1 / 24

Project Filing November 2010

Project Filing November 2010. Ciaran Whyte Major Projects Programme Manager Planning & Strategic Projects Unit. Objectives of Seminar. At the end of the seminar you should -. Be able to create an effective project filing structure

rainer
Download Presentation

Project Filing November 2010

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. Project Filing November 2010 Ciaran Whyte Major Projects Programme Manager Planning & Strategic Projects Unit

  2. Objectives of Seminar At the end of the seminar you should - • Be able to create an effective project filing structure • Have more confidence in controlling project documentation

  3. Ciaran Whyte • 1975 : BSc – Applied Maths & Computer Science at Queen’s University of Belfast • 2005 : Project Management Institute (PMI) certification as Senior Project Manager • 1975-81 : software analyst/programmer at IBM UK Ltd • 1981-1995 : project manager – IBM Corporation – global manufacturing and finance • 1995-2009 : senior project manager – IBM Global Business Services – Norwich Union, Reed International, Prudential, Cable & Wireless, MoD, Nissan Europe, BP Amoco global, Kodak Europe, Cazenove, CLS Bank, DEFRA, RBS, DVLA , Vodafone global • 2009-2010 : Swansea University – risk administrator

  4. Does your project feel like this?

  5. “Can you just answer this question please?” • A project manager can be assaulted with – • a barrage of questions • demands for immediate answers to concerns • urgent resolutions to issues • understanding of complex and difficult problems • If only I knew where that document was? Project File – a way to quickly access project information

  6. The Project Management Framework Project Stages

  7. Project File - Structure • Business Case & Project Bid / Application • Resources / Organisation • Finances • Procurement • Project Plans • Exceptions • Monitoring / Status • Quality • Communications • Project Closure

  8. Business Case & Project Bid / Application • Application made to Funder • Project budget & backup calculations • Risk questionnaire (large project) • Contract with Funder • All funding and in-kind funding communications • Offer Letter / Conditions • Collaboration Agreements with all partners • Legal reviews or communications • Final approved versions • All externally published draft versions • All external e-mails or letters providing feedback • All Approval e-mails or letters

  9. Resources / Organisation • Current Organisation Chart with reporting line for supervision • Job Descriptions of all project staff including HERA assessments • DO NOT file interview/CV documentation • Agreed roles and responsibilities matrix • Agreed Terms of Reference of all regular forums • List of key stakeholders and contact information • List of all external companies/partners and contact information • Directory of all project team members with start/end dates, work location, contact details • Starters and leavers procedure • Training plans – how to access project specific training • Training attendance records • Holiday & Absentee charts • Any links to project specific Health & Safety information

  10. Terms of Reference

  11. Finances • Tracking versions of financial reports or spreadsheets showing – income and expenditure to date and forecasts • All versions of agreed budgets and backup calculations • All evidence of budget approvals or conditions • All summaries or extracts from QL for Project with full reconciliation • All Claim submissions and completed paperwork • All timesheets and authorisations • All supplier invoices and receipts/evidence of payment • All expense claims and evidence of approvals • Register of all assets ‘owned’ by project – serial numbers, locations, responsible owner

  12. Procurement • Procurement plans • Procurement specifications • Documents used to define evaluation criteria • All communications from potential suppliers - proposals, repeated bids, e-mails, letters • All communications sent to suppliers • All letters or emails awarding contracts • Final versions of supplier contracts • Evidence of contract approvals from all parties • All reporting information on supplier performance • Log of all products / services delivered and dates • Log of all contract changes and authorisations • All licenses for purchases • All warranty or maintenance agreements relating to purchases

  13. Project Plans • Work Breakdown Structure • Work Package definitions • Summary GANTT Chart • Milestone plans • Output plans • Sub-group or work package plans • Task plans • Activity definitions • Resource plans • Quality plans • Funding plans (ongoing income) • Marketing / Communications strategies or plans • Agreed versions of plans & approvals • All tracking versions of plans

  14. Work Breakdown Structure • To decompose • Work Breakdown Structure • Start with deliverables • Can cost & duration be estimated? • No – decompose further • Yes – review for completeness WBS provides total project scope Lowest Level represents Work Packages

  15. Exceptions • Issue or problem log • Risk register • Requests for change to scope / budget / timescale • Back-up material • Impact assessments • Evidence of approvals

  16. Monitoring / Status • All internal project documents • Status reports / Highlight Reports • Major Project Monitoring Reports • All material supplied to Steering Groups • Summary reports to key stakeholders • All reports to funders • Minutes of all Steering Groups • Minutes of all external meetings • Minutes of Sub-Group meetings • All tracking reports on output achievement

  17. Highlight Report

  18. Minutes

  19. Quality • Project quality standards or links to related standards • All external project documents • All quality records showing reviewers, feedback, defects, version history • Approval e-mails or letters • All externally supplied outputs • Evidence of sampling of outputs • Project specific procedures or processes • Project Assurance review reports • Joint Internal Audit Reports • PWC audit reports • Funder audit reports • Evidence of ethical reviews and approvals • Feedback or surveys from ‘customers’

  20. Communications • Log of all external communications • Log of responses to all external communications • All (or link to) external communications and responses • Log of project presentation material • All project produced presentation material • Material from all events conducted by project team • ‘new starter’s pack’ • All feedback from external project events • All publicity material • All project supported website material

  21. Project Closure • Project completion report - achievements • Evidence of all project outputs • Assessment of lessons learned • Feedback from Stakeholders • Verification of closure of supplier contracts • Archived material • release project resources • recommendations for future projects • assessment of benefit achievement

  22. Hardcopy versus online? Everything online (and regularly backed up) except for essential material - • All signed documents • All final approved deliverables • current versions of all plans • all supplier documentation • all resourcing documentation • all hardcopy financial documents • all output supporting documentation • all hardcopy licenses or agreements • latest communication log • All external communications and replies • All evidence needed for audit purposes hardcopy

  23. Web based project files • Sharepoint (2nd Campus) • Google (SAW) • Project Specific Web-sites (STRIP) • used to provide access to external participation • BE CAREFUL what information you share • internal project filing STILL required

  24. Conclusions • Project management is about managing communications and if you want to be effective you need an efficient control of the project information. • Project Filing .... GET IT SORTED! • THANK YOU for your time today • c.m.whyte@swansea.ac.uk

More Related