Project Documentation Plan

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

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 5

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

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 à 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’.

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

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

The following documents are Final Prep deliverables: -

· Cutover plan

· Go-Live plan

· Services Team Support Plan

3.5 05 Post Go Live Support

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)

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 à 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.

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: 17/10/2010 16:36:00

Version: 0.02

Status: Draft