Configuration Management T

Configuration Management comprises the identifying, registering and recording (archiving) of all components, such as documents and products (parts). The version of every component is shown, together with an indication of which is the current version.

It is recommended to establish an 'environment' where the project management documents can be organised and stored. The archiving of project documents, such as the corporate requirements, the recording of the processes and procedures, the analysis and design (functional, technical) as well as the decision documents, is very important. The primary purpose for archiving is to assist in the retrieval and reproduction of the project management documents and the project products. Other motives for archiving are for project continuity, and provision of evidence in any future (legal) conflicts.

In summary, configuration management makes it possible to use the statistics acquired through experience and products, and lessons learned in other projects.

The classification of an archive must be clear. Think, for example, of a main division that distinguishes between current projects and closed projects. For each individual project various subdivisions can be set up in relation to the stages of the project, project management documents and content documents. The following classification provides an example:

Project n

• Project management

- General

- Correspondence (all project-related memos and letters)

- Discussions

- Progress (Status Report and Highlights Reports)

- Initiation (Mandate, Project Brief, PID)

- Quality products (Action List, Risk Register and Issue Register)

- Evaluation (Lessons Learned Register)

- Finances (Budget calculation, summary for the benefit of the Status Report)

• Work in progress

- Product n and stage z

- Project employees

- Other

The above division is based around content. Other division styles can be based on alphabetical order or time sequence. In these divisions it may be difficult to retrieve a document if the exact name of the document or the production date is not known.

The corporate intranet can be used to publish a variety of documents. Publication of standards in an accessible medium such as the corporate intranet enlarges the communication platform. In addition it is practical to publish the Mandate (D1) at the start of a project and the Lessons Report (D9) at the closure of a project via the corporate intranet.

When naming documents the following aspects play an important role:

• document type: PID, Highlights Report, End Project Report, etc.;

• date created: if the date begins with the day, it is awkward to do a search via, for example, Windows Explorer, with the result that the sequence of the documents can get mixed up;

• sorting: documents that belong together are placed together;

• version: documents are adapted in the course of time, so having a version number immediately indicates clearly that it is an older document.

The application of the above aspects results in a simple naming convention. In this way everybody can find the required document.

Project name (document type, yyyymmdd) version number

With the application of this convention to a project named GAMMA, the PID and the Highlights Report would be allocated the following names:

GAMMA (Highlights Report, 20060410) V1.0 GAMMA (Highlights Report, 20060417) V1.0 GAMMA (PID, 20060416) V1.0

And the documentation standard:

PMO (standard building blocks, 20070112) V3.2

Concrete suggestions and practical tips 1 In addition to the project archiving, it is recommended that the standard of documentation is documented as well.

Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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