Managing Project Information
“Filing” lacks the star quality of other aspects of project work and rarely rates in people’s top three most enjoyable or rewarding job roles. Nevertheless, if you want to be in full control of your project, management of paper-based and electronic information is essential.
Assembling your project file
Set up a project folder or filing system to manage your project documentation as part of the initiation phase of your project. Compile a checklist—the document schedule—listing the records that it contains, and place this at the front of your project file. This will enable anyone looking for a document to see at a glance whether it is in the file. Use the document schedule to structure your conversation with the sponsor about the various records that will be required at different points in the project.
Even small projects can generate large amounts of paperwork, so it is important that you plan how you will organize the contents of your file. Version control can be helpful, because the drafting and signing-off processes can generate multiple versions of individual documents. Mark every document with a version number, and keep archive versions (back copies you are keeping pending a final review, for example) in a separate part of the project file from “reference” information—such as the current project plan—that is in regular use.
File active documents (those requiring a specific future action) in date order using a “Bring Forward” file, and use the reminder system in your electronic task list or calendar to flag important dates.
The contents of a project fileDocument schedule
Like the index in a book, the document schedule should tell you at a glance what paperwork the file contains. It can be a useful checklist: score through the documents that are not needed and put the date of entry for any document you put into the file.
Team organization chart
Keep a chart setting out who is doing what in your team. This allows anyone examining the file to see who they should approach on a particular matter. Include contact information and distribution lists.
Definition documents
Keep a suite of documents that set out the definition of your project. This may include the mandate, brief, business case, PID, and any legal contracts or client agreements.
Changes to scope records
Keep these records close to the definition documents so that the material they contain is always accessed alongside the original scope to which they refer.
Project plan and budget
Always keep the baseline plan and budget in the file, along with the most up-to-date versions. Archive intermediate versions elsewhere to avoid confusion.
Risk logbook
You will refer to this document almost as often as you do to your plan and budget, so make sure you keep the risk logbook in your project file up to date with constant review.
The minutes of review meetings
Keep records of minutes that include live action points or significant points of reference in the project file. Archive all others to ensure the file doesn’t become cluttered or confused.
TIP
Use different colors of paper for different types of document (minutes, sign-offs, etc.), and mark every project document with the date/time of creation and a version number from the outset.