Project Book - Guide

Project Book Template

The concept behind the Project Book is that the project's vital information should be controlled, documented, indexed, and retrievable in a readily-accessible repository, as an affirmation of deliverer responsibility as well as to provide a project audit trail. It consolidates project information in a way that is consistent across projects and forms a key component of our historical records.

This physical Project Book is intended to serve as an "Executive Briefing Book". It should provide key documentation, together with a cross-reference to where the archived documentation is physically located in the project files. If the Project Manager changes over the course of the project, it should be possible for the new Project Manager to briefly walk-through the Project Book and get quickly up to date on all of the key aspects of how the project is being managed and its current status.

To create your Project Book:

1. Set up a single binder containing the standard sections identified in this Project Book template. Assemble and insert the information required for each section. Most of this material is reusable from other material such as the news release that describes a major win, the project plans, presentation materials, and status reports. Prepare any additional required material that is not available from these sources, such as a contact list identifying the names, titles, and phone numbers of the key contacts from the Project Manager's perspective. Identify where other supporting material is located in the physical files. Maintain current and summary material in the Project Book and move older and over-flow material that is too extensive to be maintained in the single binder to the project files. 2.

3.

Project Book Contents: 1. 1.1 BACKGROUND Background

Include a brief and easy to read description (one-two pages) of the project. This information could be extracted from the News Release which accompanies a major win, or from the project experience domain in the knowledge base (after the project has been entered).

1.2

Project Size and Complexity Class Worksheet

Include a completed form defining the project's size, complexity and class. The project class (I, II, or III) is used to determine the applicability of procedures in the Quality Manual. 2. OPEN ACTION ITEMS

This section allows the Project Manager to maintain a readily accessible list of open action items. This should include:

Project Book - Guide

Open actions items from all meetings such as team meetings, weekly status meetings with the Line Manager and with the Acceptor, Steering Committee meetings, and walk-throughs and reviews. Change Request Log Decision Request Log Service Request Log Fault Report Log Acceptance Log

On a large project, these lists should be generated automatically from the tool that is being used to track action items, and updated periodically. Include in this section a copy of the most recent Project Review. 3. 3.1 CUSTOMER ORGANIZATION AND CONTACT LIST Project Organization Chart

Include the standard H-chart which identifies the Acceptor, the Deliverer (i.e., Project Manager), their Line Managers, their executives and the Steering Committee.

3.2

Contact List

Provide a list of the names, titles and phone numbers of the key contacts from the Project Manager's perspective.

3.3

Strategies and Plans

Include a brief summary of the high level strategies and plans for achieving internal and customer objectives.

3.4

Steering Committee Minutes

Include the most recent minutes from the Steering Committee (i.e., the group of senior customer and delivery management identified on the Project Organization Chart).

3.5

Customer Management Checklist

Include a completed Customer Management checklist.

4. 4.1

CONTRACT MANAGEMENT Contract Summary

Include a brief summary of the key contractual requirements in language that can be readily understood by the Project Team.

Project Book - Guide

4.2

Contract Management Checklist

Include a completed Contract Management checklist. 5. 5.1 WORK PLANNING Delivery Approach

Include a summary of the delivery strategy and approach, covering the following topics. the customer (one to two paragraphs of descriptive material), the business problem (one to two paragraphs of descriptive material), the customer's critical success factors and how we plan to achieve or exceed them, the technology solution and its competitive aspects, the delivery methodology and its competitive aspects, the risk analysis and risk management approach, key planning assumptions.

5.2

Summary of Estimates

Identify the estimated effort required to deliver each WBS element and include a brief summary of the estimating approach.

5.3

Schedule Summary

Include a high-level schedule identifying the major work components and milestones for the project. Include the schedules for each sub-contractor, as appropriate.

5.4

Work Planning and Estimating Checklist

Include a completed Work Planning and Estimating Checklist.

5.5

Peer Review Session Minutes

Include the minutes of the Peer Review Session, at which the proposed approach to the project was discussed with a group of designated peers who have experience on similar projects. 6. 6.1 FINANCIAL MANAGEMENT Initial Financial Management Plan

Include the initial Financial Management Plan that defines the project management baseline.

Project Book - Guide

6.2 Current Financial Management Plan

Include a current Financial Management Plan that accurately reflects the currently projected financial performance of the project. 7. 7.1 PROJECT ORGANIZATION Project Team Organization Chart

Include a chart that identifies the roles and individuals who make up the delivery team.

7.2

Staff Rotation Plan

Summarize the staff rotation plan that permits individuals to rotate off the project, or into new roles on the project, in a 12 to 18 month time frame.

7.3

Team Orientation Meeting Agenda

Include the agenda for the initial team meeting which provides a formal orientation to the project/phase.

7.4

Project Start-Up Checklist

Include a completed Project Start-Up Checklist. 8. 8.1 PERFORMANCE MANAGEMENT Monthly Status Report

Include the most recent Monthly Status Reports along with their attachments (e.g., last three months).

8.2

Weekly Status Reports

Include the most recent Weekly Status Reports along with their attachments (e.g., last four weeks).

8.3

Weekly Risk Reports

Include the most recent Weekly Risk Reports along with their attachments (e.g., last four weeks).

8.4

Team Meeting Minutes

Include the most recent minutes from the regular meetings of the project team.

8.5

Process/Performance Management Checklist

Include a completed Process/Performance Management Checklist. 9. 9.1 QUALITY MANAGEMENT Requirements List

Project Book - Guide

Include the formal list of requirements that will be addressed by the project (e.g., requirements traceability matrix).

9.2

Results of Conceptual Solution Review

Include the minutes of the audit of the Conceptual Solution, conducted by the Director/Manager of Technology (or designate) before the solution was presented to the customer.

9.3

Results of Technical Architecture Review

Include the minutes of the audit of the technical architecture, conducted by the Director/Manager of Technology (or designate) before the solution was presented to the customer.

9.4

Quality Management Checklist

Include a completed Quality Management Checklist. 10. RECORDS MANAGEMENT

10.1 Location of Files Include a table identifying the structure of the Project Library and indicate where the project files are physically located.

10.2 Data/Configuration Management Checklist Include a completed Data/Configuration Management Checklist.