© 2015 Serge Boute All rights reserved
Course Notes:
3 – Project Management Deliverables
Project Management
2014-2015
Project management deliverables – List by phase
•
During the whole project (start-up, execution, closure)•
Progress reports•
Minutes of meeting•
Start-up phase•
Student individual form (on line http://www.ulb.ac.be/project/idg)•
Group composition form•
PGP (Project Governance Plan)•
Closure phase•
Project file (initiated during start-up, updated regularly during the whole project) Business deliverables•
Depend on the project•
To be identified and agreed during start-up phase•
© 2015 Serge Boute – All rights reserved Project Management – 3. Deliverables – Page 3 The Project Governance Plan: objectives, realisation, template
Example (partial) of the division of an IT project in WP, tasks & activities
•
WP1 – Project management•
Project Start-up•
Group internal project kick-off meeting•
Project kick-off meeting with teaching staff•
Project kick-off meeting with client•
PGP•
Preparation and delivery of draft PGP•
Review of PGP with assistant•
Update of draft PGP and delivery of final version•
Ongoing project management•
Weekly team meetings•
Follow-up meetings with assistant•
Follow-up meetings with client•
Production and delivery of the fortnightly progress report•
Weekly verification of the project file and of backups•
Project Closure•
Verification and delivery of the project file•
Archiving and cleaning of paper and electronic files•
Handing back borrowed equipmentPGP (1)
Example (partial) of the division of an IT project in WP, tasks & activities (cont’d)
•
WP2 – Initial analysis•
WP3 – Detailed analysis•
WP4 – Design•
WP5 – Programming and testing•
Training of programmers•
Selection of packages•
Selection of development tools•
Programming•
Testing•
WP6 – Roll out and handover•
Roll out plan (installation, promotion, client training)•
Installation•
Promotion•
Client training•
WP7 – End of project presentation© 2015 Serge Boute – All rights reserved Project Management – 3. Deliverables – Page 5 Project progress reports must be produced and delivered to regularly inform the client and the teaching staff of the progress and significant events on the project.
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Structure of the report•
Heading•
Identification of the project and of the reporting period•
Distribution list (project team, client, teaching staff)•
Date on which the report was produced•
RAG Overview (see below)•
Activities that were planned for the period•
Report on the activities completed (and not completed) during the period•
What was done with respect to what was planned: summary and analysis of deviations and adjustments•
Milestone achieved (and not achieved) during the period•
Follow-up of ongoing problems, changes and actions•
List of meetings (with date and type)•
List of deliveries (with date)•
Miscellaneous: any other element worth of mentioning•
Plans for the next period•
Milestones to achieve•
Updating the list of tasks and activities•
Updating the planning of deliveriesProject Progress Report (1)
•
RAG Overview•
Status:•
R(ed) – Not OK, out of control•
A(mber) – Not OK, under control•
G(reen) – OK•
Evolution: improving, stable, deterioratingProject Progress Report (2)
Topic Status Evolution Notes & actions
Overall
Scope
Time (elapsed)
Workload
© 2015 Serge Boute – All rights reserved Project Management – 3. Deliverables – Page 7
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Progress reporting shall be fortnightly•
Each report shall cover 2 weeks: weeks 1 & 2, weeks 3 & 4, weeks 5 & 6, etc. (week 1 is the week starting on the Monday after the first lecture). The report concerning weeks n & (n+1) must be delivered by email no later than the Thursday of week (n+2).•
Progress reporting ends when the project file is delivered to the teaching staff.•
For 2014-2015:Project Progress Report (3)
Progress
Report Weeks
Period covered Delivery no later than From Until
# 1 1 & 2 Mon 09 Feb Sun 22 Feb Thu 26 Feb # 2 3 & 4 Mon 23 Feb Sun 8 Mar Thu 12 Mar # 3 5 & 6 Mon 9 Mar Sun 22 Mar Thu 26 Mar # 4 7 & 8 Mon 23 Mar Sun 5 Apr Thu 9 Apr
... ... ... ... ...
•
Minutes of meetings must be produced for all formal meetings.•
They must be delivered by email to all participants (with a copy to the teaching staff) no later than the 5th day following the meeting.•
The minutes of the meting must include•
The date, time and duration of the meeting•
The subject of the meeting•
The list of presences, absences and apologies© 2015 Serge Boute – All rights reserved Project Management – 3. Deliverables – Page 9 The project file includes all important documents relating to the project: it is the memory of the project. It is a living file which evolves with the project and which is, in principle, always up-to-date (it is not a file that is compiled and bounded at the end of the project).
The documents are included in the project file as they were at the moment they were produced (no corrections, no changes in layout).
•
All versions of the various reports that were issued by the group, i.e., that were delivered to the client or the teaching staff, must be included.•
Only the emails that have a substantial content, i.e., those including real information enlightening the approach or the project should be included. To decide what could be excluded, one should remember that the project file must enable the team to prove that it has actually done what it claims to have done. With this in mind, apparently insignificant mails can be important.For example, it there is a debate about a version of a report that had been sent but not received, a copy of the mail to which this report was attached can be used as a proof: it is possible to check the date it was sent, the recipients’ addresses, etc.
Project File – Content
1. Table of contents
2. Initial situation and changes
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Project initiation documents (e.g. problem statement)•
Project Governance Plan 3. Progress reports4. Minutes of meetings
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List of meetings (date & type)•
Minutes of external meetings (with the client & with teaching staff)•
Minutes of internal meetings (team meetings) 5. Mail•
Mail log with internal & external, incoming & outgoing mails (date, subject, recipients or sender)•
External mails•
Internal mails 6. Deliverables•
List of deliverables (title, date, version)•
The various versions of the deliverables© 2015 Serge Boute – All rights reserved Project Management – 3. Deliverables – Page 11
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The Project File for each Group shall be an electronic project file that must be stored using aDropbox account dedicated to the project (Dropbox provides free file storage in the Cloud: see www.dropbox.com). It consists in a set of directories in the Dropbox repository where all documents are stored in an organised manner.
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The structure of the directory tree shall be functionally similar (but not necessarily identical) to the structure described on the previous page. The root directory shall be named Gxx – Project File – ProjectName where•
Gxx is the group ID•
ProjectName is the name of the project•
The project file is a repository for dead archives that are stored in PDF format. PDF files can be created with different tools, e.g.:•
Using the MS Office “Save As” function (MS Office 2007 & later versions).•
With a “PDF Printer” (there are several free tools, e.g. www.pdf995.com). This will be useful for archiving other documents such as emails.•
By scanning a paper version of the document (to be used only if the document does not exist in electronic format, e.g., hand written notes during a meeting with the assistant )•
In addition to the PDF archives, the project file includes lists that need to be constantlyupdated such as lists of meetings, of mails, of deliverables,... Lists shall be in MS Word or MS Excel format.
