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Project document management with SharePoint


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Presented at Regional Project Management Conference 2012, Sri Lanka

Published in: Technology, Business
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Project document management with SharePoint

  1. 1. Managing Project DocumentsAmila Hendahewa, PMP28th April 2011 1
  2. 2. Content• Definitions• Document Life Cycle• Document classification• Advantages of project documentation• Disadvantages of documenting• Impact of poor document management• Selecting the optimum set of documents• Document management as a strategic tool• Tools & technologies• Summary Managing Project Documents 2
  3. 3. Some Definitions (AIIM )Document“Recorded information or an object which can be treated as a unit" E.g. Paper, Picture, Email, Sound, Movie, FaxDocument ManagementThe use of a computer system and software to store, manage and track electronic documents andelectronic images of paper based information captured through the use of a document scanner.Enterprise Content Management (ECM)Is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content anddocuments related to organizational processes.Records ManagementThe field of management responsible for the efficient and systematic control of the creation, receipt,maintenance, use and disposition of records, including the processes for capturing and maintainingevidence of and information about business activities and transactions in the form of records. Managing Project Documents 3
  4. 4. Document Life CycleCreate Capture Process Archive Dispose Exception Managing Project Documents 4
  5. 5. How many documents / document types willbe used in a typical project ? Managing Project Documents 5
  6. 6. • Project charter • Cost estimates• Project management plan • Contracts• Scope statement • Quality management plan• System requirements • Progress reports specification • Change requests• WBS • UAT • Issue log• Project schedule • Procurement documents• Activity list • Agreements• Resource calendars • Meeting minutes• Risk register Managing Project Documents 6
  7. 7. A simple project document classificationIn terms of the lifespan and usage of project information, there are 4main scenarios. Permanent Temporary Permanent documentation discussion papers, Temporary documentation that is as a deliverable from the draft documents, "Help" information, an external deliverable from theExternal User Manuals, project interim progress project butTraining Materials, has no value onceDeliverable reports the project has been completed Forms ideas, issues, Permanent documentation Temporary documentation which to support the working control, maintenance is only for internal "DesignFor Internal papers Specifications, and enhancement of the communicationUsage Database Definitions, system source code, process diagrams Managing Project Documents 7
  8. 8. Not all documents are the same• external deliverables need to be of high quality, whereas internal documents may be informal and incomplete.• permanent documentation will need to be updated as circumstances change, but temporary documentation will usually be left unchanged. Managing Project Documents 8
  9. 9. Advantages of project documents• As a means of proof (“If it is not in black and white, then it really was not said”)• As a point of reference for any clarifications the team may face• Will minimize the possibility for different interpretations• Is the primary medium for communicating• It can minimize rework / errors (e.g. SRS)• Allows for standardization of projects• For future reference – lessons learned Managing Project Documents 9
  10. 10. Disadvantages of documenting in projects• Considered as too administrative / bureaucratic• Additional time and effort spent – increased project cost• Considered by team members as non-value-adding• Ambiguity – who will create / own which document? Managing Project Documents 10
  11. 11. Impact of poor document management• More time spent on finding documents• Confusions and conflicts• Rework• Loss of information• Lack of visibility• Strategic disadvantage Managing Project Documents 11
  12. 12. The key is to select the optimum set ofdocuments for a project Small Projects Medium size projects Large ProjectsSRS Project charter Project charterDesign Document Inception Report Inception ReportProject Schedule SRS SRSIssue List Project Schedule Project ScheduleUAT Design Document Design Document Deployment Plan Deployment Plan Partial UAT Partial UAT UAT UAT Technical specifications Vendor Contracts Test Cases Managing Project Documents 12
  13. 13. Document Management as a keydifferentiator• Document management is an often less considered discipline• The manner in which project documents are managed by project managers can either be the driving force behind a project‟s success or a bottleneck.• Project managers need to balance their time between administrative work such as documentation and core activities such as managing the project team and stakeholders.• Having an effective document management system will help project managers to minimize the time spent on documentation.• Your document management strategy could make your organization different in delivering projects Managing Project Documents 13
  14. 14. Tools & Technologies that will help projectmanagers on managing project documents• Document Types & Templates• Versioning• Check in – Check Out• Co-authoring• In Place Records management• Document Sets• Unique document ID• Document Capture & Archiving• Manage emails• Alerts• Offline Support• Mobile access Managing Project Documents 14
  15. 15. Document types & templates• Standardization / Ability to manage (update) from a central place• Ability to run rules / workflows based on the template• Ability to enforce relevant metadata Managing Project Documents 15
  16. 16. VersioningManual versioning• Separate file for each version (Different file names)Automated versioning• Single file (same file name)• Track history• View and compare• Restore at any time Managing Project Documents 16
  17. 17. Check in – Check Out • Avoid confusion while editing documents • Control version numbers and metadata • Find out who is currently editing a document • Draft documents Managing Project Documents 17
  18. 18. Co-authoring Managing Project Documents 18
  19. 19. In Place Records Management• Ability to declare a document as a record in the same location Instead of moving the document to a specific Records Center• The file stays where it is so the users can still find it• Ability to implement rules once declared as a record• Ability to declare documents as records either manually or automatically. (e.g. six months after the last time that a document is modified, the document becomes a record) Managing Project Documents 19
  20. 20. Document Sets• Ability to group different document types as one entity• Ability to share same metadata (more consistent)• Ability to version all documents as a whole• Ability to download the whole document set together Managing Project Documents 20
  21. 21. Unique / Permanent Document ID• When content is reorganised, hyperlinks emailed that point to a document will become invalid.• Solution - Ability to assign a unique document ID that will not change when a document is moved. http://sitecollection1/_layouts/DocIdRedir.aspx?ID=MKHYF5V6GAFS-1-1 My Document MKHYF5V6GAFS-1-1 JohnD JohnD Managing Project Documents 21
  22. 22. Document Capture & Archiving• Converting paper documents in to electronic format is an integral part of any DMS.• Especially used for contract documents.• The ability to quickly retrieve a scanned document (full text search)• It can save lot of time and cost for the project team.• Can extend in to Forms processing, workflows etc.. Managing Project Documents 22
  23. 23. Managing emails (and attachments !)• Ability to save e-mail messages in to the DMS (drag-and-drop or a save on send„)• Share document links instead of attachments• Link email headers as metadata to documents metadata. Managing Project Documents 23
  24. 24. Alerts• Is a very useful tool for everyone• Email or SMS• Send alert when – All changes, new item added, deleted, edited• Frequency - Immediately, daily, weekly• Contains a hyperlink to the relevant document Managing Project Documents 24
  25. 25. Off-line Support• Ability to work remotely / offline is a critical requirement for modern day projects• Enables team members to collaborate and be productive even when they‟re not connected Managing Project Documents 25
  26. 26. Mobile Access• Exponential growth of mobile device usage• Ability to access / view as well as create / capture documents from mobile devices Managing Project Documents 26
  27. 27. Managing project documents in cloud Managing Project Documents 27
  28. 28. Summary• A document is not only a printed paper• Importance of documenting - “If it is not in black and white, then it really was not said”• Lack of focus on document management as a knowledge area• Proper document management could be a strategic differentiator for your organization.• Not all documents are the same. Selecting the right set of documents is crucial for project success.• There are many tools available that can help save lot of time and effort for project managers – e.g. Co-authoring Managing Project Documents 28
  29. 29. Thank you Questions? E : W : / Managing Project Documents 29
  30. 30. References• PMBOK• AIIM (Association for Information and Image Management)• Managing the project document - By Neil Stolovitsky• Get your projects documentation right the first time - By Jason P. Charvat• The ePMbook - Simon Wallace• Practical Project and Process Documentation By Neil S. Potter and Mary E. Sakry Managing Project Documents 30