This document provides information on document management for project administration. It explains principles of an efficient document management system and how to implement one. It discusses the risks of poor document management and key project documents. It also covers organizing project information, adding track changes and comments, and various document management decisions around storage, distribution, and disposal. The role of the project administrator in coordinating the document management system is also described.

1. PROJECT ADMINISTRATION
Learning Unit 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. 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. PERMANENT TEMPORARY
Project Information External Permanent documentation as a Temporary documentation that is
Deliverable deliverable from the project an external deliverable from the
Four 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.)

5. Safekeeping Distribution
Collecting
Manages What information should be
collected?
Safe storing of the
information
The method of
transmitting
the documents
movement
of project
Sorting Retrieval Tracking
information
and Documents should Ensures documents
be able to be found
consists 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. Disposal
Backups
Manages Ensures that documents
are either arcived or
Ensures copies of all
the important documents are
securely disposed of at
the end of project
duplicated off site or on a
movement remote hard disc
of project
information Std templates
and Ensures all project members
consists of: use same layout of
document
Document Control System

7. Good documentation management system benefits the
project 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. • 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. Group Activity
Research the following websites and answer the questions:-
www.apm.org
1. Summarise the case studies for a. Martin Gosden and b. Helen Timperley
2. What magazine is produced and published by APM?
3. What does APM stand for?
www.pmi.org
1. 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
management
www.pmforum.org
1. What website do you default to?

10. Group Activity contd
Research the following websites and answer the questions:-
www.tensteps.com
1. 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. DOC M/MENT AT PROJECT START
Where possible give team members guidance with templates, models
and examples of each document:-
Template – a pre formatted skeleton for the
document
Model – a completed example of the document
Example – not as detailed as a model but contains
some points of value

12. DOC M/MENT DURING PROJECT
Project administrator and PMO will keep track of document status looking
particularly 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. DOC M/MENT AT END OF PROJECT
Project administrator needs to check all outstanding documents
Temporary items will normally be archived
Permanent items will be retained for future use e.g.
in maintenance and support
External deliverables will have been distributed and
must be maintained

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. 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. STRUCTURED AND UNSTRUCTURED DATA
Structured – information that is stored
in a repetitive and structured format
Unstructured – documents, images
graphics, videos, audio etc.

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. UNSTRUCTURED DATA
• Documents, pictures, graphics, text, video, chat
• Difficult to find tools, although more exist today
• Document management tools
• Can organise without tools

19. Documents after project completed
Some documents can be archived – i.e.
project status reports
User manuals etc. need to be available
for updating as required

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. Document Life Cycle
• Plan document
• Create initial draft
• Circulate document for feedback and modify as
required
• Gain approval

22. Group Exercise
In 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. TOOLS & TECHNIQUES
Table page 57 Module Manual

24. PROJECT CHARTER
Table page 58 - 66 Module Manual

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. 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. 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

28. TRACK CHANGES AND ADD COMMENTS

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

30. INSERTING A COMMENT

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. 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. 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. 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

35. CREATING DOCUMENT VERSIONS

36. INDIVIDUAL EXERCISE
1. Revision exercise p 71 Module Manual
2. List any five (5) of the document
management decisions that are made
during the document planning and
implementation process.

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. Animated or Static?
You can change
between static and
animated layouts by
clicking on the Layout
tab in the HOME menu
on the ribbon.
For example this slide
uses the static layout.

39. Useful Images and Icons

40. Bulleted Content Page
• This Layout Page has bullets
• And Indented Levels
• Level 3 Text Placeholder
• Level 4 Place Holder
• Level 5 Place Holder

41. Section Header
COMPANY GOALS AND OBJECTIVES

42. Agenda or Summary Layout
Discussion Item One – A Placeholder for text
Goal 1
Add a second line of text here
Goal 2 Discussion Item Two – A Placeholder for text
Add a second line of text here
Goal 3 Discussion Item Three – A Placeholder for text
Add a second line of text here
Goal 4 Discussion Item Four – A Placeholder for text
Add a second line of text here

43. Chart Title
Bar Graph Page Category 4
Layout
Here is the description of Category 3
the graph. This chart is
compatible with PowerPoint
97 – 2010.
Category 2
Here is some more text.
You may delete the Category 1
graphical elements.
0 2 4 6
Series 3 Series 2 Series 1

44. Chart Title
Bar Graph Page
Series 1 Series 2 Series 3
Layout 5
4.5
4
Here is the description of 3.5
the graph. This chart is 3
2.5
enhanced with features 2
from PowerPoint 2007 or 1.5
1
higher. 0.5
Here is some more text. 0
You may delete the
graphical elements.

45. Geographic Region Q1 Q2 Q3
Sample Table Layout United States 1254 1254 1254
Here is the description of Europe and Asia 324 324 324
the graph. This chart is
compatible with PowerPoint Australia 32 32 32
97 – 2010.
South America 2 2 2
Here is some more text. Canada 1 1 1
You may delete the
graphical elements. Mexico 1 1 1
TOTALS 1614 1614 1614

46. Comparison Page
Your Sub Title Here Your Sub Title Here
This is a place holder for All the graphical elements
item one. Item one can be can be moved, copied, or
text, a picture, graph, table, deleted from the slide
etc. This is a place holder for master view.
item one. Item one can be
text, a picture, graph, table,
etc.

47. Quarterly Energy
Usage
Example Pie Graph
This is a PowerPoint 2007 or 10% 9%
higher enhanced graph.
You may change this graph
as you wish.
23% 59%
This chart utilizes features
available in PowerPoint 2007
or higher. 1st Qtr 2nd Qtr
3rd Qtr 4th Qtr

48. Quarterly Sales
Example Pie Graph 1.2
This is a PowerPoint 97 1.4
higher compatible graph.
You may change this graph
as you wish.
3.2 8.2
This chart can be modified
in all versions of
PowerPoint.
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

49. Smart Art Page Second
level of
text
Layout here
This chart utilizes Smart Art
which is feature in
PowerPoint 2007 or higher. You can
And remove
If you wish to make charts Another the
like this and don‟t have PPT image.
2007, we have provided the
graphical elements to help
you build this yourself.
Another
Point
Here

50. Smart Art Page Step 1
Layout Add Supporting Text Here.
You can change this layout
This chart utilizes Smart Art by selecting different
SmartArt options.
which is feature in
PowerPoint 2007 or higher.
If you wish to make charts
like this and don‟t have PPT Step 2
2007, we have provided the
graphical elements to help Add Supporting Text Here.
you build this yourself. You can change this layout
by selecting different
SmartArt options.

51. Picture Layout
You can add a description of the picture here.

52. A Two Column Page Layout
QUICK FACT QUICK FACT
A content placeholder. Use for A content placeholder. Use for
text, graphics, tables and graphs. text, graphics, tables and
You can change this text or graphs. You can change this
text or delete it. A content
delete it. A content placeholder. placeholder. Use for
Use for text, graphics, tables and text, graphics, tables and
graphs. You can change this text graphs. You can change this
or delete it. A content text or delete it. A content
placeholder. Use for placeholder. Use for
text, graphics, tables and graphs. text, graphics, tables and
You can change this text or graphs. You can change this
delete it. text or delete it.

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. Two Picture Page Layout
A placeholder for the 1st picture A placeholder for the 2nd picture
More information can be added here More information can be added here
by changing this text. by changing this text.

55. Questions? Comments?
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