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Project Handbook

Project Handbook - Template


Document Information:
Prepared By: Anthony Symons
Title: ITSM Consultant
Document Version: 0.1
Document Version
Date:
Document Distribution List:
To Action E-Mail
Version History:
Version Version
Date
Autor Description
0.1 11-Mar-09 Anthony
Symons
Initial Draft
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Proprietary !otice
This "ocument is the *ro*erty of itsm (artnershi* (ty #t". All co*yri)ht is *ursuant to
the license +y itsm (artnershi* (ty #t" accom*anyin) this "ocument.
"#P$%&'HT
All information containe" in this "ocument ,hich relates to itsm (artnershi* (ty #t"
shall +e -e*t a+solutely confi"ential.
All .Client /iel"0 em*loyees an" their re*resentati$es shall not communicate1 release
or *ermit the communication of any information or "ata *ro$i"e"1 collecte" an" or
"e$elo*e" for the *ur*ose of or in connection ,ith this "ocument e2ce*t1 for the
*ur*ose of or in connection ,ith the *erformance of e$aluatin) the "ocument.
The information containe" in this "ocument constitutes tra"e secrets an"&or
information that is commercial or financial an" confi"ential or *ri$ile)e". It is *ro$i"e"
to .Client /iel"0 in confi"ence ,ith the un"erstan"in) that it cannot1 ,ithout
*ermission of itsm (artnershi* (ty #t" +e use" or "isclose" for any *ur*ose.
("opyri)t *++, itsm Partnersip Pty Ltd- All ri)hts reser$e".
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Table o. "ontents
P%#/E"T HA!DB##0--------------------------------------------------------------------------------------------------------- 1
1 P2%P#3E---------------------------------------------------------------------------------------------------------------------------- 4
* P%#/E"T #VE%V&E5--------------------------------------------------------------------------------------------------------- 6
7 P%#/E"T #%'A!&3AT&#!AL "HA%T------------------------------------------------------------------------------ ,
'.1 (3456CT MA7A863 4(63ATI47A# ST39CT936..............................................................9
8 %#LE3 A!D %E3P#!3&B&L&T$---------------------------------------------------------------------------------------- 1+
%.1 (3456CT MA7A863 .................................................................................................... 10
%.2 S4#9TI47 A3C:IT6CTS ............................................................................................... 11
%.' T6AM #6ADS ............................................................................................................... 11
%.% T6C:7ICA# C47S9#TA7TS ........................................................................................... 12
9 "#!TA"T DETA&L3---------------------------------------------------------------------------------------------------------- 17
: P%#/E"T T&ME A!D E;PE!3E %EP#%T&!' P%#"ED2%E3---------------------------------------18
!.1 TIM6S:66TS ;C47T3ACT43S<...................................................................................... 1%
4 P%#/E"T #<<&"E------------------------------------------------------------------------------------------------------------- 19
6 D%E33 "#DE-------------------------------------------------------------------------------------------------------------------- 1:
, 5#%0&!' H#2%3 ----------------------------------------------------------------------------------------------------------- 14
1+ LAPT#P = DE30T#P P" 3E"2%&T$-----------------------------------------------------------------------------16
11 %2LE3 #< E!'A'EME!T--------------------------------------------------------------------------------------------- 1,
1* "#MM2!&"AT&#!----------------------------------------------------------------------------------------------------------- *+
12.1.1 Team Meetings....................................................................................................................20
12.1.2 Solution Architect & Team Lead Meetings.........................................................................20
12.1.3 Client Meetings...................................................................................................................20
12.1.4 Client Communication........................................................................................................20
12.2 C4336S(47D67C6.................................................................................................... 20
12.2.1 Email Communication........................................................................................................20
17 D#"2ME!TAT&#! MA!A'EME!T PLA!--------------------------------------------------------------------**
1'.1 (93(4S6 .................................................................................................................. 22
1'.2 4=56CTI>6................................................................................................................. 22
1'.' D4C9M67T MA7A86M67T (34C6SS S9MMA3?..........................................................22
74T6: T:6 (3456CT MA7A863 S:A## 36>I6@ A7? C4336S(47D67C6S T4 .C#I67T /I6#D0 I7
36#ATI47 T4 A7? C:A786S I7 SC4(61 (3IC61 MI#6ST476S1 CA7C6##ATI47S 6TC (3I43 T4
36#6AS6............................................................................................................................... 22
1'.% S4/T@A36................................................................................................................ 22
1'.A D4C9M67T (36(A3ATI47.......................................................................................... 2'
13.5.1 ocument Tem!lates...........................................................................................................23
13.5.2 "ersion Control...................................................................................................................23
13.5.3 #or$ %rea$do&n Structure 'um(er )#%S*.......................................................................23
13.5.4 ocument 'aming Con+entions.........................................................................................24
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13.5.5 ocument ,e!ositor-..........................................................................................................2.
13.5.. ,ecommended /older Structure 0or ocument Location...................................................2.
13.5.1 ocument ,egister..............................................................................................................2.
18 DEL&VE%ABLE %ELEA3E MA!A'EME!T P%#"E33-------------------------------------------------*4
1%.1 T4 =6 C4M(#6T6D =? T:6 S9=MITT63:.......................................................................2
1%.2 T4 =6 C4M(#6T6D =? T:6 (3456CT MA7A863:..........................................................2
19 &332E MA!A'EME!T P%#"ED2%E3-------------------------------------------------------------------------- *6
1A.1 @:AT IS A7 ISS96B.................................................................................................... 28
15.1.1 ,esol+ing 2ssues..................................................................................................................23
1: MA!A'EME!T P%#"ED2%E3-------------------------------------------------------------------------------------- 7+
14 THE E3"ALAT&#! P%#"E33---------------------------------------------------------------------------------------- 71
1.1 4>63>I6@................................................................................................................. '1
1.2 (3456CT ISS96S........................................................................................................ '1
1.' 6SCA#ATI47 C3IT63IA............................................................................................... '1
1.% 6SCA#ATI47.............................................................................................................. ''
16 A""E33 T# MA"H&!E3 #! THE !ET5#%0---------------------------------------------------------------78
1, APPE!D&; 1 > P%#/E"T &!D2"T&#! "HE"0L&3T------------------------------------------------------79
19.1 67T3? C:6CC#IST..................................................................................................... 'A
19.2 6DIT C:6CC#IST......................................................................................................... 'A
*+ APPE!D&; * > 23&!' M3 V&32AL 3#2%"E3A<E-------------------------------------------------------74
20.1 (3456CT 39#6S......................................................................................................... '
20.1.1 4ro5ects and 0iles................................................................................................................31
20.2 86TTI78 STA3T6D..................................................................................................... '
20.2.1 ,egister...............................................................................................................................33
20.2.2 2nstalling "SS......................................................................................................................33
20.2.3 Ma! net&or$ dri+e..............................................................................................................36
74T6: 74T6: I/ ?49E36 74T S936 :4@ T4 D4 T:IS1 4(67 @I7D4@S 6D(#43631 S6#6CT
T44#S: MA( 76T@43C D3I>6F
A7D T:67 /4##4@ T:6 (34M(TS.......................................................................................... '9
20.2.4 The "SS E7!lorer ...............................................................................................................36
20.2.5 The "SS tool(ar..................................................................................................................36
20.2.. Selecting -our data(ase......................................................................................................40
20.2.1 Setting -our &or$ing 0older................................................................................................41
20.' @43CI78 @IT: >SS.................................................................................................. %2
20.3.1 "ie&ing 0iles........................................................................................................................42
74T6: T:6 36AD-47#? /I#6 D46S 74T :A>6 T:6 SAM6 7AM6 AS T:6 43I8I7A# G >SS
ASSI87S A S?ST6M 7AM6 T4 IT.............................................................................................. %'
20.3.2 "ie&ing 0ile histor-.............................................................................................................43
20.3.3 Chec$ing 0iles out................................................................................................................44
74T6: 74T6: ?49 M9ST :A>6 A @43CI78 /4#D63 S6T /43 T:6 (3456CT ?49 A36 C:6CCI78
T:6 /I#6 49T /34M............................................................................................................... %%
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20.3.4 Chec$ing 0iles in..................................................................................................................45
20.3.5 Creating a ne& !ro5ect.......................................................................................................45
20.3.. Adding a 0ile to a !ro5ect....................................................................................................4.
20.3.1 #here to get hel!................................................................................................................41
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Project Handbook - Template
1 Purpose
The *ur*ose of this "ocument is to *ro$i"e a *oint of reference for )eneral
information an" *rocesses for the .Client /iel"0 (roHect. It shoul" +e es*ecially
hel*ful for *eo*le enterin) the *roHect.
This han"+oo- is "i$i"e" into the follo,in) sections:
(roHect 4$er$ie,
(roHect 4r)anisation
3oles an" 3es*onsi+ilities
Contact Details
(roHect Time an" 62*ense 3e*ortin) (roce"ures
(ro)ram 4ffice
Dress Co"e
@or-in) :ours
#a*to* I Des-to* Security
3ules of 6n)a)ement
Communication
Documentation
Deli$era+le 3elease Mana)ement (rocess
Issue Mana)ement (roce"ures
3esource 3eJuest (roce"ures
Sco*e Mana)ement (roce"ures
.Client /iel"0 Technical Chan)e Mana)ement (rocess
The 6scalation (rocess
Inter$ie, (rocesses
Consultant /ee"+ac-
(rocurement
Access to Machines on the .Client /iel"0 7et,or-
A**en"ices
This (roHect :an"+oo- is a "ocument that ,ill +e use" throu)hout the life-cycle of the
*roHect an" ,ill +e re)ularly re$ie,e" an" u*"ate" ,here a**lica+le.
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* Project #?er?ie@
itsm (artnershi* un"erstan"s that .Client /iel"0 is em+ar-in) on a si)nificant *roHect
to im*ro$e the "eli$ery of Ser$ice Mana)ement across the .Client /iel"0 en$ironment
an" the en" user community.
This initiati$e re*resents an o**ortunity to fun"amentally chan)e the ,ay that .Client
/iel"0 "eli$ers Ser$ice Mana)ement. itsm (artnershi* ac-no,le")es that .Client
/iel"0 reco)nises that the historical a**roach to the un"erta-in) of such *roHects
must chan)e in or"er to realise the +usiness +enefits sou)ht. itsm (artnershi* is
committe" to *artnerin) ,ith .Client /iel"0 to reach the o+Hecti$es of the (roHect
:an"+oo- (roHect.
/urthermore1 itsm (artnershi* reco)nises an" un"erstan"s that .Client /iel"0
reJuires:
A Colla+orati$e (artnershi* a**roach
A +usiness outcomes focuse" solution
Stron) lea"ershi* ca*a+ilities throu)h a $alue" *artner
The a+ility to le$era)e itsm (artnershi* e2*erience in =est (ractices
Cno,le")e Transfer to e2*e"ite successful outcomes an" on)oin) mana)ement
6ffecti$e i"entification an" mana)ement of ris-
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7 Project #r)anisational "art
7-1 Project Mana)er #perational 3tructure
The .Client /iel"0 (roHect ,ill +e mana)e" as t,o *roHects ,ith a Colla+oration
(roHect Mana)er sittin) +et,een the t,o *roHects. The actual roles an"
res*onsi+ilities of the Colla+oration (roHect Mana)er an" the (roHect Mana)er liste"
+elo, are "etaile" in Section A.
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8 %oles and %esponsibility
8-1 Project Mana)er
The (roHect Mana)er is res*onsi+le for:
The "ay to "ay "eli$ery of the .Client /iel"0 *roHect to +u")et1 time an" Juality
stan"ar"s
The u*"atin) I "e$elo*ment of *roHect *lans inclu"in) sche"ules an" resourcin)
in conHunction ,ith Team #ea"s
6nsurin) issues an" ris- miti)ation strate)ies are in *lace an" all ris-s an" issues
are mana)e"
4+tainin) technical si)n off for "eli$era+les that are ali)ne" to itsm (artnershi*
*roHect "eli$era+les
The "ay to "ay liaison ,ith .Client /iel"0 an" any Thir" (arties
(roHect resource mana)ement issue escalation to the (ractice #ea"
3e*ortin) to itsm (artnershi* (ractice #ea"
Contri+utions to *ro*osals an" +usiness "e$elo*ment from a *roHect
mana)ement *ers*ecti$e
:ol"in) re)ular meetin)s ,ith .Client /iel"0 as reJuire"
8eneratin) re*orts as reJuire" +y .Client /iel"0 e.). ,ee-ly status re*orts
8eneratin) re*orts as reJuire" +y itsm (artnershi* e.). monthly mana)ement
re*orts
Moti$atin) team to meet )oals set
(ro"ucin) "ocuments from meetin)s hel" ,ith .Client /iel"0
I"entifyin) ne, o**ortunities
/irst *oint of contact for issues relate" to the itsm (artnershi* *roHect
#iaison ,ith client for acce*tance of chan)e reJuests1 a""itional ,or- reJuests
an" com*letion of *roHect milestones
The filin) of *roHect *a*er,or-
The *re*aration an" su+mission to client of *roHect re*orts
(ro"uction an" "istri+ution of minutes of client&itsm (artnershi* *roHect meetin)s
(ro"uction an" "istri+ution of minutes of team meetin)s
(ro"uction an" "istri+ution of contact lists to the client&itsm (artnershi* team
mem+ers
Sa$in) corres*on"ence to share" "ri$e ;inclu"in) the .Client /iel"0 (ortal<
(rocessin) e2*ense re*orts
4r)anisin) tra$el arran)ements for the team
4r)anisin) access *asses for ne, starts
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Assistin) team mem+ers ,ith "ocumentation
6nsure the team maintain "ocumentation stan"ar"s for all "eli$era+les
6nsure the timely tri))erin) of in$oices
6nsure issue1 ris- an" chan)e lo)s are u*"ate" ,ee-ly +y the res*ecti$e o,ners.
8-* 3olution Arcitects
The Solution Architects are res*onsi+le for:
Assist the (roHect Mana)er in the "e$elo*ment of the System Inte)ration
Metho"olo)y
Assistance an" 8ui"ance to all team lea"s
Continuous De$elo*ment of the Team #ea"ers1 *ro$i"in) continuous an" re)ular
fee"+ac- as *er the itsm (artnershi* Consultant /ee"+ac- (rocess
To "esi)n the technical solution for their ,or-stream
To *ro$i"e technical a"$ice to the team
To a"$ise the (roHect Mana)er on "eterminin) technical strate)y for the *roHect
To act as an escalation *oint for technical *ro+lems
To "ri$e the technical solution an" o$ersee im*lementation in conHunction ,ith
team lea"s
To re$ie, an" a**ro$e all technical "ocumentation
8-7 Team Leads
The Team #ea"s are res*onsi+le for:
The assurance of the *ro*ose" strate)y an" solution
Actin) as an escalation *oint for technical *ro+lems
To "ri$e the technical solution an" o$ersee im*lementation1 ensurin) "ea"lines
an" milestones are met
To co-or"inate the ,or- allocation of the Technical Consultants
To *re*are an" "ri$e technical *re*aration acti$ities an" si)noff criteria
To lea" all technical "ocumentation *re*aration an" re$ie, final "ocuments
To *re*are ,or- +rea-"o,n structure for *roHect acti$ities
To *re*are *roHect sche"ule +ase" on @=S an" assist the (roHect Mana)er to
set milestones
To reJuest a"eJuate an" a**ro*riate resource allocation from the (M
To mana)e "ay to "ay acti$ities of the technical team
To *ro$i"e the (roHect Mana)er ,ith ,ee-ly status re*orts
To ensure that the team is a"herin) to a**ro*riate stan"ar"s an" all ,or- is
"ocumente"
To hol" re)ular meetin)s ,ith team mem+ers
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To mana)e *roHect s*ecific issues
To hi)hli)ht si)nificant issues an" ris-s to the (roHect Mana)er
To moti$ate the team to meet )oals set
To "ocument meetin)s hel" ,ith .Client /iel"0
To ensure all ,or- +ein) "one +y the team is *art of the *ro*osal
To reJuestin) that a chan)e reJuest +e raise" if sco*e of ,or- is cree*in)
To assist the (roHect Mana)er ,ith *re*aration of chan)e reJuests an" *ro*osals
To alert the (roHect Mana)er in )oo" time of *otential *roHect sli**a)eEs
To *ro$i"e re)ular re*orts to the (roHect Mana)er
To hi)hli)ht any ne, +usiness o**ortunities to the (roHect Mana)er
8-8 Tecnical "onsultants
The Technical Consultants are res*onsi+le for:
To *erform "e$elo*ment&+uil"&test&im*lementation acti$ities as instructe" +y
Team #ea"s an" (roHect Mana)er ;This may in$ol$e ,or-in) across multi*le
,or-streams<
(ro+lem sol$in)
6n$ironment familiarisation& trainin)& simulation
Testin)
/ollo,-u* confirmation & su**ort ;,hen assi)ne"<
9n"erstan"in) the a)ree" sco*e of ,or- as outline" in the *ro*osal an" ,or-in)
to that
Informin) Team #ea" if sco*e of ,or- a**ears to +e +eyon" that a)ree" in the
*roHect *ro*osal
9n"erstan"in) a)ree" sco*e of ,or- as a)ree" in the *ro*osal an" ,or-in) to
that
A"herin) to a**ro*riate stan"ar"s
Documentation ;e.). test cases1 etc<
The escalation of all technical issues an" ris-s to the Team #ea"
The escalation of all non-technical issues an" ris-s to the (roHect Mana)er
To *roacti$ely ta-e res*onsi+ility for meetin) "ea"lines an" alert the Team #ea"
in )oo" time if "ea"lines cannot +e met
To re*ort to the Team #ea" on a "ay to "ay +asis
To assist other team mem+ers ,hen "ea"lines reJuire e2tra effort
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9 "ontact Details
(roHect contact "etails chan)e "urin) the *roHect lifecycle. /or the latest information
an" contact "etails for all *roHect contacts *lease refer to: DDD
on the itsm (artnershi* Share Dri$e G .Client /iel"0 (ortal. See Section 1'.A.A for
)eneral access "etails for the *roHect *ortal<
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: Project Time and EApense %eportin) Procedures
(roHect Mana)ement is accounta+le for the financial status of the *roHect. It is the
res*onsi+ility of all *roHect mem+ers to accurately re*ort hours an" e2*enses in a
timely manner.
:-1 Timeseets B"ontractorsC
All time re*orts must inclu"e a +rea-"o,n of time s*ent on in"i$i"ual *roHects or
su+*roHects
Co*ies of the timesheet can +e o+taine" from the (roHect Mana)er.
@ee-ly Timesheets are to +e su+mitte" +y email to the itsm (artnershi* (roHect
Mana)er no later than Mi""ay /ri"ay of each ,ee-. The 6mail co*y list ,ill
nee" to inclu"e the follo,in) reci*ients:
K team.lea"erLe2am*le.com
K a"minLe2am*le.com
3ele$ant "etails are to +e entere" into the MTimesheetM @or-sheet ,ithin this
S*rea"sheet. (roHect @=S Co"es are ta+le" ,ithin the M.Client /iel"0 @=S Co"esM
@or-sheet.
7amin) Con$ention for 6mail Su+Hect an" Attachment /ile7ame is:
.Client /iel"0 N/irstname #astnameO Timesheet ????MMDD
4nce recie$e"1 the (roHect Mana)er ,ill re*ly to all notin) his&her a**ro$al. This
,ill initiate the *ayment (rocess.
/or all (ost A**ro$al Jueries re)ar"in) (ayment1 *lease refer to Anthony
Symons in the first Instance. /or all other Jueries *lease refer to the (roHect
Mana)er.
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4 Project #..ice
The team mem+ers ,ill +e locate" at DDD.
6ach team mem+er ,ill +e *ro$i"e" ,ith a "es- s*ace1 a #A7 *ort an" a
tele*hone ;,here *ossi+le<
Team mem+ers are e2*ecte" to s*en" their time at the .Client /iel"0 site "urin)
normal +usiness hours
Team mem+ers are to a"$ise the (roHect Mana)er shoul" they +e ill for the "ay.
;7otification shoul" +e $ia email or *hone<.
Team mem+ers are to reJuest *ermission to ,or- from home from the (roHect
Mana)er the "ay +efore the inten"e" ,or- is to +e *erforme".
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6 Dress "ode
@hen onsite at .Client /iel"0 *remises all consultants are reJuire" to ,ear
a**ro*riate +usiness attire to the client.
Smart casual clothin) may +e ,orn on /ri"ays1 as a"$ise" +y the (roHect
Mana)er1 ho,e$er Heans an" trainers are "iscoura)e".
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, 5orkin) Hours
Stan"ar" +usiness hours are 8.'0am G A.00*m ,ith one hour for lunch ;.A
hours<. Althou)h fle2i+ility is acce*ta+le +y arran)ement ,ith your (roHect
Mana)er.
62ten"e" hours are only e2*ecte" at critical times. Team mem+ers are
"iscoura)e" from ,or-in) e2ten"e" hours as a matter of ha+it.
Team mem+ers may +e as-e" to ,or- on ,ee-en"s or e2ten"e" hours on
occasions. @ee-en" ,or- ,ill +e com*ensate" ,ith time off in lieu at the
"iscretion of the (roHect Mana)er only.
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1+ Laptop = Desktop P" 3ecurity
@hilst on site consultants must +e a,are of the nee" to *rotect Intellectual Ca*ital
s*ecific to the *roHect1 an" itsm (artnershi* eJui*ment. @hen lea$in) la*to*s an"
"es-to* (CEs unatten"e" for any e2ten"e" *erio" of time such as for meetin)s or
lunch1 consultants must ensure they are loc-e" ;e) G usin) the CT3#-A#T-D6# loc-
com*uter function<1 an" that a *ass,or" *rotecte" screen sa$er that acti$ates after
'0 minutes is set in the "is*lay *ro*erties. .Client /iel"0 "o 74T *ro$i"e loc-er
facilities or the li-e for securin) any IT eJui*ment1 therefore team mem+ers are
as-e" to 74T lea$e la*to*s on-site o$erni)ht.
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11 %ules o. En)a)ement
The team a)rees to the follo,in) PrulesE:
=e on time to meetin)s
#et the (roHect Mana)er -no, if youEre runnin) late& off sic- etc
#et another team mem+er -no, if youEre )oin) offsite
S*ea- u* if there is a *ro+lem
As- Juestions if you "onEt un"erstan"
=e accommo"atin) if the (M as-s you to hel* ,ith tas-s outsi"e your usual
res*onsi+ilities
S*ea- your min"1 res*ectin) e$eryoneEs o*inions
Stic- to "ecisions ma"e
=e *roacti$e
=e res*ectful of .Client /iel"0 staff an" .Client /iel"0 office stan"ar"s
S,itch off mo+ile *hones "urin) meetin)s
:a$e fun
=elie$e you can chan)e the ,orl".
@or- Juic-ly1 -ee* the tools unloc-e"1 ,or- ,hene$er.
Cno, ,hen to ,or- alone an" ,hen to ,or- to)ether.
Share tools1 i"eas. Trust your collea)ues.
7o *olitics. 7o +ureaucracy.
The customer "efines a Ho+ ,ell "one.
3a"ical i"eas are not +a" i"eas.
Ma-e a contri+ution e$ery "ay. If it "oesnEt contri+ute
Achie$e more to)ether1 as one team1 customer an" *artner.
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1* "ommunication
1*-1-1Team Meetin)s
Team meetin)s ,ill +e hel" on a ,ee-ly +asis usually at @e"nes"ay mornin) at a
location "etermine" +y the (roHect Mana)er. Most meetin)s ,ill +e hel" at DDD an"
,ill +e facilitate" +y the (roHect Mana)er. Minutes for these meetin)s ,ill +e ta-en +y
the (roHect Mana)er an" "istri+ute" no later than 1 +usiness "ay after the meetin).
All team mem+ers are e2*ecte" to atten" these meetin)s.
1*-1-*3olution Arcitect = Team Lead Meetin)s
The (roHect Mana)er1 (roHect Architect1 Solution Architects an" Team #ea"s are
encoura)e" to hol" a ,ee-ly meetin) at a location "etermine" +y the (roHect
Architect. Minutes of these meetin)s shoul" +e ta-en1 *ro$i"e" to the (roHect
Mana)er for sa$in) on the share an" "istri+ution to the reJuire" team mem+ers.
1*-1-7"lient Meetin)s
Technical meetin)s an"&or ,or-sho*s may +e hel" ,ith .Client /iel"0 ,hich in$ol$e
Team #ea"s an" Technical Consultants. A mem+er of itsm (artnershi*Es team
shoul" ta-e res*onsi+ility for "ocumentin) the meetin)s1 in *articular recor"in)
actions an" "ecisions. The recor" of these meetin)s shoul" +e *rom*tly "istri+ute"
to all those ,ho atten"e" the meetin) an" co*ie" to the (roHect Mana)er.
1*-1-8"lient "ommunication
The (roHect Mana)er ,ill mana)e all formal communication ,ith the client. Team
#ea"s ,ill mana)e technical meetin)s an" ,or-sho*s ;see a+o$e<.
The (roHect Mana)er ,ill sen" a formal status re*ort to the .Client /iel"0 (ro)ram
Mana)er on a ,ee-ly +asis +ase" on re*orts *ro$i"e" +y Team #ea"s.
Team mem+ers shoul" not communicate *roHect issues or "elays to the client ,ithout
a**ro$al from the (roHect Mana)er.
If the client as-s for information that you "onEt -no,1 tell them youEll fin" out an" *ass
it onto the Team #ea" for a res*onse. 7e$er Hust say QI "onEt -no,R or offer an
o*inion if you "onEt ha$e all the facts.
1*-*"orrespondence
The (roHect Mana)er is to +e ccE" on all emails that contain "ocumentation1 "ecisions
+y itsm (artnershi* an"&or .Client /iel"0 or any other im*ortant information. 6mails of
a similar nature recei$e" from .Client /iel"0 shoul" also +e for,ar"e" to the (roHect
Mana)er an" store" on the *ortal for +ac-u*.
1*-*-1Email "ommunication
All *roHect relate" mail corres*on"ence1 ,hether +et,een team mem+ers1 to the
team or the client must +e "one $ia your em*loyeeLe2am*le.com mail+o2. It is not
acce*ta+le *ractice to use *u+lic mail+o2es such as hotmail an" yahoo for email
communication.
All emails shoul" +e sent usin) a *ro*rietary "isclaimer:
This email is inten"e" only for the use of the in"i$i"ual or entity name"
a+o$e an" may contain information that is confi"ential or *ri$ile)e". If
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you are not the inten"e" reci*ient1 you are here+y notifie" that any
"issemination1 "istri+ution or co*yri)ht of this email is strictly
*rohi+ite". If you ha$e recei$e" this email in error1 *lease notify itsm
(artnershi* imme"iately +y return email an" "estroy the ori)inal
messa)e.
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17 Documentation Mana)ement Plan
17-1Purpose
The Document Mana)ement (lan is to *ro$i"e )ui"ance in the *ractice of *roHect
"ocument mana)ement for the .Client /iel"0 (roHect. The stan"ar"s a"o*te" are
+ase" on itsm (artnershi* i(M.
17-*#bjecti?e
The .Client /iel"0 (roHect reJuires a stan"ar" *rocess of "ocument mana)ement.
This in$ol$es the filin)1 trac-in) an" automatin) of all "ocumentation ,ithin the
*ro)ramme. It is e2*ecte" that all acti$ities in the *roHect en$ironment +e
"ocumente" an" recor"e".
17-7Document Mana)ement Process 3ummary
All "ocuments ,ill +e *re*are" in accor"ance ,ith the itsm (artnershi* iPM
stan"ar"s ,hich inclu"e:
Document Tem*lates ;Section 1'.A.1<
>ersion control ;Section 1'.A.2<
7amin) con$ention ;Section 1'.A.%<
All "ocuments are to +e store" in a central location I fol"er structure.
All "ocuments an" re$isions to "ocuments are re$ie,e" an" a**ro$al *rior to
issue.
Note: The Project Manager shall review any correspondences to {Client
Field} in relation to any changes in scope, price, milestones, cancellations etc
prior to release
17-83o.t@are
All (roHect "ocumentation shoul" +e *re*are" usin) one of the follo,in) soft,are
tools: -
Microsoft @or" 200'
Microsoft 62cel 200'
Microsoft (o,er(oint 200'
Microsoft >isio Stan"ar" 200'
A"o+e Acro+at (rofessional 8.0
Microsoft (roHect 2002
Microsoft Access 200'
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17-9Document Preparation
17-9-1Document Templates
All "ocumentation *re*are" +y itsm (artnershi* for use on the contract ,ill +e
*re*are" in accor"ance ,ith the itsm (artnershi* tem*lates. These tem*lates ensure
consistency in terms of the "ocumentEs Ploo- an" feelE an" co$er the follo,in):
Document :ea"er an" /ooter
Document Information
Distri+ution #ist
>ersion :istory
Title (a)e
Ta+le of Contents
(ro*rietary 7otice
17-9-*Version "ontrol
>ersion num+ers are trac-e" in the "ocument filename as ,ell as ,ithin the
"ocument in the $ersion history ta+le. It is the e"itorEs res*onsi+ility to ensure that
the filename $ersion an" the $ersion history ta+le are u*"ate" ,hene$er chan)es are
ma"e to "ocuments. The $ersion num+er format a"o*te" is:
Draft "ocument $ersions start at 0.1 an" continue 0.21 0.' etc.
Issue" "ocument $ersions start at 1.0 an" continue 2.01 '.0 etc.
The "istinction +et,een "raft an" issue" is:
Draft "ocuments are in *re-*ro"uction state an" re$ie,s are continuously +ein)
"one.
Issue" "ocuments are release" for use an" ha$e +een a**ro$e" +y the
a**ro*riate *arties.
@hen "ocuments are a**ro$e"1 they are to +e loc-e" to *re$ent u*"ates +ut to
allo, $ie,in) +y sta-ehol"ers an" intereste" *arties.
9*"ates to an issue" "ocument reJuire re$ie, an" a**ro$al +y a similar
authority as the ori)inal.
Version History
Ver- !o- Ver- Date %e?ised By Description
0.1 20&01&09 Anthony Symons Initial $ersion.
0.2 21&01&09 8a$in McCee 9*"ate" Document ID section.
1.0 22&01&09 Muthu 3aHu A**ro$e" $ersion after re$ie,.
17-9-75ork Breakdo@n 3tructure !umber B5B3C
The @or- =rea-"o,n Structure 7um+er ;@=S< is a *roHect i"entifier that is use"
,ithin itsm (artnershi*. This @=S has a relationshi* ,ith itsm (artnershi*Es
en)a)ement system. itsm (artnershi* consultants assi)n their time to a @=S ,hen
su+mittin) their timesheets each ,ee-. It is im*ortant that an a++re$iate" @=S is
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use" in the "ocument filename ,here reJuire" for "ocument control an"
mana)ement.
17-9-8Document !amin) "on?entions
There are t,o ty*es of "ocumentation "e$elo*e" for the contract:
Mana)ement & System Documents
1. 62am*les inclu"e (roHect Mana)ement (lan an" the Suality (lan
2. Mana)ement & System "ocuments ,ill +e uniJuely i"entifie" +y their function an"
$ersion status for e2am*le G (roHect Mana)ement (lan $0.A
An"
@or- (ac-a)e Documents G @=S Allocate"
'. Inclu"in) all enhancement1 *roHect an" +rea--fi2 relate" "ocuments for e2am*le
(roHect Sche"ules1 Monthly
%. 3e*orts1 Minutes of meetin)s etc.
A. @or- *ac-a)e "ocument ,ill +e name" accor"in) to the follo,in) con$ention:
.a++re$iate" @=S0 .(roHect or 6nhancement 7ame0 .Document 7ame0
.????-MM-DD0 $T.T
The "ate com*onent ,ill only +e inclu"e" in the filename ,here the "ocument
*ro"uce" is a re)ularly u*"ate" recor" for e2am*le ,ee-ly sche"ule1 meetin)
minutes or monthly re*orts.
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@or- (ac-a)e 7amin) Con$ention
; @=S Allocate" <
Document Ty*e /ile 7ame Con$ention an" Descri*tion
6nhancement
Document
e.). 01 6CS Tem*late 4cto+er 2008 3eJuest /orm $0.2
@here:
A++re$iate" @=S U 01
6nhancement 7ame U 6CS Tem*late
Document 7ame U 4cto+er 2008 3eJuest /orm
$T.T U 0.2
(roHect Documents
e.). 01 (3456CT (hase 0 6Jui*ment Mo$e 3eJuest /orm $0.1
@here:
A++re$iate" @=S U 01
(roHect 7ame U (3456CT
Document 7ame U (hase 0 6Jui*ment Mo$e 3eJuest /orm
$T.T U 0.1
6nhancement an"
(roHect Deli$era+les
e.). 01 (3456CT (hase 0 6Jui*ment Mo$e (roHect Deli$era+le
$0.1
@here :
A++re$iate" @=S U 01
(roHect 7ame U (3456CT
Document 7ame U (hase 0 6Jui*ment Mo$e (roHect Deli$era+le
$T.T U 0.1
Minutes
e.). A2-1A!2 (3456CT Chan)e (ro)ram Minutes 2008-11-2!
@here :
A++re$iate" @=S U 01
(roHect 7ame U (3456CT
Document 7ame U Chan)e (ro)ram Minutes
????-MM-DD U 2008-11-2!
Minutes of meetin) ta-en - 2!th 7o$em+er 2008
Timesheets e.). 01 (3456CT Anthony Symons Timesheet 2008-10-'1
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@or- (ac-a)e 7amin) Con$ention
; @=S Allocate" <
Document Ty*e /ile 7ame Con$ention an" Descri*tion
@here :
A++re$iate" @=S U 01
(roHect 7ame U (3456CT
/irst 7ame U Anthony
#ast 7ame U Symons
Document 7ame U Timesheet
????MMDD U 2008-10-'1
Timesheet as at - '1st 4cto+er 2008
Status 3e*orts
e.). 01 (3456CT Status 3e*ort 2008-10-'1
@here :
A++re$iate" @=S U 01
(roHect 7ame U (3456CT
Document 7ame U Status 3e*ort
??MMDD U 2008-10-'1
Status 3e*ort as at - '1st 4cto+er 2008
17-9-9Document %epository
All (roHect "ocuments are to +e store" on the itsm (artnershi* mana)e" .Client
/iel"0 (ortal at DDD
The aim is to ha$e a "ocument re*ository that contains ;the (roHect Mana)ers are
res*onsi+le for ensurin) the "irectory share on the .Client /iel"0 site is -e*t u* to
"ate ,ith the itsm (artnershi* +ase" .Client /iel"0 (ortal<:
.Client /iel"0 s*ecific "ocuments
Common "ocuments
itsm (artnershi* s*ecific "ocuments
17-9-:%ecommended <older 3tructure .or Document Location
All "ocumentation ,ill +e store" in "esi)nate" fol"ers locate" on the .Client /iel"0
(ortal "etaile" +elo,.
17-9-4Document %e)ister
The fol"er structure ,ill act as the "ocument re)ister. The "ocument re)ister acts
as a Master #ist for all "ocuments in the *ro)ramme en$ironment for the .Client
/iel"0 *roHect an" enhancements.
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18 Deli?erable %elease Mana)ement Process
This *rocess "escri+es the reJuire" or"er of e$ents for a "ocument to +e "eli$ere" to
the client:
18-1To be completed by te submitter:
The su+mitter *re*ares the "ocument.
1. The su+mitter must ensure *eer re$ie,s are com*lete".
A## "ocuments must un"er)o at least one *eer re$ie, +efore su+mission to
.Client /iel"0.
2. The su+mitter must see- a**ro$al from their team lea".
A## "ocuments must +e a**ro$e" +y the team lea".
'. (eer re$ie, "etails ;,ho "i" the re$ie,s an" ,hen ,ere the re$ie,s com*lete"<
%. 7ame of the team lea" that a**ro$e" the "ocument an" the "ate of a**ro$al
A. The su+mitter must email the "ocument to the itsm (artnershi* (roHect Mana)er
18-*To be completed by te Project Mana)er:
The (roHect Mana)er must a"" to the "ocument the "eli$era+le num+er that ,as
assi)ne" for that "eli$era+le in the "eli$era+le communication lo)
1. The (roHect Mana)er must u*"ate the "eli$era+le communications lo) ,ith the
"etails of the ne, "ocument
2. The (roHect Mana)er must a**ro$e all "ocumentation su+mitte" to .Client /iel"0
74 other team mem+er has the authority to formally authorise the su+mission
of "ocumentation to .Client /iel"0.
'. If an" only if *oints 1 throu)h ' ha$e +een com*lete" may the (roHect Mana)er
then electronically release the "eli$era+le to .Client /iel"0.
%. The release email must +e sent to .Client /iel"0 (ro)ram Mana)er ;Michael
3u)e<.
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19 &ssue Mana)ement Procedures
All team mem+ers shoul" ta-e res*onsi+ility for raisin) issues as they +ecome a,are
of them.
19-15at is an issueD
An issue is any *re$ious unforeseen circumstance that has the *otential to ne)ati$ely
im*act an achie$ement of a)ree" outcomes ,ithin a)ree" constraints. An issue may
Heo*ar"ise a "eli$era+le or may ris- client satisfaction.
7ot all issues are ,orth trac-in). The follo,in) Juestions may hel* in "eci"in)
,hether an issue shoul" +e raise":
Coul" this ha$e a material im*act on sco*e1 timeframe1 costs or client
satisfactionB
If I i)nore it ,ill it *ersist or )et ,orseB
Is it somethin) that others nee" to -no, a+outB
May I nee" to escalate it to )et hel*B
The "ia)ram in the follo,in) *a)e refers to a *roHect issues lo). An issues lo)
a**lica+le for the entire *roHect +ase" on the iPM Issues #o)."oc1 shoul" +e
a$aila+le in a central location.
19-1-1%esol?in) &ssues
The normal route for resolution of issues is as follo,s:
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Team #ea" Informs (M
of Issue an" 3eJuest
4,ner of Issue an" of a
*otential Sche"ule
Im*actin) Issue
Team #ea"
(ursues Issue ,ith
4,ner at S:
3esolutionB
9*"ate Issues #o)
an" Inform
Disco$erer of
Issue
A"$ise (M an"
(M 3e*orts to S:
;Michael 3u)e<
3esol$e"B
9*"ate Issues #o)
an" Inform
Disco$erer of
Issue
Satisfie"B
Satisfie"B
?es
?es
?es
7o
?es
7o
7o
Inform itsm( (M
an" Close Issue in
Issues #o)
Inform itsm( (M
an" Close Issue in
Issues #o)
(M Informs
(ractice #ea"
S:&
itsm(
Issue
3aise"
7o
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1: Mana)ement Procedures
All sco*e chan)es ,ill +e han"le" throu)h the follo,in) chan)e reJuest *rocess.
Team mem+ers shoul" hi)hli)ht the nee" for a chan)e reJuest if they see an
a""ition to sco*e
1. The itsm (artnershi* (roHect Mana)er or the .Client /iel"0 (roHect Mana)er may
ori)inate a chan)e reJuest. The reJuest is to +e su+mitte" in ,ritin) to the
*roHect mana)er usin) the a**ro*riate form.
2. The chan)e is lo))e" +y the (roHect Mana)er an" )i$en the ne2t chan)e
num+er.
'. A ,ritten ac-no,le")ement of this chan)e reJuest is then returne" to the
ori)inator of the reJuest.
%. All affecte" *arties re$ie, the statement of im*act an" the recommen"ation of
the *roHect mana)er. A final "ecision is ma"e ,hether to acce*t or reHect the
*ro*ose" chan)e.
A. Any chan)e or "elay in sche"ule1 resultin) in a""itional costs to the client1
reJuires a**ro$al of the client re*resentati$e.
!. Costs for ,or- to,ar"s the im*act analysis ,ill +e char)e" +ac- to the reJuestor1
outsi"e the *roHect.
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14 Te Escalation Process
14-1#?er?ie@
Durin) the course of the en)a)ement1 issues arise that affect $arious as*ects of the
*roHect. The Issue Mana)ement (rocess is "esi)ne" to mana)e issues as they arise.
The 6scalation (rocess1 ,hich is an inte)ral *art of the Issue Mana)ement (rocess1
is necessary to ensure that timely an" effecti$e action is ta-en to resol$e issues.
The 6scalation (rocess esta+lishes the criteria for escalatin) an issue ,ithin the
*roHect as "efine" +y (roHect Mana)ement.
The escalation *rocess is inten"e" to +e use" +y all (roHect Team mem+ers for
*rocessin) issues "urin) all *hases of the *roHect
14-*Project &ssues
Durin) the Im*lementation (hase of a *roHect issues may arise "ue to a num+er of
causes:
Misse" 3eJuirements /unctionality "efine" in the a**ro$e" or si)ne"-off
reJuirements is not im*lemente" in the solution.
7e, 3eJuirements 7e, features or functionality is reJuire" that is not ,ithin the
sco*e of the *roHect.
/unctionality
(ro+lems
The a**lication or solution is not functionin) in accor"ance
,ith the reJuirements or s*ecification.
4*erational (ro+lems The solution meets all the "efine" reJuirements +ut has
*erformance1 usa+ility1 or relia+ility *ro+lems that reJuire
enhancements that are not ,ithin the ori)inal (roHect Sco*e.
The *roHect areas affecte" +y these issues are:
Technical Solution or technical "esi)n chan)es are reJuire". @=S
elements1 ,or- *ac-a)es an" resources are affecte".
Sche"ule Sche"ules chan)es are necessary1 ,hich ,ill affect the
critical *ath1 *roHect milestones1 an" "eli$era+les.
/inancial (roHect costs are affecte" in areas such as la+our1 materials1
su+contractin)1 an" other o$erhea" or *roHect loa" factors.
Contractual Contract clauses as ,ell as su+contractor contracts may +e
affecte"1 reJuirin) contract mo"ifications.
(erformance Client satisfaction in attainin) technical or +usiness *roHect
o+Hecti$es may +e affecte".
@hen the affecte" areas of the *roHect are i"entifie"1 an assessment must +e ma"e
to "etermine the course of action an" the nee" to escalate the issue.
14-7 Escalation "riteria
The criteria for escalatin) issues shoul" +e "etermine" in"i$i"ually for each
*roHect&*hase1 since each *roHect&*hase may ha$e uniJue circumstances. The
escalation *rocess is not use" to reJuest chan)es or for enhancement to the *roHectV
it is use" in conHunction ,ith these *roce"ures to *rioritise issue resolution.
Cate)orisin) the im*act +ase" on some criteria is essential to the escalation *rocess.
/ollo,in) is an e2am*le of an a**roach - the actual criteria ,ill $ary "e*en"in) on
in"i$i"ual *roHect siWe1 com*le2ity1 "uration1 num+er of resources1 an" other factors:
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T$PE #< &MPA"T M&!#% MED&2M H&'H
3"HED2LE N 1 ,ee- O1 @ee- N2 @ee-s O 2 @ee-s
E<<#%T N 1 ,ee- O1 ,ee- N 1 month O 1 Month
<&!A!"&AL N X10C OX10C N XA0C O XA0C
PE%<#%MA!"E A fe, users #imite" )rou* MaHority of users
The resolution of an issue may reJuire a Chan)e 3eJuest. The (roHect Mana)er
nee"s to *rioritise the issues for the *ur*ose of escalation.
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14-8Escalation
The normal escalation route for resolution of an issue is as follo,s:
customer
relationshi*
issue
Team Mem+er
Team #ea"
(roHect Mana)er Solution Architect
(roHect Architect
.Client0
(roHect Mana)er
itsm( Client
Mana)er
(artner
tech issue non-tech issue
*roHect
issue
.Client0
Mana)ement
.Client0
Mana)ement
itsm(
Mana)ement
(artner M)t&
*roHect
issue
fee"+ac-
*artner
issue
*artner
issue
itsm(
relate"
customer
relationshi*
issue
.Client0 Senior
Directors
If your ne2t *oint of escalation is una$aila+le an" the matter reJuires ur)ent attention1
you shoul" contact the ne2t *oint of escalation further u* the route a+o$e. :o,e$er1
in this instance you must also lea$e a $oicemail for your first *oint for information.
These escalation criteria "etermine the le$el ,ithin the escalation route at ,hich the
issue may +e resol$e".
&MPA"T
3EVE%&T$
E3"ALAT&#! %#2TEE%E3#L2T&#!
M&!#% Team mem+er to Team #ea"er or (roHect&Colla+oration (roHect Mana)er
MED&2M Team #ea"er&(roHect&(roHect Mana)er to .Client /iel"0 (roHect Mana)er&itsm
(artnershi* Mana)ement
H&'H itsm (artnershi* Client Mana)er to .Client /iel"0 Mana)ement
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16 Access to macines on te net@ork
9sers reJuirin) access to "e$elo*ment machines on the #A7 at .Client /iel"0 nee"
to ma-e the (roHect Mana)er a,are of this in ,ritin) $ia email in the follo,in) format
so this access can +e a**ro$e" an" ma"e a$aila+le in a timely manner.
Current (osition: ;,ithin (3456CT<
Direct 3e*ort: ;name of team lea"<
Access reJuire" to: ;machine access is reJuire" to<
3eason for access: ;e2*lanation of reJuirement<
Tools reJuire": ;soft,are reJuire" to access system;s<<
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Project Handbook - Template
1, AppendiA 1 > Project &nduction "ecklist
1,-1Entry "ecklist
Action %esponsibility
Con"uct office orientation ;incl. fire esca*es1 e2its1
+athrooms1 -itchen<
(roHect Mana)er
Su**ly co*y of (roHect :an"+oo- (roHect Mana)er
Contractor *ass form (roHect Mana)er
Access (ass form (roHect Mana)er
A"" any itsm (artnershi* su**lie" asset "etails into the
3esource Trac-in) sheet
(roHect Mana)er
6nsure any lea$e&trainin) is "ocumente" in (ro)ram
Calen"ar
(roHect Mana)er
6nsure "es- is a$aila+le G #A71 (hone lines (roHect Mana)er
Inform mem+er a+out @=S (roHect Mana)er
In*ut contact "etails into Contact #ist s*rea"sheet (roHect Mana)er
6na+le #A7 I (hone #ine Connection (roHect Mana)er
(ro$i"e a,areness to SourceSafe *roce"ures I
installation instructions
(roHect Mana)er
Arran)e for connection to internal ser$er Team #ea"er
1,-*EAit "ecklist
Action %esponsibility
Collect *asses an" return to rece*tion on #e$el 9 (roHect Mana)er
Access (ass
6nsure any itsm (artnershi* assets are returne" (roHect Mana)er
3emo$e Soft,are #icenses *ertinent to *roHect Team #ea"er
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Project Handbook - Template
Action %esponsibility
Delete any electronic I( from su**lie" itsm (artnershi*
(Cs
(roHect Mana)er
3emo$e any "ocument I( from "es-s & ca+inets
Team Mem+er
(roHect Mana)er
=ac-u* all I( on ser$er Team Mem+er
6nsure all timesheets an" *ro)ram costs are su+mitte"
Team Mem+er
(roHect Mana)er
/ee"+ac- /orm to +e Com*lete"
Team #ea"
(roHect Mana)er
4$ersee :an"o$er (rocess (roHect Mana)er
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Project Handbook - Template
*+ AppendiA * > 2sin) M3 Visual 3ource3a.e
Microsoft >isual SourceSafe ;!""< is the $ersion control an" "ocument mana)ement
tool use" on the itsm (artnershi* (roHect. It is also the *rimary file +ac-u* resource
for the *roHect.
@hen you a"" a file to !""1 it is +ac-e" u* on the "ata+ase. It is then a$aila+le to
other *eo*le1 an" chan)es are sa$e" so you can reco$er earlier $ersions at any time.
Mem+ers of your team can see the latest $ersion1 ma-e chan)es1 an" sa$e a ne,
$ersion in the "ata+ase.
*+-1Project rules
The follo,in) rules a**ly to all (3456CT team mem+ers ,ith res*onsi+ility for
creatin) or e"itin) *roHect "ocuments:
A## *roHect "ocuments M9ST +e store" in !""
(roHect an" su+-*roHect names an" locations must +e create" accor"in) to itsm
(artnershi* rules
@hen you u*"ate a file1 D4 74T chan)e itEs name. @hen you u*"ate the file
$ersion num+er in "ocument1 !"" automatically reco)nises a ne,er $ersion of
the file1 an" a""s the *re$ious $ersion to the file history list.
*+-1-1Projects and .iles
A project is a collection of #iles ;any ty*e< that you store in !"". ?ou can a""1 "elete1
e"it1 an" share files ,ithin an" amon) *roHects. A *roHect has much in common ,ith
an o*eratin) system fol"er1 +ut has +etter su**ort for file mer)in)1 history1 an"
$ersion control.
?our *roHects e2ist in a !"" "ata+ase.
/iles are store" in *roHects ,ithin the !"" "ata+ase. ?ou ne$er ,or- ,ith the master
co*y of the file that is store" in !"" e2ce*t occasionally to e2amine it or to com*are
another co*y to it.
>SS *ro$i"es you ,ith a co*y of the file to rea" or chan)e in your wor$ing #older.
?ou can $ie, a file ,ithout a ,or-in) fol"er1 +ut you cannot e"it a file ,ithout settin)
u* a ,or-in) fol"er.
*+-*'ettin) started
=efore you can start usin) >SS for $ersion control you must follo, the ste*s
illustrate" +elo,.
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Project Handbook - Template
1
3e)ister as a >SS user
,ith the Infrastructure team
2
Install the !"" client on
your machine
'
Ma* a "ri$e to =roa"+an"
on BB
%
Start >SS
A
Select the "ata+ase
!
Set your ,or-in) fol"er

9se >SSY
*+-*-1%e)ister
=efore you can start usin) !"" you must +e re)istere" in the system. The
Infrastructure team "oes this.
Contact:
Anthony Symons Z!1 %11 28A 81 anthony.symonsLitsm*.com
?ou must ma-e yourself a$aila+le for this since your lo)in an" *ass,or" are nee"e"
for re)istration.
?our lo)in ,ill al,ays +e your itsm (artnershi* em*loyee ID num+er
A *ass,or" can +e set for you +y the !"" A"ministrator1 +ut the *referre" o*tion
is synchronise your !"" *ass,or" ,ith your 7T *ass,or" ;for ,hich you nee" to
+e *resent<.
*+-*-*&nstallin) V33
?ou install the >SS client from the net,or-. The installer is locate" at:
[[BB[>SS[76TS6T9(.6D6
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Project Handbook - Template
*+-*-7Map net@ork dri?e
>SS nee"s a ma**e" "ri$e to fin" a "ocument re*ository "ata+ase. If this isnEt "one
you canEt +ro,se or ,or- ,ith the (3456CT "ocument re*ository. Ma-e sure you
assi)n a "ri$e letter ;ty*ically F:%< to &road&and on '(('.
Note: Note: )# yo*+re not s*re how to do this, open ,indows
-.plorer, select
Tools: Map Networ$ /rive0
and then #ollow the prompts
*+-*-8Te V33 EAplorer
@hen you start !"" the !"" -.plorer a**ears. This ,in"o, sho,s status
information1 such as your current ,or-in) fol"er1 search criteria1 num+er of files1 an"
so on.
The com*onents of the !"" -.plorer are illustrate" +elo,.

Toolbar File pane
Project pane
Results pane Status bar
Working folder
*+-*-9Te V33 toolbar
Some commonly use" tool+ar +uttons are:
Create a ne, *roHect
A"" files
#a+el a $ersion
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Delete
8et latest $ersion
Chec- out
Chec- in
9n"o chec-out
Share
=ranch
>ie,
6"it
>ie, "ifferences
(ro*erties
>ie, history
/in"
Set your ,or-in) fol"er
3efresh
:el*
*+-*-:3electin) your database
@hen you run !""1 you must connect to the !"" "ata+ase ,here your files are
store". This shoul" ha**en automatically1 +ut if it "oesnMt or if you nee" to connect to
a "ifferent "ata+ase1 follo, the ste*s +elo,.
/rom the /ile menu select 4*en SourceSafe Data+ase F
The 4*en SourceSafe Data+ase ,in"o, a**ears.
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Project Handbook - Template
1. Clic-
The /in" Data+ase ,in"o, a**ears.
2. 7a$i)ate to [[BB[>SS\Data+ases[(3456CT
'. Select srcsafe.ini.
%. Clic-
?ou return to the 4*en SourceSafe Data+ase ,in"o,.
A. Chec- that your lo)in "etails are correct1 then clic-
?ou return to the >SS 62*lorer ,in"o, ,ith (3456CT no, set as your "efault
"ata+ase.
*+-*-43ettin) your @orkin) .older
@hen you e"it a file from the !"" "ocument re*ository1 it is chec-e" out to a fol"er
on your local machine. ?ou ,or- on the file locally in your "esi)nate" chec- out
fol"er1 an"1 ,hen you are finishe"1 chec- it +ac- in to the !"" "ocument re*ository.
To "o this you must first s*ecify the chec- out fol"er ;also -no,n as your ,or-in)
fol"er< on your local machine.
?ou s*ecify a ,or-in) fol"er for each !"" *roHect that you ,or- ,ith.
4n the tool+ar of !"" -.plorer clic- .
The "et ,or$ing Folder ,in"o, a**ears.
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Project Handbook - Template
!. In the Dri$es: fiel" select your local "ri$e.
In the Folders: fiel" select the #older yo* want to *se as yo*r chec$ o*t #older
The fol"er you selecte" a**ears in the 7ame fiel".
If you ,ant to create a chec- out ;,or-in)< fol"er1 ty*e the name you ,ant for the
fol"er at the en" of the *ath "is*laye" in the 7ame fiel"1 e) C:["ata[chec-out1 then
clic-
A ne, chec- out ;,or-in)< fol"er is create".
*+-75orkin) @it V33
This section sho,s you some +asic !"" functions:
>ie,in) a file ,ithout e"itin)
>ie,in) a file history1 inclu"in) *re$ious $ersions of the file
Chec-in) files out to your ,or-in) fol"er for e"itin)
Chec-in) files +ac- in to !"" after e"itin)
Creatin) a ne, *roHect to or)anise files in
A""in) a ne, file to an e2istin) !"" *roHect
=ro,sin)&searchin) for files
@here to )et more hel*.
*+-7-1Vie@in) .iles
?ou can $ie, files in !"" ,ithout e"itin) them. If you select this o*tion1 !"" o*ens a
rea"-only co*y of the file on your "es-to*. The ori)inal remains in !"" an" is
a$aila+le for e"itin) +y another user.
To $ie, a file:
Clic- on the >SS tool+ar.
A "ialo) +o2 a**ears.
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Project Handbook - Template
1. Ma-e sure the >ie, SourceSafeEs co*y of this file ra"io +utton is selecte"1
then clic- .
A rea"-only co*y of the file o*ens on your "es-to* rea"y for you to re$ie, or
*rint.
Note: The read1only #ile does not have the same name as the original 2
!"" assigns a system name to it
*+-7-*Vie@in) .ile istory
As su+seJuent $ersions of a file are create" an" sa$e"1 !"" maintains a history list
for that file or *roHect. ?ou can $ie, the history of a file or *roHect an" "etermine:
Chan)es ma"e in each iteration
Dates of chan)es
@ho ma"e the chan)es.
?ou $ie, file or *roHect history:
In !"" -.plorer1 select the file or *roHect ,hose history you ,ant to $ie,.
1. Clic- .
The :istory 4*tions "ialo) +o2 a**ears.
2. Choose one of the follo,in) o*tions.
&.F TenF
Fyou ,ant to $ie, the entire history
of the file
Do this:
Clic-
Fyou ,ant to $ie, the history of the
file o$er a s*ecific "ate ran)e
Do this:
Ty*e the start "ate ;dd3mm3yy< for the "ate
ran)e in the From: fiel".
Ty*e the en" "ate in the To: fiel".
Clic-
Fyou ,ant to $ie, the history of
chan)es ma"e to the file +y a
*articular user
Do this:
Ty*e the username e) 45567891 in the 4ser:
fiel".
Clic-
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The :istory o# 0 ,in"o, a**ears1 "is*layin) the file or *roHect history
accor"in) to the "is*lay criteria you selecte" in ste* '.
'. If you ,ant to $ie, "etails of the chan)es ma"e in a *articular $ersion of the file1
clic- .
The :istory Details ,in"o, a**ears1 "is*layin) comments entere" +y the e"itor
of that $ersion ,hen it ,as chec-e" into the "ata+ase.
*+-7-7"eckin) .iles out
@hen you chec- a file out into your ,or-in) fol"er1 the file is imme"iately loc-e" to
e"itin) +y any other user.
In !"" -.plorer select the file you ,ant to chec- out.
Note: Note: ;o* m*st have a wor$ing #older set #or the project yo* are
chec$ing the #ile o*t #rom
%. Clic-
The Chec- 4ut NfilenameO ,in"o, a**ears.
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Project Handbook - Template
A. Clic-
An e"ita+le co*y of the file is co*ie" to your ,or-in) fol"er rea"y for you to o*en
an" e"it.
*+-7-8"eckin) .iles in
4nce you ha$e finishe" e"itin):
In !"" -.plorer1 na$i)ate to the *roHect that you ,ant to chec- the file in to.
!. Clic-
The Chec- In Nfile nameO ,in"o, a**ears ,ith your chec-out fol"er an" the file
you ha$e +een ,or-in) on "is*laye" in the /rom: fiel".
. In the Comment: fiel" ty*e a "escri*tion of the chan)es you ma"e.
8. Clic-
The file is thenchec-e" +ac- into the "ata+ase.
*+-7-9"reatin) a ne@ project
A *roHect is a collection of files ;any ty*e< you store in !"".
In !"" -.plorer1 na$i)ate to ,here you ,ant to locate the ne, *roHect.
9. Clic-
The Create (roHect In X&F&N*athO ,in"o, a**ears.
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Project Handbook - Template
10. In the (roHect: fiel" ty*e an a**ro*riate name for the ne, *roHect.
11. In the Comment: fiel" ty*e a short "escri*tion of the *roHect.
12. Clic-
The ne, *roHect is create".
*+-7-:Addin) a .ile to a project
@hen you create a ne, file1 you must inclu"e it in the !"" "ata+ase.
In !"" -.plorer na$i)ate to the *roHect ;or su+-*roHect< ,here you ,ant to a"" the
ne, file.
1'. Clic-
The A"" /ile to N(roHectO ,in"o, a**ears.
1%. #ocate the file you ,ant to a""1 then clic-
The A"" /ile NfilenameO ,in"o, a**ears.
1A. In the Comment forF fiel"1 ty*e an a**ro*riate "escri*tion for the file you are
a""in).
1!. Clic-
The ne, file is a""e" to your selecte" *roHect in >SS.
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*+-7-45ere to )et elp
/or more hel* usin) !""1 or to fin" out more a+out !"" a"$ance" functions1 you
can:
9se the !"" a**lication hel*
>isit the !"" su**ort *a)es at
htt*:&&ms"n.microsoft.com&ssafe&technical&"ocumentation.as*
or
1. htt*:&&ms"n.microsoft.com&li+rary&"efault.as*B
93#U&li+rary&"e$*ro"s&$s!&ssafe&ssuse2*&ssu)eusin)\$ss.htm
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