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New Post 10/11/2007 7:00 AM
User is offline Perry McLeod
70 posts
8th Level Poster




Document Management for Projects When All You Have is a Network Drive (Part I) 
Modified By Chris Adams  on 10/11/2007 4:33:00 PM)

 

They say that document management is a systematic method for keeping track of information throughout a document's lifecycle. How many of us work in an environment where it is more or less a 'free-for-all' with respect to how information is created, stored, tracked, accessed and archived?

As a contractor I move from company to company working on multi-million dollar projects designed to change the way my client does business and yet I have never seen source control, check-in/out, security access or any other content management related concept. OK - once I did, but that was the project!

As a means to help your team manage artifacts when all they have is a network drive here are some simple document naming rules that may help you to organize the myriad information that gets created during the SDLC.

Its principles are:

a. All documents/files created to be identifiable uniquely
b. Each document/file is defined by its role and purpose
c. All documents/files may or may not be associated with a project deliverable
d. Each document/file must be versioned to maintain a complete history and audit trail

Word's 'Track Changes' feature should be used whenever possible to identify changes made to a document between versions.

Changes must be accepted after review & base lining via a formal change management process.

When a source control tool is not available than a manual assignment of versions may be used in this format: VR = e.g. 1.0. 'V' is the version number which represents a base line while 'R' is the revision number which represents a modification. 

Schema: Project_ID-Discipline-Type-V.R--Document Name.ext

Examples:
ProjID-MG-AD-V1.1--Agenda 2007-11-22.doc
ProjID-MG-AD-V1.0--Business Case.doc

Discipline
ID
Definition
Business Modelling
BM
Business Modeling documents
Requirements
RQ
Requirements Documents – Requirements discipline describes how to capture requirements.
Analysis & Design
AD
Analysis and Design Documents – Analysis and design discipline describes how to develop an analysis/design model. The model s represents the intent of the implementation.
Testing
TS
Testing Documentation – Testing discipline describes how to test the system to verify that all requirements have been met, as well as how defects are detected, submitted and resolved.
Implementation
IM
Implementation planning – documents associated with implementation planning and supporting artefacts that are used during implementation
Deployment
DP
Deployment Documentation – Deployment discipline describes the activities associated with ensuring that the software product is available for testing, production.
Change & Configuration Management
CM
Change Management Documentation –Change request management controls change to, and maintain the integrity of, a project’s deliverables.
Project Management
MG
Project Management Documentation - The Project Management Discipline folder will contain subfolders for documents. For example, project presentations, project plan/schedules, communication material; service and contract management materials may be placed in the MG Discipline, under appropriate subfolders.
Environment
EN
Environment Documentation - The environment discipline focuses on the activities necessary to configure the process for a project. It describes the activities required to develop the guidelines in support of a project. The purpose of the environment activities is to provide the software development organization with the software development environment—both processes and tools—that will support the development team.
Architecture
CAR
Architecture Documentation - concerned with producing the solution level architecture artefacts.
EA
Architecture Documentation - concerned with producing the enterprise-level architecture artefacts.

Document Type
ID
Définition
Document/Artefact
Documents/Artefacts – may or may not be associated with deliverables of a Project Plan.
AM
Analysis Model
BAR
Business Architecture Report
BC
Business Case
BDM
Business Domain Model
BPM
Business Process Model
BR
Business Request
BRD
Business Rules Document
FS
Functional Specification
CAP
CAR Assessment Presentation
CAR
Conceptual Architecture Report
CMP
Change Management Plan
CP
Configuration Management Plan
CR
Change Request
DC
Development Case
DM
Design Model
DP
Deployment Plan
EIM
Enterprise Information Model
EBA
Enterprise Business Architecture
MSG
Error, Warning, Information Messages
GL
Glossary
IP
Iteration Plan
IA
Iteration Assessment
IM
Implementation Model
IMP
Issue Risk Management Plan
IR
Implementation Report
LAR
Logical Architecture Report
LL
Lessons Learned
PCR
Project Categorization Report
OAR
Options Analysis Report
PIA
Privacy Impact Assessment
PIR
Post Implementation Review
PP
Project Plan
PSR
Project Status Report
RN
Release Notes
RM
Requirements Management Plan
RMP
Release Management Plan
RPT
Report
RR
Review Record
SDP
Software Development Plan
SRS
Software Requirements Specification
SS
Supplementary Specifications
SV
System Vision
TP
Training Plan
TRA
Threat Risk Assessment
TS
Technical Specification
TSP
Test Strategy & Plan
UC
Use Case Specification
UCM
Use Case Model
UIS
User Interface Specification
WR
Work Request
Template
TP
Templates are document shells that outline what content should be included in an artefact (guides and instructions for creation, common formatting for documentation etc.).
Admin
AD
Administrative documents such as meeting notes, minutes or status updates, presentations or other supporting documentation.

 
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