Page 61 - DCAP304_DCAP515_SOFTWARE_PROJECT_MANAGEMENT

Unit 2: Step Wise Project Planning

project. They will need to work closely with other teams to ensure integration. Clearly defined Notes
scope and a sign-off process are important if you don’t want to end up with a patchwork quilt.
Another group might focus on Tools; another on Risk Management. If anything looks too
controversial, then it is probably best taken out of a workshop and managed by Project
Infrastructure implementers.
Look at Individual Motivations

Think what might inspire individuals and find benefits that will appeal to each person.
For example:

 A “tidy” person will see appeal in having a clear concise path to follow with a consistent
look and feel to the entire infrastructure.
 A “busy” person will focus on the efficiency of a clear process.

 A “less experienced” person will be motivated by having training and a clear path to
follow.

Recognize Contributions

If you use a template someone has developed, identify them for the effort. In the version control
section make sure the person who developed the template is identified. Recognition will
encourage ownership.

Single Source of Truth

How often have we all seen numerous versions of documents? Which one should you use? Start
out be making a single source of documents that is under tight control. Anyone can read, but
only a select few can update – and then in a controlled way. If a document management system
is available, it is a good option.

Also consider making the documents obtainable through the intranet if it exists. If people get
used to going to the intranet to find master documents, it will put a control over morphing
versions. Combined with a document management system where the link is probably cryptic,
this can be a good way of managing documents. Converting reference documents to PDF is also
useful.
As a temporary measure, we once created a web page with a listing of templates with hyperlinks.
We put this in a central location on the LAN and sent everyone a link to the page. Rather than
people wandering through directories looking for the most recent version, they opened the
browser page from their desktop and clicked through to the version we wanted them to use.

It is Never Finished

There is always room for development. Make sure you put in place review mechanisms. Many
organizations have a project management group who look at how project management can be
improved, or provide training to other PMs. It is good to have a feedback forum to look at
improvements to the project infrastructure.

Ownership

Make sure it is clear who owns the infrastructure, and who is in charge for authorizing changes.
If the ground rules are set prior to the infrastructure being built, it will make it a lot easier to
reach decisions.

LOVELY PROFESSIONAL UNIVERSITY 55