Priject admin lu 2


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PRAD LU 2 lectures

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Priject admin lu 2

  1. 1. PROJECT ADMINISTRATION Learning Unit 2
  2. 2. LU 2 - Document Management• Explain principles of an efficient document management system• Explain how to implement an efficient document management system• Risks associated with poor document management• Reporting requirements; reporting formats• Key project documents• Organise information relating to a specific project• Add track changes and comments to a document
  3. 3. INTRODUCTION• Projects create huge amounts of documentation• No standard for document control across industry• Time spent tracking project documents can be significant• Knowing which is latest document is key• Many types of documents with different purposes• Due to complexity good to use state of the art technology to manage documents
  4. 4. PERMANENT TEMPORARYProject Information External Permanent documentation as a Temporary documentation that is Deliverable deliverable from the project an external deliverable from theFour main scenarios (e.g. user manuals, training project but has no value once the manuals, forms etc.) project has been completed ( terms of lifespan discussion papers, draft documents,and usage interim progress report etc.) Internal: Permanent documentation to Temporary documentation which is Used by support the maintenance and only for internal communication project enhancement of the system (e.g. ideas. Issues, control, working team (e.g. design specifications, papers etc.) database definitions, source code, process diagrams etc.)
  5. 5. Safekeeping Distribution CollectingManages What information should be collected? Safe storing of the information The method of transmittingthe documentsmovementof project Sorting Retrieval Trackinginformationand Documents should Ensures documents be able to be foundconsists of: How the information should be categorised and indexed when required don‟t go missing and they get to right person at right time Document Control System
  6. 6. Disposal BackupsManages Ensures that documents are either arcived or Ensures copies of allthe important documents are securely disposed of at the end of project duplicated off site or on amovement remote hard discof projectinformation Std templatesand Ensures all project membersconsists of: use same layout of document Document Control System
  7. 7. Good documentation management system benefits theproject and the organisation by:-• Improving the conduct of the business• Supporting compliance and QA standards• Protecting the interests of the company and stakeholders• Reduces the possibility of working with outdated or superseded documents• Promoting a common system for all team members Document Management System
  8. 8. • Responsibility of project administrator• PA responsible for co-ordinating all aspects, methodology and execution for project processes, templates, software etc.• PMO creates a uniform approach within the organisation• PMO is the physical environment within which team will be based and in which document management system will be controlled Setting up PMO
  9. 9. Group ActivityResearch the following websites and answer the questions:-www.apm.org1. Summarise the case studies for a. Martin Gosden and b. Helen Timperley2. What magazine is produced and published by APM?3. What does APM stand for?www.pmi.org1. How many members does PMI have?2. How many countries does PMI have a presence in?3. Name the 2 committees ISO has set up to develop standards in project managementwww.pmforum.org1. What website do you default to?
  10. 10. Group Activity contdResearch the following websites and answer the questions:-www.tensteps.com1. Register and print a copy of the following free templates:- • Issues log • Issues submission form • Communication management plan • Project charter • Project scorecard • Project status report • Risk submission form • Risk tracking log • Scope change log
  11. 11. DOC M/MENT AT PROJECT STARTWhere possible give team members guidance with templates, modelsand examples of each document:-Template – a pre formatted skeleton for thedocumentModel – a completed example of the documentExample – not as detailed as a model but containssome points of value
  12. 12. DOC M/MENT DURING PROJECTProject administrator and PMO will keep track of document status lookingparticularly at:-• Documents that are not at their planned stage of completion• Documents that are unnecessarily checked out• Completed work where the documents have not been completed• Competing demands for a document• Participants not working on the correct, controlled version of the document• Adequacy of review, control, quality and audit information
  13. 13. DOC M/MENT AT END OF PROJECTProject administrator needs to check all outstanding documentsTemporary items will normally be archivedPermanent items will be retained for future use maintenance and supportExternal deliverables will have been distributed andmust be maintained
  14. 14. DOCUMENT M/MENT DECISIONS• Determine where to store documents• Determine types of documents to include• Define a logical and physical document organizational structure• Define naming standards• Determine if some documents need versioning – latest or all versions of a document• Determine if (and how) you will track document approval status• Determine standard document formats• Identify standard document tools
  15. 15. STORAGE & DISTRIBUTION OF DOCUMENTS• Larger the project more difficult to share information• MUST have a control system in place before project starts to prevent confusion• Use a common naming convention for all files eg: Project Charter 19/08/2012 version 3• A good idea to put date first so that if docs are sorted most recent will show first
  16. 16. STRUCTURED AND UNSTRUCTURED DATAStructured – information that is storedin a repetitive and structured formatUnstructured – documents, imagesgraphics, videos, audio etc.
  17. 17. STRUCTURED DATA• Fields, records, files, tables• Code, models, scripts• Rely on tools, databases• Source code management tools• Hard to organise without tools or structures
  18. 18. UNSTRUCTURED DATA• Documents, pictures, graphics, text, video, chat• Difficult to find tools, although more exist today• Document management tools• Can organise without tools
  19. 19. Documents after project completedSome documents can be archived – i.e.project status reportsUser manuals etc. need to be availablefor updating as required
  20. 20. CONFIGURATION MANAGEMENT• CM or Version Control• Baseline that provides management control at all phases of a project lifecycle• Management discipline that applies technical and administrative direction to the development, production and life cycle support of a project• Operation of CM system is responsibility of Project Administrator
  21. 21. Document Life Cycle• Plan document• Create initial draft• Circulate document for feedback and modify as required• Gain approval
  22. 22. Group ExerciseIn groups of 3 or 4 discuss the following:-1. What risks to the project could arise through poor document control?2. Suggest appropriate contingency plans for each risk that you identify.3. Prepare a 5 minute presentation on your answers – use of a computer is not acceptable for the presentation – simply provide feedback in verbal format or by using the whiteboard.
  23. 23. TOOLS & TECHNIQUESTable page 57 Module Manual
  24. 24. PROJECT CHARTERTable page 58 - 66 Module Manual
  25. 25. CHANGE MANAGEMENT• Change is an alteration to the original agreed upon scope statement defined in the project plan and specified in the WBS• Creeping scope• Usually result in time and cost increases• Scope change control is supposed to identify wherte changes occur, ensure changes are necessary and manage the implementation of the change
  26. 26. Controlling Changes• No project goes entirely to plan• Changes are inevitable due to planning oversights, new opportunities of events that no one could have foreseen• Changes directly impact schedules and costs• Controlling scope changes is an important aspect of controlling schedules and costs• Scope change control is implemented through the change control system and configuration management
  27. 27. TRACK CHANGES AND ADD COMMENTS• Using “track changes and comments” feature other people can edit or add comments to your document• Originator of document can accept or reject the changes• Microsoft Word uses balloons to display deletions, comments, formatting changes and content that has moved
  29. 29. INSERTING A COMMENT• Word allows you to make comments to documents by providing balloons to the screen that appear like sticky notes• These can be used to communicate suggestions, ideas or editing comments• Click or highlight the location in the document where you want to insert a comment• Click the new comment button on the reviewing toolbar• Enter a comment• Click to return to the original document
  31. 31. ACCEPTING & REJECTING CHANGES• When you receive a document with tracked changes you can accept or reject the changes• Use the reviewing toolbar to accept/reject and to find and remove comments• To move to next tracked change/comment click on the NEXT icon in the reviewing toolbar
  32. 32. Display options for viewing tracked changes• Four options for reviewing a document that contains tracked changes • Original showing mark up • Original • Final • Final showing mark up
  33. 33. CREATING DOCUMENT VERSIONS• You can use versions command to create 2 or more versions of a document• Each version can contain text that differs from every other version• You create versions of a document when you want to keep a record of the changes you have made and store all versions of the document with the same file name
  34. 34. CREATING DOCUMENT VERSIONS• In Microsoft office click review tab, click COMPARE in the compare tab• Click MAJOR VERSION• Office Word opens the last major version and compares the versions in a separate document
  36. 36. INDIVIDUAL EXERCISE1. Revision exercise p 71 Module Manual2. List any five (5) of the document management decisions that are made during the document planning and implementation process.
  37. 37. PowerPoint 2010 & 2007*and PowerPoint 2008 & 2011 (Mac)** Cross-Platform Compatibility Use this template in either *PowerPoint 2007 **PowerPoint 2008 PowerPoint 2007 or 2010 and 2011. for the PC or PowerPoint If the video is not 2008 or 20011 for Mac. playing with If the video animation PowerPoint 2007 you is not playing on a Mac Presentations saved from are missing a required computer you are this template in .PPTX update from Microsoft. missing a required format will work in plug-in for QuickTime. PowerPoint 2007, The Office 2007 Service 2008(Mac), 2010, Pack 2 installs Flip4Mac is a WMV video 2011(Mac). automatically with plug-in for Quicktime. It Windows Update. is a free plug-in Presentations saved in .PPT distributed by Microsoft. format will work in all You can also download the versions of PowerPoint „97 update manually from Get the Plug-in here. through 2011. But .PPT Microsoft here. files will no longer contain the video animation.
  38. 38. Animated or Static?You can changebetween static andanimated layouts byclicking on the Layouttab in the HOME menuon the ribbon.For example this slideuses the static layout.
  39. 39. Useful Images and Icons
  40. 40. Bulleted Content Page• This Layout Page has bullets • And Indented Levels • Level 3 Text Placeholder • Level 4 Place Holder • Level 5 Place Holder
  42. 42. Agenda or Summary Layout Discussion Item One – A Placeholder for textGoal 1 Add a second line of text hereGoal 2 Discussion Item Two – A Placeholder for text Add a second line of text hereGoal 3 Discussion Item Three – A Placeholder for text Add a second line of text hereGoal 4 Discussion Item Four – A Placeholder for text Add a second line of text here
  43. 43. Chart TitleBar Graph Page Category 4LayoutHere is the description of Category 3the graph. This chart iscompatible with PowerPoint97 – 2010. Category 2Here is some more text.You may delete the Category 1graphical elements. 0 2 4 6 Series 3 Series 2 Series 1
  44. 44. Chart TitleBar Graph Page Series 1 Series 2 Series 3Layout 5 4.5 4Here is the description of 3.5the graph. This chart is 3 2.5enhanced with features 2from PowerPoint 2007 or 1.5 1higher. 0.5Here is some more text. 0You may delete thegraphical elements.
  45. 45. Geographic Region Q1 Q2 Q3Sample Table Layout United States 1254 1254 1254Here is the description of Europe and Asia 324 324 324the graph. This chart iscompatible with PowerPoint Australia 32 32 3297 – 2010. South America 2 2 2Here is some more text. Canada 1 1 1You may delete thegraphical elements. Mexico 1 1 1 TOTALS 1614 1614 1614
  46. 46. Comparison PageYour Sub Title Here Your Sub Title HereThis is a place holder for All the graphical elementsitem one. Item one can be can be moved, copied, ortext, a picture, graph, table, deleted from the slideetc. This is a place holder for master view.item one. Item one can betext, a picture, graph, table,etc.
  47. 47. Quarterly Energy UsageExample Pie GraphThis is a PowerPoint 2007 or 10% 9%higher enhanced graph.You may change this graphas you wish. 23% 59%This chart utilizes featuresavailable in PowerPoint 2007or higher. 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
  48. 48. Quarterly SalesExample Pie Graph 1.2This is a PowerPoint 97 1.4higher compatible graph.You may change this graphas you wish. 3.2 8.2This chart can be modifiedin all versions ofPowerPoint. 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
  49. 49. Smart Art Page Second level of textLayout hereThis chart utilizes Smart Artwhich is feature inPowerPoint 2007 or higher. You can And removeIf you wish to make charts Another thelike this and don‟t have PPT image.2007, we have provided thegraphical elements to helpyou build this yourself. Another Point Here
  50. 50. Smart Art Page Step 1Layout Add Supporting Text Here. You can change this layoutThis chart utilizes Smart Art by selecting different SmartArt options.which is feature inPowerPoint 2007 or higher.If you wish to make chartslike this and don‟t have PPT Step 22007, we have provided thegraphical elements to help Add Supporting Text build this yourself. You can change this layout by selecting different SmartArt options.
  51. 51. Picture LayoutYou can add a description of the picture here.
  52. 52. A Two Column Page LayoutQUICK FACT QUICK FACTA content placeholder. Use for A content placeholder. Use fortext, graphics, tables and graphs. text, graphics, tables andYou can change this text or graphs. You can change this text or delete it. A contentdelete it. A content placeholder. placeholder. Use forUse for text, graphics, tables and text, graphics, tables andgraphs. You can change this text graphs. You can change thisor delete it. A content text or delete it. A contentplaceholder. Use for placeholder. Use fortext, graphics, tables and graphs. text, graphics, tables andYou can change this text or graphs. You can change thisdelete it. text or delete it.
  53. 53. Three Picture Page Layout A description of A description of A description the first the second of the third picture. You picture. You picture. You may change may change may change this text. this text. this text.
  54. 54. Two Picture Page LayoutA placeholder for the 1st picture A placeholder for the 2nd pictureMore information can be added here More information can be added hereby changing this text. by changing this text.
  55. 55. Questions? Comments? We are happy to help you! 4416 S. Technology Dr Sioux Falls, SD 57106 (605) 274-2424