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Intended Audience: Shared Services Project Management Organization (Internal)
This article is intended for the Business Affairs Shared Services Project Management Organization and the project coordinators, project manager and project stakeholders. If this is not a public article, it may not be intended for outside communication; please review the Related Articles pane for any related public-facing articles. This article may be public but intended for specific roles. If this article does not suit your needs, please leave feedback or locate a related article as previously directed.
Folder Organization & Naming
Summary
The Shared Services Project Management Organization (PMO) uses Google Drive to store project documents that support project plans. Project plan templates exist in TeamDynamix. This document refers to the organization and naming conventions for the Google Drive environment.
This document is meant as a set of guidelines. Not every item defined by this document will be found in all project folders.
When
From project creation to closeout
Requirement
- Guideline for Shared Services Project Management Organization
- Alterations to this guideline must be approved by the Project Manager assigned to a project
Procedure
The following folder structure must be applied to all programs and projects. Folder descriptions, and documentation identified, can be altered at the discretion of the Project Manager.
00 Projects
NOTE: This folder is only added in the base Program folder structure (programs only).
This folder should contain all project folders for projects within the program. These project folders should each use the organization below.
01 Project Startup
This folder should contain documentation aligning to the Concept and Initiation PMBOK phase.
- Stakeholder(s) identification
- Budget Estimate
02 Defining & Planning
This folder should contain documentation aligning to the Definition and Planning PMBOK phase.
- Project Scope
- Project Charter
- Deliverables
- Statement(s) of Work
- Budget Breakdown
- Name & Allocations
- Operational allocations are documented in the Scope
- If a department creates additional documentation, that would go in this folder
- Risk management
- Procurement
- Quotes
- External vendor documents
- Contracts
- MOU Agreement(s)
03 Work Products & Communication
This folder should contain documentation aligning to the Launch and Execution PMBOK phase.
- Project Status Updates
- Regular status updates if required
- Stakeholder communications
- Stakeholder communication (e.g. a vendor sends a pdf related to a project)
- NOTE: This does not include Meeting agendas
04 PMO Management Documents
This folder should contain documentation aligning to the Monitoring & Controlling PMBOK phase. This phase occurs concurrently and parallel to the project execution phase. This folder should only contain documentation to support the project manager to monitor and control:
- Deliverables
- Budget
- Timeline
05 Project Close Out
This folder should contain documentation aligning with the Closing PMBOK phase.
- Funding/Final Budget
- Where relevant, the project’s final budget is confirmed and excess funding released into general revenue if documented.
- Final Details
- Documentation of actual work performed, as-built drawings, or other details that need to be filed away for future reference.
- Liabilities
- Warranties, insurance coverage, and bonds need to be established and agreed to.
- Close out Survey
- Close out survey completed, permission to close, lessons learned, and recognition to any dept/team
06 Meeting
Every meeting conducted by a representative of the Shared Services PMO must have a meeting agenda. All meeting agendas must be saved in this folder and be made available to the meeting participants.
- Agendas must follow the Project Meeting Template
- Agendas must be attached to the Google Calendar Invite
07 Miscellaneous
This folder is reserved for documentation that does not fall into any of the above folders.