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Project
Documentation
Plan
Project: SAP
File Name: X:\SAP\01 Project Prep\Draft\Project Documentation Plan v0.02.doc
Status: Draft
Version: 0.02
Date: 30/12/2010
Author: Geoff Green
SAP Project
Project Documentation Plan
Document History
Date Version Author Comment
01/11/2010 0.01 GG First Draft
Distribution
Role Name Signature Date
Project Sponsor
Senior Business User
Senior Supplier
Project Manager
Page 1 of 9
Author: Geoff Green
Date: 30/12/2010 00:49:00
Version: 0.01
Status: Draft
SAP Project
Project Documentation Plan
Table of Contents
1 INTRODUCTION .......................................................................................................................... 3
2 DOCUMENT FORMATS .............................................................................................................. 3
3 PROJECT DOCUMENTATION FOLDERS ................................................................................. 3
3.1 01 PROJECT PREP ...................................................................................................................... 3
3.2 02 BLUEPRINT ............................................................................................................................ 4
3.3 03 REALISATION ........................................................................................................................ 4
3.4 04 FINAL PREP ........................................................................................................................... 4
3.5 05 POST GO LIVE SUPPORT ...................................................................................................... 4
3.6 PROJECT MANAGEMENT........................................................................................................... 5
3.7 TECHNICAL AND INFRASTRUCTURE ......................................................................................... 5
3.8 TRAINING AND EDUCATION ...................................................................................................... 6
4 DOCUMENT IDENTIFICATION ................................................................................................. 6
4.1 FILE NAMING CONVENTION ..................................................................................................... 6
4.2 VERSION CONTROL ................................................................................................................... 6
4.3 DISTRIBUTION AND APPROVAL OF DOCUMENTS ..................................................................... 6
4.4 NETWORK DRIVE FOLDER STRUCTURE ................................................................................... 8
Page 2 of 9
Author: Geoff Green
Date: 30/12/2010 00:49:00
Version: 0.01
Status: Draft
SAP Project
Project Documentation Plan
1 Introduction
This document sets out the standards for the following:
Document formats
Structure of the Project Documentation in the Windows folders
Project Identification/file naming conventions
Document Version Control
Distribution and approval of Documents
All documents use the MS Word document (File Properties) facility to hold additional document
attributes, namely
Summary
Title
Subject
Author
Custom
Version
Status
Project
2 Document Formats
All project documents are compatible with MS Office 97, the current <company> standard.
3 Project Documentation Folders
The folders are on the shared network drive \\abcdef\<company> (X: Drive)
This network drive is accessible by both the user community and IT (read-write access).
Since the SAP implementation is split across two discrete projects then each project has its own
identical folder structure.
The projects’ folder structures are located within X:\SAP\xyz.
The grouping for project folders consists of the following elements: -
01 Project Prep
02 Blueprint
03 Realisation
04 Final Prep
Project Management
Technical Infrastructure
Training and Education
3.1 01 Project Prep
Since the Project Prep phase is shared between the two projects then this folder is placed at the X:\SAP
level not within a specific project folder structure.
There are 2 sub-folders, namely ‘Draft’ and ‘Final’. As the names imply all draft documents are stored
within the Draft folder and all final, signed-off documenst are stored in ‘Final’.
Page 3 of 9
Author: Geoff Green
Date: 30/12/2010 00:49:00
Version: 0.01
Status: Draft
SAP Project
Project Documentation Plan
The following documents are Project prep deliverables: -
Project Charter
Project Handbook
Documentation Plan
Communication Plan
Roles & Responsibilities
Issue Management Process
Risk Management Process
SAP Technical Landscape
EASD
Blueprint Workshop Schedule
User Training Plan
3.2 02 Blueprint
Within each project folder structure, there are 2 sub-folders, namely ‘Draft’ and ‘Final’. As the names
imply all draft documents are stored within the Draft folder and all final, signed-off documenst are
stored in ‘Final’.
The following documents are Blueprint deliverables: -
Business Blueprint Management Summary (BBMS)
3.3 03 Realisation
Within each project folder structure, there are 2 sub-folders, namely ‘Draft’ and ‘Final’. As the names
imply all draft documents are stored within the Draft folder and all final, signed-off documenst are
stored in ‘Final’.
The following documents are Realisation deliverables: -
Baseline
Integrated System Tests 1
Technical documentation, i.e. Interfaces, Enhancements, Data Conevrsion programs
3.4 04 Final Prep
Within each project folder structure, there are 2 sub-folders, namely ‘Draft’ and ‘Final’. As the names
imply all draft documents are stored within the Draft folder and all final, signed-off documenst are
stored in ‘Final’.
The following documents are Final Prep deliverables: -
Cutover plan
Go-Live plan
Services Team Support Plan
3.5 05 Post Go Live Support
Within each project folder structure, there are 2 sub-folders, namely ‘Draft’ and ‘Final’. As the names
imply all draft documents are stored within the Draft folder and all final, signed-off documenst are
stored in ‘Final’.
Page 4 of 9
Author: Geoff Green
Date: 30/12/2010 00:49:00
Version: 0.01
Status: Draft
SAP Project
Project Documentation Plan
The following documents are Post Go Live Support deliverables :-
Post Go Live Support Plan
3.6 Project Management
This folder contains a number of sub-folders namely
Activity Reports
Change Control
Document Templates
Meetings and Minutres
Progress and Plans
Risks and Issues
3.6.1 Activity Reports
This folder contains the <company> Group activity reports for each consultant.
3.6.2 Change Control
This folder contains documents relating to change requests raised during the project.
3.6.3 Document Templates
There are 2 sub-folders, namely ‘Draft’ and ‘Final’. As the names imply all draft documents are stored
within the Draft folder and all final, signed-off documents are stored in ‘Final’.
It is important that standard format and content is maintained and upheld.
These documents are a repository of standard document templates for use on this project.
3.6.4 Meetings and Minutes
This folder contains the minutes from all meetings. The naming convention is <yyyymmdd Meeting
Name>
3.6.5 Progress and Plans
This folder contains all MS Project plans and progress reports.
3.6.6 Risks and Issues
This folder contains all documents relating to risks and issues.
3.7 Technical and Infrastructure
This folder contains all working documents pertaining to technical Areas.
Client and configuration transportation strategy
System Administration
System Tests (stress and performance tests)
Page 5 of 9
Author: Geoff Green
Date: 30/12/2010 00:49:00
Version: 0.01
Status: Draft
SAP Project
Project Documentation Plan
3.8 Training and Education
This folder must contain all documents concerning training and Change Management.
Training Needs Analysis
Training Plan
Training Documentation
4 Document Identification
4.1 File Naming Convention
Each document in the project must be identified by a file name that describes the document contents.
There is no need for any structured naming convention since the document location in the Project
Library identifiers its use. Version control is managed inside all the documents where this is
appropriate.
The one exception to the above will be the naming convention for scenario scripts and will be identified
at a later date.
Each document must clearly identify the Author, Last Saved Date & Time, Version and Status (Final or
Draft). These attributes are captured in the MS Word Properties (File Properties) and printed in the
document footer.
4.2 Version Control
Docment versioning is extremely important when documenst have many contributors in a shared
environment.
Document version numbers are utilised to indicate and control the status of the documents as they go
through a development and approval process.
Whole numbers indicate the approved document version, whilst the decimals indicate revisions/drafts to
that document. Thus,
0.01 – 1st draft of the document
0.06 – 6th draft of the document
1.00 – 1st signed off and issued version of that document
1.03 – 3rd draft amendment of the first signed-off document version
2.00 - 2nd signed off and issued version of the document
The documents version is stored in the File/Properties attribute in MS Word, as well as being the suffix
to the document name, for example, Project Documentation Plan v0.02.doc
4.3 Distribution and Approval of Documents
The project deliverables have clearly identified approval routes. See the Distribution section on page 1
for required signatories.
Project documentation requires the SteeringCommittee sign off, whereas Team documentation, such as
individual Configuration, Test Scenarios or Business Process documentation require only team level
sign off.
Page 6 of 9
Author: Geoff Green
Date: 30/12/2010 00:49:00
Version: 0.01
Status: Draft
SAP Project
Project Documentation Plan
There may be an occasion when a specific document is circulated to a wider audience, however, unless
specifically stipulated no further signatures are required.
Page 7 of 9
Author: Geoff Green
Date: 30/12/2010 00:49:00
Version: 0.01
Status: Draft
SAP Project
Project Documentation Plan
4.4 Network Drive Folder Structure
<Insert a screen shot of the network folder structure>
Page 8 of 9
Author: Geoff Green
Date: 30/12/2010 00:49:00
Version: 0.01
Status: Draft
