Project Management 3

Project Management 3 1Future Managers

Module 6: Project administration

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Module 6: Project administration

• After completing this module, you will be able to:– Use a paper based and/or electronic filling system

for a project– Use standardized processes for identifying,

securing and finding documents– Provide project templates to team members– Assist in preparing project documents for

handover at the end of a project– Describe and explain project documentation

management processes

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1. Use a paper based and / or electronic filing system for a project

• After completing this outcome, you will be able to:– Identify filling system requirements for the

project plan

– Demonstrate and explain the features of a filing system

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1.1 Identify filing systems requirements for the project plan• Files can be stored in the following ways:

– Horizontal filing– Vertical filing– Lateral filing– Tubular filing– Filing on microfilms– Computerization of micrographics– Mechanized and automated systems– Centralized filing– Decentralized filing– Computerized filing system

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1.1 Identify filing systems requirements for the project plan• Collecting documents to be filed

– Documents should be initialed by the author and a stamp or a sticker with the word “file” affixed to them. This is a signal that the document has been released for filing.

– In a small business the documents to be filed are placed in the “file” trays on different desks.

– The person responsible for filing will collect these documents (which are ready for filing) and file them.

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1.2 Demonstrate and explain the following features of a filing system

• Documents should be initialled by the author and a stamp or stick with the word “file” attached to them

• All project documents should be collected and filed immediately

• The audit trail will also take place during the close-out phase of the project

• At the end of the project, the project file should be filed

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2. Use standardised processes for identifying, securing and finding

documents• After completing this outcome, you will be

able to:– Demonstrate and explain the standardised

features of identifying, securing and filing documents

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2.1 Demonstrate and explain the standardised features of identifying,

securing and filing documents• Files are arranged in alphabetical,

numerical or alpha-numerical order

• Different colours can be used to make identification easier

• All documentation should be filed, to avoid loss

• Confidential information should be separately filed for security purposes

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3. Provide project templates to team members

• After completing this outcome, you will be able to:– Identify the need for templates within

administrative work

– Demonstrate and explain, using given templates how they can support the project team.

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3.1 Identify the need for templates within administrative work

• Planning software– Higher priced programmes

• Able to manage larger projects• Able to define constraints in greater detail• Will produce more flexible reports

– Cheaper programmes• Easier to use• Have better designed screens• Are more interactive• Process the data much

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3.1 Identify the need for templates within administrative work

• Benefits of using project management software– Project management software offers fast calculations.

This can be demonstrated on a spreadsheet where changes are processed almost immediately, whereas hand calculations would be very laborious.

– The calculations are always correct - so long as the data input is accurate you can be assured that the data output will be accurate. Validation of data entry is also possible, which will reduce human error

– Editing is very quick once the database has been established.

– The application packages typically offer well thought out information structures which, if used, will help standardise methods and enforce a disciplined approach

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3.1 Identify the need for templates within administrative work

– The software has the capacity to process large projects with 10 000+ activities

– Select and sort functions enable the operator to present the information in an structured format

– Management-by-exception and variance reports are easily obtained, e.g. where float = zero, this will highlight the activities on the critical path

– Once the database has been established, what-if analysis can be performed quickly

– The project database can be linked to the corporate database

– The software can offer centralised or distributed reporting which is flexible to suit the organisation structure

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3.1 Identify the need for templates within administrative work

– Software has better quality reporting; the documents and graphics can be customised to facilitate easier dissemination of information within the project team

– Quicker calculations can lead to a shorter reporting period which gives greater control and more accurate trend analysis. It will also be quicker to respond to a changing situation

– Reports can be structured by the work breakdown structure (WBS) or organisation breakdown structure (OBS)

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3.1 Identify the need for templates within administrative work

– The software will release the managers from processing large amounts of data manually, which should give them more time to concentrate on managing the project and the people involved on it

– It is relatively simple to make back-ups of the project data. This will address the risk management need for disaster recovery

– Managers can type their own reports, faxes and e-mails

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3.1 Identify the need for templates within administrative work

• Disadvantages of project management software– Additional cost associated with education and

training, hardware and software procurement and loss of production while implementing the new system

– Additional cost of maintenance and up-grading

– The organisation may need to be restructured

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3.1 Identify the need for templates within administrative work

– The new system may cause a resistance to change which could affect company morale and productivity

– If the computer goes down this could stop the company’s operation, especially if effective back-up systems have not been established

– If data safety precautions are not taken it is possible to lose vast amounts of data, caused by: virus attack, hard disk crash, fire, or theft

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Activity 1

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1. Get into groups and visit various organisations, businesses and your own college administration department to gather the following documents, which can also serve as template documents:

Memorandum Fax form

Example of an email Minutes of meetings

Drawings Any report document

Order forms Equipment data sheets

Stock control sheets Contract

Requisition forms Budget sheets

Petty cash document sheets Timesheets

Expenses claim sheets

Activity 1

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• Examine the documents serving as templates – to obtain a general knowledge of the various templates available in the organisation.

4. Assist in preparing project documents for handover at the end of a project or a project

phase or stage

• After completing this outcome, you will be able to:– Demonstrate and explain the preparation of

project documents for handover at the end of a project or a project phase or stage

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4.1 Demonstrate and explain the preparation of project documents for handover at the end of a

project or a project phase or stage

• Project close out phase or stage

• Contract close out

• Payment of contractors

• Procurement audit

• Administrative close out

• Writing of reports

• Project lessons learned

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5. Project documentation management processes

• After completing this module, you will be able to describe and explain the following processes:– Document control requirements

– Storages and retrieval functions and processes

– Benefits of documentation management for a project

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5.1 Document control requirements

• What are the requirements of good document control?– Accessibility– Suitability– Flexibility– Secureness and durability– Neatness– Economy of space and cost– Effectiveness and efficiency

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5.2 Storages and retrieval functions and processes

• Project information is stored for future reference

• When documents are removed from files, it is essential that some kind of record is kept

• Documents must be returned to the project file

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5.3 Benefits of documentation management for a project

• Order in the project

• Accessibility

• Dissatisfaction with a supplier, material or quality can be overcome immediately if there is a well managed document process in place

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