project filing november 2010 ciaran whyte major projects programme manager planning & strategic...

Project Filing November 2010

Ciaran WhyteMajor Projects Programme Manager

Planning & Strategic Projects Unit

Objectives of Seminar

• Be able to create an effective project filing structure

• Have more confidence in controlling project documentation

At the end of the seminar you should -

Ciaran Whyte

1975 : BSc – Applied Maths & Computer Science at Queen’s University of Belfast2005 : 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

Does your project feel like this?

“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

Project StagesPlanning

Scoping & Approval

Stage 1

The P ro ject L i fecyc le

Delivery Close Post

Stage 2 Stage 3 Stage 4 Stage 5 Stage 6

Project Planning

Start Up the Project

Deliver the ProjectClose the

Project

Post Project Review

Identify need & scope of project

Write business case

Identify owning HOS/D

Secure planning resources

Agree governance

SMG Research approval

Create project plan

Prepare full bid

Conduct risk review

Plan all resources

Negotiate agreements

Secure SMT approval

Initiate contracts

Secure all resources

Engage PM

Setup finances

Secure funders approval

Execute project plans

Deliver outputs

Manage exceptions

Manage contract delivery

Submit Claims to funder

Project Steering Group control

SMT Monitoring Reports

Project Assurance Review (if requested)

Funder/PWC Audits (if requested)

Close contracts

Close finances

Write Project Completion Report

Release resources

Review benefit delivery

Identify follow-up projects

The Project Management Framework

Project File - Structure

Business Case & Project Bid / ApplicationResources / OrganisationFinancesProcurementProject PlansExceptionsMonitoring / StatusQuality CommunicationsProject Closure

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

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

Terms of ReferenceName of Group Projects XXXXXX Steering Group Purpose To provide oversight for project xxxxxx and to act individually and collectively as a

project champion throughout the respective organisations. Terms of Reference Group will:

Provide direction and guidance Provide resources Secure funding Liaise with other Executive groups Monitor and approve all project outputs Resolve project issues Manage project risks Make project policy decisions Manage scope changes Monitor project finances Manage project contingencies

Membership Professor XXXXXXX (chair) Professor XXXXXX Dr XXXXXXXXX XXXXXXXX XXXXXXXX DRI representative Finance representative Estates representative Other project or academic staff will be requested to attend when required

Timescale Terms of reference agreed on XXXXXXXX To be reviewed by XXXXXXXX

Reporting to XXXXXXX Input Project status report

Sub-group reports Minutes of last meeting

Output Minutes Reports to SMT – by exception

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

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

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

Work Breakdown Structure

To decompose Work Breakdown Structure

1.Start with deliverables2.Can cost & duration be estimated?3.No – decompose further4.Yes – review for completeness

WBS provides total project scope

Lowest Level represents Work Packages

Exceptions

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

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

Highlight ReportProject Steering Group Highlight Report

Meeting <date>

Report for period Report prepared by w/b /09/09 Overall Progress Summary

Documents Distributed

1.

Work Package Owner Progress Summary

Ref Outstanding Project Problems (P)/ Issues (I) / Decisions Required (D) Action Owner

Target Date

D21 I2

Ref Potential Problems /

Risks (R) Impact Actions Action

Owner Target Date

R4

MinutesMinutes

Project Steering Group <date. <time>

<location> In attendance: Apologies: 1. Previous Actions Action Ref no.

Action Owner Deadline Comment

2. Noted and discussed: 3. Key decisions made: Decision Ref no.

Decision Action Ref no.

4. Actions from this meeting: Action Ref no.

Action Owner Deadline

5. Ongoing Actions Action Ref no.

Action Owner Deadline Comment

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’

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

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

Hardcopy versus online?

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

hard

cop

y

Everything online (and regularly backed up) except for essential material -

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

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