, Objectives, Scope, Risks, Dependencies, Stakeholders, Milestones, Metrics, and more).

• Clicking a section focuses the middle panel on that part of the project.

• May include toggles, tabs, or shortcuts to key tables (e.g., risks, milestones).

Middle Panel – Project Content Canvas

• The main working area where parsed content appears.

• Edit text inline, review what was parsed, and add missing details.

• Tables such as risks, milestones, or stakeholders can be edited row by row directly on the screen.

Right Panel – AI Assistant and Context

• A chat assistant that is aware of the current project data and can help you refine content.

• You can ask it to summarize, rewrite, adjust scope, or suggest risks and milestones.

• The assistant responds in natural language, not raw JSON, and is meant to be a co-editor.

4. Getting Content into PMO-Max

PMOMax supports several intake workflows depending on where your project information lives.

4.1 Load a Demo Project

1. Click the Load Demo option.

2. PMOMax will populate the PID with a sample project.

3. Browse through the sections on the left to see how the fields, tables, and AI assistant work together.

4. Use the AI assistant to try edits such as “Shorten the summary” or “Add a risk about vendor delay.”

4.2 Upload an Existing Document

1. Click Upload or Import Document.

2. Choose a supported file type (.docx, .pdf, .txt, .xlsx, .md, .csv).

3. PMOMax extracts the text and table data, runs it through parsing logic, and populates PID fields.

4. After parsing, you will see key narrative fields and any recognized tables in the middle panel.

4.3 Paste Text Directly

1. Copy the relevant text (for example, from an email or chat thread).

2. Go to PMOMax and locate the area labeled as source text or parsing input.

3. Paste your content.

4. Click the button to parse or extract PID fields.

5. PMOMax analyzes the text and distributes it into the appropriate sections. If something is not perfect, it can be adjusted manually or via AI.

Tip: If parsing does not capture a section cleanly, you can use the AI assistant to move or reformat content (“Move this paragraph into Scope” or “Turn these bullets into a Milestones table.”).

6. Working with the AI Assistant

The AI assistant is integrated into PMO-Max as a project-aware helper. It is meant to assist with rewording, summarizing, and suggesting content, while you stay in control of the final document.

6.1 Example Use Cases

• Editing: “Rewrite the executive summary in a more concise and executive-friendly tone.”

• Risk discovery: “Suggest three additional risks based on this scope and timeline.”

• KPI formulation: “Convert the goals into measurable KPIs with targets and dates.”

• Executive brief: “Create a one-page brief summarizing objectives, scope, key dates, and top risks.”

6.2 Guardrails and Practices

• Review every AI suggestion before you adopt it.

• Be specific in prompts (audience, tone, length, level of detail).

• Avoid sharing sensitive content in demo or test environments.

7. Parsing Behavior and Large Files

PMOMax combines heuristic parsing with AI-based classification:

• Smaller and well-structured documents are often handled by simple rules that look at headings and key phrases.

• More complex or loosely formatted content may rely more heavily on the AI parser to classify paragraphs into the right fields.

For very large files, you may notice:

• A short delay during processing.

• Some sections being grouped together (for example, long briefs landing in a single field).

In those cases, you can:

• Use the assistant to split and reassign content.

• Manually move paragraphs to the appropriate sections.

• Consider parsing the document in logical chunks (e.g., one major section at a time).

9. Typical Use Cases

9.1 New Project Intake

• Upload a proposal or slide deck as PDF.

• Parse into PMOMax and refine each section.

• Use the assistant to rewrite content into PID-standard language.

• Export as Word and share for PMO or governance approval.

9.2 Portfolio Standardization

• Ingest multiple project briefs (Word, PDF, or Markdown).

• Standardize them into a common PID structure using PMOMax.

• Export structured tables (risks, milestones, metrics) into Excel or CSV.

• Use these data exports for portfolio analysis and dashboards.

9.3 Executive Briefing

• Start with a full PID in PMOMax.

• Ask the AI assistant to create a one-page summary.

• Export that summary as PDF or Word for leadership updates.

10. Tips for Best Results

• Use clear, meaningful headings in your source documents.

• Keep different initiatives separated; avoid mixing multiple projects into one file.

• Review each section after parsing before exporting.

• Iterate: it is normal to load, parse, edit, and export more than once.

11. Support and Feedback

If you are piloting PMOMax within your organization:

• Use demo content to train new users on the layout and basic flows.

• Collect examples of documents that parse well and those that need tuning.

• Share feedback with the PMOMax or Katalyst Street team so parsing rules, templates, and exports can be refined to match your environment.

PMOMax is intended to be your “mission control” console for project initiation: the place where messy inputs are turned into clean, shareable project stories.