Project Launch Process L140

L140 - Set up / Review Infrastructure

DEFINITION

Ensure that the project’s infrastructure is in place.  A checklist is provided for normal project needs, eg office space and facilities, secretarial support, security passes, access to computer, PCs printers etc.

SUMMARY

The working environment should be established to ensure that:

• the relevant facilities & equipment are in place and accessible,
• project administration has been addressed,
• the project team is informed of the infrastructural and administrative arrangements.

PATH PLANNING GUIDANCE

This process is normal practice.

DEPENDENCIES

Prerequisites (Finish-Finish):

• Detail the Segment Plan (L120)
• Detail / revise staffing / team structure / organisation (L130)

Dependent procedures (Finish-Start):

• Following segment tasks involving team members

RECEIVABLES

• Segment Plan
• Project organigramme (organisation and job roles)

DELIVERABLES

• Working environment for the project team

TOOLS

• ITPM Core Guide
• (checklist to be produced)

DETAILED DESCRIPTION OF TASKS

The project manager should review the requirements of the project and set up or secure the necessary project infrastructure, for example:

• a suitable location for the project team, for example
• providing ample accommodation for the full team,
• preferably sitting team members in sub-teams and
• with convenient access to key parts of the client organisation such as the project sponsor, the main user department management and staff, the IT department,
• accommodation facilities would include
• desks,
• chairs,
• shelving space,
• lockable filing cabinets,
• safe (if secure information will be handled),
• white boards (per team),
• flip charts,
• access to specialised accommodation, for example
• meeting rooms,
• conference rooms,
• presentation facilities,
• training facilities (with ability to display computer screens and allow hands-on access to computer systems),
• relevant equipment for example
• PCs,
• terminals,
• printers,
• network access,
• personal software required,
• telephones (with outside access),
• some hands-free telephones for conference calls,
• fax machine,
• overhead projector,
• portable “tablet” for displaying computer screens,
• access to general office or accommodation facilities, for example -
• photocopier,
• internal and external mail services,
• electronic mail services,
• coffee, water, vending facilities,
• restaurant,
• toilets,
• car parking,
• sports and social facilities,
• general office supplies, for example
• computer and PC consumables - eg diskettes, paper, print cartridges,
• stationery - eg paper, envelopes, folders, binders,
• overhead projector slide making materials,
• staplers,
• hole punches,
• pens, pencils, erasers, white board and flipchart marker pens
• access to facilities for example
• arranging security passes,
• access to computer room,
• project data included in backup procedures,
• printing services,
• communications services (eg company newspaper),
• pooled typing and secretarial facilities.

Administrative details to be considered include:

• signature authority for project manager and team leaders,
• purchasing procedures, budgets and authorisations,
• systems access - security permissions, usage budget etc,
• interface with computer operations and management staff regarding access levels, service levels, scheduling runs, priorities, special needs, etc
• work day schedules - days worked / standard hours etc,
• arrangements for working outside normal hours - eg
• permission , authorisation and supervision required
• physical access,
• overtime for project and other staff,
• authority needed,
• secretarial and administrative support,
• travel and expenses guidelines,
• communication vehicles,
• interface with client organisation’s premises management department,
• interface with client organisation’s personnel and line management regarding client organisation staff seconded to the project,
• responsibilities for seconded staff, eg appraisals, holiday authorisation,
• general management responsibilities, for example
• timekeeping and attendance monitoring,
• overtime returns,
• telephone usage monitoring.

Relevant details should be communicated to the project team members and other relevant personnel.  The details would normally be in a printed or electronic form so that they can easily be referred to or communicated.