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
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
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 (e.g.in 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.)
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
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
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and QA standards• Protecting the interests of the company and stakeholders• Reduces the possibility of working with outdated or superseded documents• Promoting a common system for all team members Document Management System
• 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
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?
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
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
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
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 e.g.in maintenance and supportExternal deliverables will have been distributed andmust be maintained
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
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
STRUCTURED AND UNSTRUCTURED DATAStructured – information that is storedin a repetitive and structured formatUnstructured – documents, imagesgraphics, videos, audio etc.
STRUCTURED DATA• Fields, records, files, tables• Code, models, scripts• Rely on tools, databases• Source code management tools• Hard to organise without tools or structures
UNSTRUCTURED DATA• Documents, pictures, graphics, text, video, chat• Difficult to find tools, although more exist today• Document management tools• Can organise without tools
Documents after project completedSome documents can be archived – i.e.project status reportsUser manuals etc. need to be availablefor updating as required
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
Document Life Cycle• Plan document• Create initial draft• Circulate document for feedback and modify as required• Gain approval
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.
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
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
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
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
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
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
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
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
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.
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