Unity IS Programme Support Office

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Unity IS Programme Support Office

• Angela Anderson, Programme Manager
• Andrea Haworth, Programme Support Manager
• Sameena Matthiessen, Programme Administrator
• Joti Rani, Programme Administrator
• Project Managers Meeting 27th February 2004

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Roles of the Unity IS Programme Support Office

• Establishing consistent practices and standards
  of project planning, reporting and control across
  the portfolio
• Providing support to the Unity IS Programme in
  the definition, monitoring and control of the
  portfolio
• Managing communications between those involved in
  the Programme
• Delivering Programme information to stakeholders
• Managing an electronic library of Programme
  information
• Acting as first point of contact for enquiries
• Maintaining and monitoring the Programmes
  change control procedures
• Managing and maintaining service levelsfor
  Programme support

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During our initial meetings with Project
Managers, you asked for

• Improved communications at all levels in the IS
  Programme
• projects are aware of other projects
• aware of associated risks, issues and
  interdependencies
• Who is working with who in Unity IS Projects
• Best practice guidance
• eg standard templates, how and when to use them
• Assistance in organising meetings

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Unity IS Programme Support Office - Terms of
Reference

• Documentation management
• Programme and project management support
• Administrative support to programme
• Managing communication
• Quality assurance
• Financial reporting and monitoring

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Some achievements to date.

• Internal communications established
• PSO Terms of Reference
• Basic documentation audit complete
• Document management policy and guidance drafted
• Unity IS Programme website under development
• Programme support activities
• Project support activities
• PRINCE 2 training

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Documentation Management

• Draft policy and guidance notes available for
  discussion soon
• Based on LiveLink Document Management System
• Programme and programme support office
  documentation in Livelink
• Directory, file structures and permissions in
  place for projects
• Support and training available
• Projects strongly encouraged to use LiveLink
• Standard templates (with guidelines for use)
• Document naming and version control conventions
• Specified minimum levels of essential
  documentation to be held by projects
• Copies of specific key documents to be sent to
  PSO

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Unity IS Programme website

• http//www.projectunity.man.ac.uk/is-programme
• Information for all University stakeholders
• Project Support area
• Access restricted to UMIST/VUM staff
• Basic structure and navigation elements complete
• Go live end of March 2004
• Can include project sub websites or links to
  existing project sites where appropriate

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Next steps

• Communications plan and products
• eg Programme web site, Newsletters
• Project Starter Kit
• Templates and guidelines
• Document management structure off the shelf
• Advice, support, training, tools
• PSO Service Level Agreements
• Quality assurance
• Centre of excellence and expertise
• Best practice reviews
• Quality /resource /benefits management

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Questions?
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Future activities

• Similar meetings?
• How often?
• Suggested topics?
• What else?
• Who else?