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Project Budget Tracking Template

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					Using Project Documents and
Document Tracking


Overview
                             Project Documents are part of the work product of the individual
                             projects being done such as functional specifications, engineering
                             drawings, sample templates, etc. that are created as part of a project.
                             The document tracking facility built into Project Gateway can help you
                             identify the relationship between project tasks and deliverables and
                             ensure that important documents don't get overlooked in a busy work
                             environment.
                             The Document Tracking facility consists of six components
                                    1.   A section in the assignment documents that provides fields to
                                         identify which types of documents are created or required by
                                         each assignment.
                                    2.   A processing step in the Project Gateway create/synchronize
                                         system that allows detailed document requirements to be
                                         imported from project plans developed with any project
                                         management application or with the Repository Schedule form.
                                    3.   A standard form, called a Project Document form, that is used
                                         to hold project deliverables.
                                    4.   A set of views and navigator entries which let you locate the
                                         project documents and show the association between documents
                                         and project assignments.
                                    5.   An Agent, called the Project Go! Document Tracking Agent
                                         (DTA) which automatically monitors the status of documents
                                         vs. project requirements and will alert the project manager to
                                         missing or incomplete deliverables.
                                    6.   A new section in the Project Profile form to provide specific
                                         instructions to the Document Tracking Agent for each
                                         particular project.


Associating Project Documents with Project Assignments
                             At the end of the Assignment Document form is a collapsible section
                             entitled "Document Tracking".

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                             Expanding this section reveals a table containing two lists. The list on
                             the left is labeled "documents created" and the list on the right is labeled
                             "documents required".
                             Unless the project plan has prespecified documents for this task, these
                             fields will be initially empty when the assignment document is created.
                             To associate a project document with an assignment, you enter the
                             "document type" into the appropriate list. If one of the objectives of this
                             task is to create a Chapter Template, then you would enter "Chapter
                             Template" into the documents created field.




                             On another assignment later in the project you might need the Chapter
                             Template to be available. On this assignment you would enter "Chapter
                             Template" into the documents required field.
                             Any number of different documents can be created or required by a
                             single assignment document. For example, a milestone at the end of a
                             phase might identify "Project Budget", "Functional Spec", "Design
                             Proposal", "Customer Support Plan" as documents required.
                             Project Gateway interprets your information as follows:
                                 1.   If an assignment "creates" a document type, then there should
                                      be a Project Document in the database, for this project, of this
                                      type, at the time the assignment is marked finished.
                                 2.   If an assignment "requires" a document type, then there should
                                      be a Project Document in the database, for this project, of this
                                      type, at the time the assignment is planned to start.
                                      Furthermore, at the time this assignment is actually complete,
                                      this required document itself should be marked complete.

                             Creating a Project Document




                                         Selecting this or using the menu command "Create A
                             Project Document" will open a new Project Document Form.

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                             At the top of the form is a place to select the project for which this
                             document is to be a part.
                             Next is a Document Type selection. This opens a list box that will show
                             the types of document that are used in the document tracking sections of
                             the assigments of the selected project. This list is project dependent. It
                             may be empty. You can create a new type of document by filling in the
                             field at the bottom of the dialog.




                             A title should be entered for this document and then the body of the
                             document itself can be composed. This is a Notes rich text field, so you
                             can put anything here from text to a video presentation. In this example
                             a word processor document has been attached.
                             Project Name
                             The first field selects the project with which this document will be
                             associated. This is a popup keyword list preloaded with the names of
                             every project in the database. You should select the project before
                             moving on to other fields.
                             Note: The default selection is "[All]." This is a special category for
                             documents which are not associated with a particular project but which
                             may be of interest to many database users. Documents concerning
                             policy, good practices, quality standards, etc. would be candidates for
                             this classification.
                             Document Type
                             Once a particular project has been selected you go to the document type
                             field. This is a popup keyword list showing all of the document types
                             that are referenced in your selected project. A document type will
                             appear here if it is in the documents created or documents required list
                             of any assignment in the project.
                             You may create documents not mentioned in assignments by entering a
                             new document type in the keyword dialog.
                             Note: due to a peculiarity in the way Notes refreshes fields, if you
                             change the project selection, you must backspace over the document
                             type field in order for the popup list to be regenerated for the newly
                             selected project.
                             Title



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                             The title field is a text entry which allows you to give any title you want
                             to this document. This title will be shown in all views of project
                             documents. While in many cases it will be convenient to include the
                             document type within the title, it is not necessary.
                             Body
                             This is a rich text field into which you attach the deliverable itself if it is
                             an external file, or use as the body of the document if it will be written
                             in the Notes editor.
                             Completed
                             This is a checkbox. When this is checked and the document is saved,
                             the completed date will be set. The status of the document, whether
                             created or completed is shown in the various document views as icons.
                             The document tracking agent uses the existence of the completed date as
                             an indicator as to whether the project requirements have been met.




                             Note also that Project Documents can be completed early! If they are
                             not created or completed by the assignment dates, the Document
                             Tracking Agent will notify the project manager.


Document Views
                             Three views are provided in the "Repository" view group and on the
                             Project Documents navigator for locating project documents and
                             understanding the relationship between documents and project
                             assignments. These are Documents by Author, Documents by Date and
                             Document Tracking.

                             The Document Tracking View
                             This important view shows both project documents and project
                             assignments. It gives you a single place from which you can instantly
                             determine what documents are associated with each project, who is
                             supposed to create each document, who needs each document, and the
                             current availability of each document.




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                             The first level categorization is by Program and Project.
                             The next level is by document type in alphabetical order. All document
                             types that are used in project assignments or in existing project
                             documents will appear.
                             The document type is further subcategorized into "available", "creates",
                             and "requires".
                             available
                             The available category lists the title of the project document(s). The
                             icon shows whether it is a work in progress (pencil icon) or a completed
                             document. There can be several documents of the same type for one
                             project.
                             creates
                             The creates category lists all the assignments in the project which have
                             that document type in their "documents created" field.
                             requires
                             The requires category lists all the assignments in the project which have
                             that document type in the "documents required" field.
                             Note: The planned start date is shown for the assignments and they are
                             sorted by date. This means the earliest required date will be that shown
                             by the first entry in the required section for each document type.

                             Documents by Author & Project Views
                             This view tabulates documents categorize by Author first, Project
                             Second, and then listed by Title. You would use this view to find
                             documents written by a particular person. Notice that each document
                             shows all previous versions.
                             This view tabulated documents by Project first, then by title. All
                             previous revisions of the documents are listed below the current version.




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Importing Document Specifications from Project Plans
                             When a project plan is imported by Project Gateway, the plan is checked
                             for document tracking specification. If these are found, they are
                             automatically entered into the documents created or documents required
                             fields of the applicable assignment documents. By putting this
                             information into your projects and templates, newly published projects
                             will have document tracking built in.
                             In your project management system, you need to put document tracking
                             instructions into a text field associated with the task. These instructions
                             are written in the following way:
                             How to Write Document Tracking Specifications
                             To indicate a required document named "Quality Plan" you enter the
                             phrase
                                    ::"Quality Plan"
                                   <colon><colon><doublequote>Quality Plan<doublequote>
                             To indicate a created document, include an asterisk
                                   ::*"Quality Plan"
                                   <colon><colon><asterisk><doublequote>Quality
                                   Plan<doublequote>
                             If several documents are needed, use multiple specifications. Each
                             begins with a double colon ::
                                   ::*"Quality Plan" ::"Project Budget" ::"Functional Spec"
                             This says that the task creates Quality Plan, requires Project Budget and
                             requires Functional Spec.
                             The double quotes can be omitted if a comma, end of line, or multiple
                             spaces terminate the document name


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                             ::*Quality Plan, ::Project Budget, ::Functional Spec,
                             Where to Write Document Tracking Specifications
                             Microsoft Project        Task Notes, Text1...Text10**
                             ABT Workbench            Task Notes, Deliverables
                             Primavera                Aux1... Aux9 fields
                             Time Line 6              Task Notes, Aux 1... Aux9
                             Open Plan                User_char01...User_char10
                             Scitor PS6               Task Notes
                             Repository Schedules     Task Notes
                             ** The text column must be in the Export Table Definition


Automated Document and Issues Tracking
                             Project Gateway incorporates a Document Tracking Agent which runs
                             on the Notes server. This agent periodically examines every assignment
                             in the project which creates or requires documents. When its
                             examination of the project is complete, if any problems are noted, it will
                             send a single email to the project manager listing the problems noted in
                             that project. Each time the agent runs, all existing problems will be
                             noted. No records are maintained in the database about document
                             tracking notifications.

                             Document Tracking Agent Profile




                             This is a section of the Project Profile document that tells the document
                             tracking agent what to look for in this particular project. Three


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                             checkboxes activate the individual rules used for checking the status of
                             documents against project assignments.
                             The mail address used for document tracking notifications will be that
                             set under the Management Agent Profile section of the Project Profile.
                             If this is not set at the time the agent runs, no message will be sent.
                             The conditions that the agent will check for you are the following:
                             Condition 1: On an assignment which "creates" a type of document. If
                             the assignment is marked complete (actual finish date is set), then check
                             to see if a project document of that type exists in the database for that
                             project. If no document is found, then notify the project manager.
                             Condition 2: On an assignment that "requires" a type of document. If
                             the assignment is complete, then check to see if a project document of
                             that type exists in the database and is itself marked complete. If the
                             document doesn't exist, or if it does exist but isn't completed, then notify
                             the project manager.
                             Condition 3: (Advance Notification) On an assignment which is planned
                             to start within x days of the time the document tracking agent is run,
                             where x is any number the project manager enters. If the assignment
                             "requires" a document type, and if no document of that type exists in the
                             database for that project, then notify the project manager.




                             Activation
                             The document tracking agent must be activated by the Notes
                             administrator. We suggest that it be run weekly.

                             Open Issues Notification
                             When the document tracking agent runs, its report will include a list of
                             any Issues documents that are associated with this project and which are
                             statused as being Open.
                             Issues are created with the "Create Issue" command or the Issues item
                             on the Project Documents navigator and appear in the Repository\Issues
                             view. Issues which are not specific to a project will not be reported by
                             the Document Tracking Agent.

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DOCUMENT INFO
Description: Project Budget Tracking Template document sample