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Project Management 3 Project Management 3 Future Managers
Module 6: Project administration Project Management 3 Future Managers
Module 6: Project administration <ul><li>After completing this module, you will be able to: </li></ul><ul><ul><li>Use a pa...
1. Use a paper based and / or electronic filing system for a project <ul><li>After completing this outcome, you will be ab...
1.1 Identify filing systems requirements for the project plan <ul><li>Files can be stored in the following ways: </li></ul...
1.1 Identify filing systems requirements for the project plan <ul><li>Collecting documents to be filed </li></ul><ul><ul><...
1.2 Demonstrate and explain the following features of a filing system <ul><li>Documents should be initialled by the author...
2. Use standardised processes for identifying, securing and finding documents <ul><li>After completing this outcome, you w...
2.1 Demonstrate and explain the standardised features of identifying, securing and filing documents <ul><li>Files are arra...
3. Provide project templates to team members <ul><li>After completing this outcome, you will be able to: </li></ul><ul><ul...
3.1 Identify the need for templates within administrative work <ul><li>Planning software </li></ul><ul><ul><li>Higher pric...
3.1 Identify the need for templates within administrative work <ul><li>Benefits of using project management software </li>...
3.1 Identify the need for templates within administrative work <ul><ul><li>The software has the capacity to process large ...
3.1 Identify the need for templates within administrative work <ul><ul><li>Software has better quality reporting; the docu...
3.1 Identify the need for templates within administrative work <ul><ul><li>The software will release the managers from pro...
3.1 Identify the need for templates within administrative work <ul><li>Disadvantages of project management software </li><...
3.1 Identify the need for templates within administrative work <ul><ul><li>The new system may cause a resistance to change...
Activity 1 <ul><li>Get into groups and visit various organisations, businesses and your own college administration departm...
Activity 1 <ul><li>Examine the documents serving as templates – to obtain a general knowledge of the various templates ava...
4.  Assist in preparing project documents for handover at the end of a project or a project phase or stage <ul><li>After c...
4.1  Demonstrate and explain the preparation of project documents for handover at the end of a project or a project phase ...
5. Project documentation management processes <ul><li>After completing this module, you will be able to describe and expla...
5.1 Document control requirements <ul><li>What are the requirements of good document control? </li></ul><ul><ul><li>Access...
5.2 Storages and retrieval functions and processes <ul><li>Project information is stored for future reference </li></ul><u...
5.3 Benefits of documentation management for a project <ul><li>Order in the project </li></ul><ul><li>Accessibility </li><...
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NCV 3 Project Management Hands-On Support Slide Show - Module 6

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This slide show complements the learner guide NCV 3 Project Management Hands-On Training by Bert Eksteen published by Future Managers Pty Ltd. For more information visit our website www.futuremanagers.net

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Transcript of "NCV 3 Project Management Hands-On Support Slide Show - Module 6"

  1. 1. Project Management 3 Project Management 3 Future Managers
  2. 2. Module 6: Project administration Project Management 3 Future Managers
  3. 3. Module 6: Project administration <ul><li>After completing this module, you will be able to: </li></ul><ul><ul><li>Use a paper based and/or electronic filling system for a project </li></ul></ul><ul><ul><li>Use standardized processes for identifying, securing and finding documents </li></ul></ul><ul><ul><li>Provide project templates to team members </li></ul></ul><ul><ul><li>Assist in preparing project documents for handover at the end of a project </li></ul></ul><ul><ul><li>Describe and explain project documentation management processes </li></ul></ul>Project Management 3 Future Managers
  4. 4. 1. Use a paper based and / or electronic filing system for a project <ul><li>After completing this outcome, you will be able to: </li></ul><ul><ul><li>Identify filling system requirements for the project plan </li></ul></ul><ul><ul><li>Demonstrate and explain the features of a filing system </li></ul></ul>Project Management 3 Future Managers
  5. 5. 1.1 Identify filing systems requirements for the project plan <ul><li>Files can be stored in the following ways: </li></ul><ul><ul><li>Horizontal filing </li></ul></ul><ul><ul><li>Vertical filing </li></ul></ul><ul><ul><li>Lateral filing </li></ul></ul><ul><ul><li>Tubular filing </li></ul></ul><ul><ul><li>Filing on microfilms </li></ul></ul><ul><ul><li>Computerization of micrographics </li></ul></ul><ul><ul><li>Mechanized and automated systems </li></ul></ul><ul><ul><li>Centralized filing </li></ul></ul><ul><ul><li>Decentralized filing </li></ul></ul><ul><ul><li>Computerized filing system </li></ul></ul>Project Management 3 Future Managers
  6. 6. 1.1 Identify filing systems requirements for the project plan <ul><li>Collecting documents to be filed </li></ul><ul><ul><li>Documents should be initialed by the author and a stamp or a sticker with the word “file” affixed to them. This is a signal that the document has been released for filing. </li></ul></ul><ul><ul><li>In a small business the documents to be filed are placed in the “file” trays on different desks. </li></ul></ul><ul><ul><li>The person responsible for filing will collect these documents (which are ready for filing) and file them. </li></ul></ul>Project Management 3 Future Managers
  7. 7. 1.2 Demonstrate and explain the following features of a filing system <ul><li>Documents should be initialled by the author and a stamp or stick with the word “file” attached to them </li></ul><ul><li>All project documents should be collected and filed immediately </li></ul><ul><li>The audit trail will also take place during the close-out phase of the project </li></ul><ul><li>At the end of the project, the project file should be filed </li></ul>Project Management 3 Future Managers
  8. 8. 2. Use standardised processes for identifying, securing and finding documents <ul><li>After completing this outcome, you will be able to: </li></ul><ul><ul><li>Demonstrate and explain the standardised features of identifying, securing and filing documents </li></ul></ul>Project Management 3 Future Managers
  9. 9. 2.1 Demonstrate and explain the standardised features of identifying, securing and filing documents <ul><li>Files are arranged in alphabetical, numerical or alpha-numerical order </li></ul><ul><li>Different colours can be used to make identification easier </li></ul><ul><li>All documentation should be filed, to avoid loss </li></ul><ul><li>Confidential information should be separately filed for security purposes </li></ul>Project Management 3 Future Managers
  10. 10. 3. Provide project templates to team members <ul><li>After completing this outcome, you will be able to: </li></ul><ul><ul><li>Identify the need for templates within administrative work </li></ul></ul><ul><ul><li>Demonstrate and explain, using given templates how they can support the project team. </li></ul></ul>Project Management 3 Future Managers
  11. 11. 3.1 Identify the need for templates within administrative work <ul><li>Planning software </li></ul><ul><ul><li>Higher priced programmes </li></ul></ul><ul><ul><ul><li>Able to manage larger projects </li></ul></ul></ul><ul><ul><ul><li>Able to define constraints in greater detail </li></ul></ul></ul><ul><ul><ul><li>Will produce more flexible reports </li></ul></ul></ul><ul><ul><li>Cheaper programmes </li></ul></ul><ul><ul><ul><li>Easier to use </li></ul></ul></ul><ul><ul><ul><li>Have better designed screens </li></ul></ul></ul><ul><ul><ul><li>Are more interactive </li></ul></ul></ul><ul><ul><ul><li>Process the data much </li></ul></ul></ul>Project Management 3 Future Managers
  12. 12. 3.1 Identify the need for templates within administrative work <ul><li>Benefits of using project management software </li></ul><ul><ul><li>Project management software offers fast calculations. This can be demonstrated on a spreadsheet where changes are processed almost immediately, whereas hand calculations would be very laborious. </li></ul></ul><ul><ul><li>The calculations are always correct - so long as the data input is accurate you can be assured that the data output will be accurate. Validation of data entry is also possible, which will reduce human error </li></ul></ul><ul><ul><li>Editing is very quick once the database has been established. </li></ul></ul><ul><ul><li>The application packages typically offer well thought out information structures which, if used, will help standardise methods and enforce a disciplined approach </li></ul></ul>Project Management 3 Future Managers
  13. 13. 3.1 Identify the need for templates within administrative work <ul><ul><li>The software has the capacity to process large projects with 10 000+ activities </li></ul></ul><ul><ul><li>Select and sort functions enable the operator to present the information in an structured format </li></ul></ul><ul><ul><li>Management-by-exception and variance reports are easily obtained, e.g. where float = zero, this will highlight the activities on the critical path </li></ul></ul><ul><ul><li>Once the database has been established, what-if analysis can be performed quickly </li></ul></ul><ul><ul><li>The project database can be linked to the corporate database </li></ul></ul><ul><ul><li>The software can offer centralised or distributed reporting which is flexible to suit the organisation structure </li></ul></ul>Project Management 3 Future Managers
  14. 14. 3.1 Identify the need for templates within administrative work <ul><ul><li>Software has better quality reporting; the documents and graphics can be customised to facilitate easier dissemination of information within the project team </li></ul></ul><ul><ul><li>Quicker calculations can lead to a shorter reporting period which gives greater control and more accurate trend analysis. It will also be quicker to respond to a changing situation </li></ul></ul><ul><ul><li>Reports can be structured by the work breakdown structure (WBS) or organisation breakdown structure (OBS) </li></ul></ul>Project Management 3 Future Managers
  15. 15. 3.1 Identify the need for templates within administrative work <ul><ul><li>The software will release the managers from processing large amounts of data manually, which should give them more time to concentrate on managing the project and the people involved on it </li></ul></ul><ul><ul><li>It is relatively simple to make back-ups of the project data. This will address the risk management need for disaster recovery </li></ul></ul><ul><ul><li>Managers can type their own reports, faxes and e-mails </li></ul></ul>Project Management 3 Future Managers
  16. 16. 3.1 Identify the need for templates within administrative work <ul><li>Disadvantages of project management software </li></ul><ul><ul><li>Additional cost associated with education and training, hardware and software procurement and loss of production while implementing the new system </li></ul></ul><ul><ul><li>Additional cost of maintenance and up-grading </li></ul></ul><ul><ul><li>The organisation may need to be restructured </li></ul></ul>Project Management 3 Future Managers
  17. 17. 3.1 Identify the need for templates within administrative work <ul><ul><li>The new system may cause a resistance to change which could affect company morale and productivity </li></ul></ul><ul><ul><li>If the computer goes down this could stop the company’s operation, especially if effective back-up systems have not been established </li></ul></ul><ul><ul><li>If data safety precautions are not taken it is possible to lose vast amounts of data, caused by: virus attack, hard disk crash, fire, or theft </li></ul></ul>Project Management 3 Future Managers
  18. 18. Activity 1 <ul><li>Get into groups and visit various organisations, businesses and your own college administration department to gather the following documents, which can also serve as template documents: </li></ul>Project Management 3 Future Managers Memorandum Fax form Example of an email Minutes of meetings Drawings Any report document Order forms Equipment data sheets Stock control sheets Contract Requisition forms Budget sheets Petty cash document sheets Timesheets Expenses claim sheets
  19. 19. Activity 1 <ul><li>Examine the documents serving as templates – to obtain a general knowledge of the various templates available in the organisation. </li></ul>Project Management 3 Future Managers
  20. 20. 4. Assist in preparing project documents for handover at the end of a project or a project phase or stage <ul><li>After completing this outcome, you will be able to: </li></ul><ul><ul><li>Demonstrate and explain the preparation of project documents for handover at the end of a project or a project phase or stage </li></ul></ul>Project Management 3 Future Managers
  21. 21. 4.1 Demonstrate and explain the preparation of project documents for handover at the end of a project or a project phase or stage <ul><li>Project close out phase or stage </li></ul><ul><li>Contract close out </li></ul><ul><li>Payment of contractors </li></ul><ul><li>Procurement audit </li></ul><ul><li>Administrative close out </li></ul><ul><li>Writing of reports </li></ul><ul><li>Project lessons learned </li></ul>Project Management 3 Future Managers
  22. 22. 5. Project documentation management processes <ul><li>After completing this module, you will be able to describe and explain the following processes: </li></ul><ul><ul><li>Document control requirements </li></ul></ul><ul><ul><li>Storages and retrieval functions and processes </li></ul></ul><ul><ul><li>Benefits of documentation management for a project </li></ul></ul>Project Management 3 Future Managers
  23. 23. 5.1 Document control requirements <ul><li>What are the requirements of good document control? </li></ul><ul><ul><li>Accessibility </li></ul></ul><ul><ul><li>Suitability </li></ul></ul><ul><ul><li>Flexibility </li></ul></ul><ul><ul><li>Secureness and durability </li></ul></ul><ul><ul><li>Neatness </li></ul></ul><ul><ul><li>Economy of space and cost </li></ul></ul><ul><ul><li>Effectiveness and efficiency </li></ul></ul>Project Management 3 Future Managers
  24. 24. 5.2 Storages and retrieval functions and processes <ul><li>Project information is stored for future reference </li></ul><ul><li>When documents are removed from files, it is essential that some kind of record is kept </li></ul><ul><li>Documents must be returned to the project file </li></ul>Project Management 3 Future Managers
  25. 25. 5.3 Benefits of documentation management for a project <ul><li>Order in the project </li></ul><ul><li>Accessibility </li></ul><ul><li>Dissatisfaction with a supplier, material or quality can be overcome immediately if there is a well managed document process in place </li></ul>Project Management 3 Future Managers
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