Project Termination Process T850

T850 - Prepare and/or Collate Work Books and Owner’s Manual

DEFINITION

Collate and / or  prepare Work Books and Owner's Manual.

SUMMARY

The project's main documentation may be grouped into a Work Book holding all key working documents for the project, and an Owner's Manual holding all permanent design documents to be held for future reference when enhancing the system.

PATH PLANNING GUIDANCE

This process is optional.

DEPENDENCIES

Prerequisites (Finish-Finish):

• all processes producing formal deliverables

Dependent procedures (Finish-Finish):

• (end of project)

RECEIVABLES

• all formal deliverables

DELIVERABLES

• Workbook(s)
• Owner’s Manual(s)

TOOLS

• (none)

DETAILED DESCRIPTION OF TASKS

Formal deliverables will have been agreed and issued to the appropriate parties.  It is often useful to organise these materials as collated documents.  These make excellent reference documents for future use.  The basic format of these documents also forms a useful way of demonstrating the way in which the various deliverables combine to form the overall project documentation.

The deliverables may be incorporated into:

• Owners Manuals - i.e. collated sets of deliverables which describe the design of the system as implemented; they are the permanent documentation for the system and should be kept up to date as process or system designs are subsequently changed.
• Work Books - i.e. collated sets of deliverables from the project describing the way the project was conducted and the logic behind design decisions; they do not have any real relevance to the future of the system but act as a historic record of the way the system was built and the rationale behind the decisions.

The Application Implementation Method does not prescribe precisely which documents should be included in each type of manual.  Typical contents include the deliverables shown below.

Typical contents of the Owner’s Manual

Typical contents of an Owner’s Manual might include:

• System Vision / Definition of Requirements
• Delivery Architecture Definition
• Permanent Functional Implementation Papers
• Permanent Technical Implementation Papers
• Permanent Environmental Implementation Papers
• Data Models and Process Models
• Benefit Model
• Terms of Reference for Systems Administration
• User setup and security access

Typical contents of a Work Book

Typical contents of a Work Book might include:

• Project Constitution (including scope, terms of reference, objectives)
• Definition of Business Needs and Anticipated Benefits
• Path Plan
• Segment Plans
• Quality Plan
• Project Organigramme
• Communications Plan
• QA checklists
• QA signoffs
• Definition of IPs / topics (DoT)
• Invitation to Tender
• Selection Reports
• Contracts
• Temporary Functional Implementation Papers
• Temporary Technical Implementation Papers
• Temporary Environmental Implementation Papers
• Issues Control Log
• Change Control Log
• Testing Logs
• Training Plan, schedules and attendance monitoring
• Engagement Completion Report

Other published deliverables

Other documents which are produced as complete volume in there own right are not incorporated into the Owner’s Manual or Work Books.  This might typically include:

• Training Manuals
• User Manuals
• Operations Manuals
• Code books

Other deliverables and working papers

Supporting materials will normally also be retained as described in Process T810.  This might include:

• other minor deliverables,
• detailed working papers,
• interview notes,
• correspondence etc

Materials may be also be retained and published in electronic format.  If so, care should be taken to ensure that appropriate storage methods are used to guard against data loss or corruption.