PM00.8 Project Management Preparation for Success * Manage Documents *

1. PM00.8Project Management Preparation for Success * Manage Documents *

2. Knowledge Management The systematic and comprehensive process of organizing and storing information so that it can be retrieved, selected and presented in a way that provides value and enables understanding.

3. Group Exercise – Document Management Discuss the type of problems that occur when a project team generates a lot of documents

4. Structured Data vs. Unstructured Data • Unstructured Data • Documents, pictures, graphics, text, video, chat • Difficult to find tools, although more exist today • Document management tools • Can organize without tools Structured Data • Fields, records, files, tables • Code, models, scripts • Rely on tools, databases • Source code management tools • Hard to organize without tools or structures

5. Manage Documents - Background Documentation problems as projects get larger • More than one person working on a single deliverable • Hard to find documents • Hard to know status of documents • Not sure who is updating • Multiple naming conventions • Inconsistent formatting • Not sure if referencing most current document • Saving what’s important, purging the rest

6. Document Management - Basics • Determine document repository • Directory structure • Shared drive • File cabinet • Define organization of repository • Folders and subfolders • What goes where • Define naming standards • '20001201 Joe Smith Status Report‘ • 'Joe Smith 20001201 Status Report'

7. Document Management - Basics • Determine what documents need versioning • Define document status • ‘draft’ • ‘awaiting approval’ • ‘approved’ • Create standard formats • Headers, footers, font, cover page • Standard look-and-feel

8. Document Management - Advanced The larger the project, the more rigor and structure is needed to manage documents.

9. Document Management - Advanced Buy / build a more structured document repository • Create logical / physical organization • Define access rules • Enforce versioning • Set up keywords / indexing • Establish update procedures

10. Document Management - Advanced Periodically review documentation management • Documents backed up and recoverable • Stored in the right place • Documents added on an ongoing basis or at the end of every major phase • Documents retained and purged appropriately • Long term value • Point-of-time value

11. Document Management - Advanced Assign a librarian for the document repository • Responsible for the repository processes • Responsible for repository integrity • Establishes, maintains, and enforces standards • Identifies / resolves problems • Monitors and controls access and updates • Archives and purges old content

12. Document Life-Cycle • Prepare and plan the content • Create initial document • Shorter duration, higher effort hours, bulk of work • Gather feedback and modify (iterative) • Internal review, stakeholder review, management review • Longer duration, fewer effort hours, bulk of duration • Gain final approval of document • Enhance and evolve as appropriate • Mini life cycle

13. Document Management Movement between in-progress, draft and final document • Starts in the author's workarea • Move to draft library when circulating • Copy back to workarea for updating, then back to draft library (update minor version # 1.1, 1.2) • Move to repository after approval • Pull back to workarea for later updating (update major version# 2.0, 3.0)

14. Sample Directory Structure \Workplans \Status \Meeting Minutes \Reports \Other Reference Material \Project Deliverables \Final\Draft\Work in Progress \Project Management Deliverables\Project Definition\Communications\Presentations\Financial Information\Logs \Reference \Tutorials \Templates \Workarea \Resource 1 \Resource 2 (.....)

15. Manage the Project • Manage workplan • Manage issues • Manage scope • Manage communication • Manage risk • Manage documentation • Manage quality • Manage metrics

16. Learning Objectives By the end of class, each participant should be able to: • Understand the value of project management processes • Review the various aspects of defining a project • Build and maintain an appropriate project workplan • Identify and manage issues, scope and communication • Identify and manage project risks • Determine methods to manage project documentation • Identify and manage to the appropriate level of quality • Identify metrics to improve processes and declare success

17. Questions??