User Manual

PMO-Max User Manual

1. Purpose of PMOMax

PMOMax is a web application for creating and managing professional Project Initiation Documents (PIDs), program briefs, and strategy summaries. It helps you take unstructured content – such as Word files, PDFs, emails, or notes – and turn it into a clean, structured document that is ready to share with stakeholders.

2. Who This Manual Is For

This user manual is written for:

Project managers and program managers
Product owners and PMO teams
Business analysts and consultants
Anyone who needs to assemble clear project initiation documents quickly

3. Supported File Types

PMOMax can ingest and parse content from the following file types:

Word: .docx
PDF: .pdf
Plain Text: .txt
Excel: .xlsx
Markdown: .md
CSV: .csv

You can either upload these files or paste text directly into the application. PMO-Max then parses and maps the content into the internal PID structure.

4. The Main Workspace Layout

When you open PMOMax, you will typically see three key areas:

Top bar: PMOMax title, tagline, and actions such as loading demo data, uploading documents, accessing help, and exporting.
Left panel: A navigation list of PID sections (Executive Summary, Objectives, Scope, Risks, Dependencies, Stakeholders, Milestones, and more). Selecting a section focuses the main editor on that part of the project.
Middle panel: The main content canvas where parsed text appears, and where you enter or refine your project narrative and tables.
Right panel (AI assistant): An optional assistant panel where you can ask the system to summarize, rewrite, or suggest content.

As you move through sections in the navigation, the middle panel updates so that you always see the right combination of narrative and structured fields.

5. Getting Started with Demo Data

The easiest way to see the full power of PMOMax is to start with demo data:

Open PMOMax in your browser.
Use the “Load Demo” action (or similar) at the top.
PMOMax will populate all key sections with a sample project.
Navigate through the sections on the left to see how content is organized into fields such as Executive Summary, Scope, Risks, and Milestones.
Try interacting with the AI assistant by asking, for example, “Shorten the executive summary” or “Add a risk about vendor delays.”

6. Uploading a Document

To start from your own project material, you can upload an existing file:

Click the Upload or Import Document button.
Select your file in one of the supported formats:

.docx, .pdf, .txt, .xlsx, .md, .csv

Wait for PMOMax to extract and parse the content.
Once parsing is complete, review the populated PID sections in the middle panel.

PMOMax will do its best to recognize sections such as Executive Summary, Problem Statement, Objectives, Scope, Risks, and Milestones. If your source document already uses headings and tables, the parser will be more accurate.

7. Pasting Text Directly

If your project description is currently in email, chat, or another system, you can paste it directly into PMOMax:

Copy the text from your source (email, wiki page, etc.).
In PMOMax, locate the Source Document / Parsing Input area or the text input area for parsing.
Paste your text.
Click the button labeled Parse, Extract PID, or similar.
After a short processing step, PMOMax will distribute the text into the relevant PID fields.

8. Editing PID Fields

After parsing, each PID section remains fully editable. You can:

Click any field in the middle panel and type to edit.
Split or merge paragraphs as needed.
Adjust language for tone, clarity, or formality.

For structured sections such as Risks, Milestones, or Stakeholders, you will often see tables with rows and columns. You can:

Add new rows (for new risks, milestones, or stakeholders).
Edit existing rows.
Remove items that are not relevant.

9. Working with the AI Assistant

The AI assistant is designed as a co-pilot to help you refine content, not as a black box that overwrites everything. You stay in control.

Example prompts

“Shorten the Executive Summary to about 150 words.”
“Rewrite the Problem Statement for senior executives.”
“Suggest three additional risks based on the current scope.”
“Turn the objectives into measurable KPIs.”
“Create a one-page summary of this PID.”

Review all AI suggestions before accepting them. You can copy the results into the appropriate field or, in some configurations, allow the assistant to update fields directly.

10. Handling Large or Complex Files

When you work with very large documents:

You may see a short processing delay during parsing.
In some cases, much of the text may initially land in a single field (for example, as a long Executive Summary).

If this happens, you can:

Use the AI assistant to split content into sections.
Manually cut and paste paragraphs into the right fields.
Consider breaking the source document into logical parts and parsing them separately.

11. Exporting Your PID

Once you are satisfied with the PID content, you can export it in multiple formats:

Word (.docx): For sharing and editing with stakeholders.
PDF (.pdf): For read-only, print-ready documents.
Excel (.xlsx) and CSV (.csv): For structured data such as risks, milestones, or stakeholders.
Markdown (.md) and Text (.txt): For documentation systems and developer-friendly workflows.

The exported documents respect the structure you see on the screen: fields, headings, and tables in PMOMax appear as sections and tables in the exported file.

12. Best Practices

Use clear headings in source documents (Executive Summary, Scope, Risks, etc.).
Keep very different projects in separate files or sessions.
Review each section once after parsing to confirm accuracy.
Treat the AI assistant as an editor and coach, not an oracle.

13. Getting Help and Providing Feedback

If you are part of a pilot or internal rollout:

Start with demo data to learn the layout and key flows.
Note any parsing issues, missing fields, or export quirks.
Share feedback with the implementation team so templates and parsing rules can be improved.

PMOMax is designed to grow with your organization’s needs and document conventions.

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