Priject admin lu 2

• 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 besignificant Knowing which is latest document is key Many types of documents with different purposes Due to complexity good to use state of the arttechnology to manage documents 4. PERMANENT TEMPORARYProject InformationExternalPermanent 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 lifespandiscussion papers, draft documents,and usage interim progress report etc.) Internal: Permanent documentation to Temporary documentation which is Used by support the maintenance andonly 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. SafekeepingDistribution CollectingManagesWhat information should be collected? Safe storing of the information The method of transmittingthedocumentsmovementof project SortingRetrievalTrackinginformationandDocuments should Ensures documents be able to be foundconsists of: How the information should be categorised and indexed when requireddont go missingand they get toright person atright timeDocument Control System 6. Disposal BackupsManagesEnsures that documents are either arcived orEnsures copies of allthe important documents are securely disposed of at the end of projectduplicated off site or on amovementremote hard discof projectinformationStd templatesandEnsures all project membersconsists of: use same layout of documentDocument Control System 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. 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 theorganisation PMO is the physical environment within whichteam will be based and in which documentmanagement system will be controlled Setting up PMO 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 projectmanagementwww.pmforum.org1. What website do you default to? 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. 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. 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. 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 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 preventconfusion Use a common naming convention for all files eg: Project Charter19/08/2012 version 3 A good idea to put date first so that if docs are sorted most recentwill show first 16. STRUCTURED AND UNSTRUCTURED DATAStructured information that is storedin a repetitive and structured formatUnstructured documents, imagesgraphics, 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 completedSome documents can be archived i.e.project status reportsUser manuals etc. need to be availablefor updating as required 20. CONFIGURATION MANAGEMENT CM or Version Control Baseline that provides management control at all phases of a projectlifecycle Management discipline that applies technical and administrativedirection to the development, production and life cycle support of aproject Operation of CM system is responsibility of Project Administrator 21. Document Life Cycle Plan document Create initial draft Circulate document for feedback and modify asrequired Gain approval 22. Group ExerciseIn groups of 3 or 4 discuss the following:-1. What risks to the project could arise through poor documentcontrol?2. Suggest appropriate contingency plans for each risk that youidentify.3. Prepare a 5 minute presentation on your answers use of acomputer is not acceptable for the presentation simply providefeedback in verbal format or by using the whiteboard. 23. TOOLS & TECHNIQUESTable page 57 Module Manual 24. PROJECT CHARTERTable page 58 - 66 Module Manual 25. CHANGE MANAGEMENT Change is an alteration to the original agreed upon scope statementdefined 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 thechange 26. Controlling Changes No project goes entirely to plan Changes are inevitable due to planning oversights, new opportunitiesof events that no one could have foreseen Changes directly impact schedules and costs Controlling scope changes is an important aspect of controllingschedules and costs Scope change control is implemented through the change controlsystem and configuration management 27. TRACK CHANGES AND ADD COMMENTS Using track changes and comments feature other people can edit oradd 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 tothe 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 acomment 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 acceptor reject the changes Use the reviewing toolbar to accept/reject and to find and removecomments To move to next tracked change/comment click on the NEXT icon inthe 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 adocument Each version can contain text that differs from every other version You create versions of a document when you want to keep a recordof the changes you have made and store all versions of the documentwith the same file name 34. CREATING DOCUMENT VERSIONS In Microsoft office click review tab, click COMPARE in the comparetab Click MAJOR VERSION Office Word opens the last major version and compares the versionsin a separate document 35. CREATING DOCUMENT VERSIONS 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. PowerPoint 2010 & 2007*and PowerPoint 2008 & 2011 (Mac)**Cross-Platform CompatibilityUse this template in either*PowerPoint 2007**PowerPoint 2008PowerPoint 2007 or 2010and 2011.for the PC or PowerPoint If the video is not2008 or 20011 for Mac. playing withIf the video animation PowerPoint 2007 you is not playing on a MacPresentations saved from are missing a requiredcomputer you arethis template in .PPTX update from Microsoft.missing a requiredformat will work inplug-in for QuickTime.PowerPoint 2007, The Office 2007 Service2008(Mac), 2010, Pack 2 installs Flip4Mac is a WMV video2011(Mac). automatically withplug-in for Quicktime. It Windows Update. is a free plug-inPresentations saved in .PPTdistributed by Microsoft.format will work in allYou can also download theversions of PowerPoint 97 update manually fromGet the Plug-in here.through 2011. But .PPT Microsoft here.files will no longer containthe video animation. 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. 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 HeaderCOMPANY GOALS AND OBJECTIVES 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. 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. 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 or1.5 1higher.0.5Here is some more text.0You may delete thegraphical elements. 45. Geographic Region Q1 Q2 Q3Sample Table LayoutUnited States 1254 1254 1254Here is the description of Europe and Asia 324324324the graph. This chart iscompatible with PowerPoint Australia32 32 3297 2010. South America222Here is some more text.Canada 111You may delete thegraphical elements.Mexico 111 TOTALS1614 1614 1614 46. Comparison PageYour Sub Title Here Your Sub Title HereThis is a place holder forAll 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. Quarterly EnergyUsageExample 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. Quarterly SalesExample Pie Graph1.2This is a PowerPoint 971.4higher compatible graph.You may change this graphas you wish.3.28.2This chart can be modifiedin all versions ofPowerPoint. 1st Qtr 2nd Qtr 3rd Qtr4th Qtr 49. Smart Art PageSecondlevel oftextLayouthereThis chart utilizes Smart Artwhich is feature inPowerPoint 2007 or higher. You canAndremoveIf you wish to make chartsAnotherthelike this and dont have PPT image.2007, we have provided thegraphical elements to helpyou build this yourself.Another Point Here 50. Smart Art PageStep 1LayoutAdd Supporting Text Here.You can change this layoutThis chart utilizes Smart Art by selecting differentSmartArt options.which is feature inPowerPoint 2007 or higher.If you wish to make chartslike this and dont have PPTStep 22007, we have provided thegraphical elements to help Add Supporting Text Here.you build this yourself. You can change this layout by selecting different SmartArt options. 51. Picture LayoutYou can add a description of the picture here. 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 orgraphs. 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 contenttext or delete it. A contentplaceholder. Use for placeholder. Use fortext, graphics, tables and graphs. text, graphics, tables andYou can change this text orgraphs. You can change thisdelete it. text or delete it. 53. Three Picture Page Layout A description of A description of A description the firstthe 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 LayoutA placeholder for the 1st pictureA placeholder for the 2nd pictureMore information can be added here More information can be added hereby changing this text. by changing this text. 55. Questions? Comments?We are happy to help you!PresenterMedia.com 4416 S. Technology Dr Sioux Falls, SD 57106(605) 274-2424