Guidelines for the ISS Project folders at
N:\Academic-Services\ISS\PMO\PDS\Projects
Document structure









Naming Convention: Project name (in future 20 characters max) and (Project Nr).
Any name changes (by PMs or SGLs only): please inform the PO. Do not change
the project name too often; this is a scope creep opportunity and also very labour
intensive as any change needs to cascade through all files/systems and the
teams!
You have to stick to the given folder structure, but further subfolders are possible.
However, once in execution, you can adapt the folders under “2 Execution” to
suit your milestones
Please see the project document folder structure at the end of this document for
the location of key documents.
Ensure that the locations outlined for key documents in the diagram are adhered
to and not cluttered with other documents or several versions of the same
document.
E.g. the root of “1 ProjMan” should only contain a maximum of 3 files:
o the approved project specification
o the project definition/business case and
o the PID.
Approved versions of documents should be clearly labelled “approved” and
saved in PDF format. Only the current version of a key document should be kept
in this location.
Until approved by ISPG or the project delivery group, all
specification/definitons/PIDs should have a DRAFT watermark.
The PO will remove the watermark before submitting documents to ISPG and set
the version for ISPG documents to 1.0
After ISPG approval, the approved documents will be turned into PDF files by the
PO.
Project Specifications

New Mandates being prepared for ISPG should be kept in the shared ISPG
folder on the N drive at N:\Academic-Services\ISS\PMO\ISPG\xxdatexx. Please
save in the folder with the relevant ISPG meeting date.
New folders

Once a specification has been approved, a new project folder will be created by
the PMO before work starts on the definition/business case with the agreed
folder structure already set up – please ask the PO for a project nr and folder
when you are being asked to prepare a project definition.
Permission defaults for project folders
PMO/Exec and PMs:
IS projects:
IT projects:
Rest of ISS:
modify
SAP/SIMS/Web/T&D teams modify
PMs modify
read only
Any changes to these permissions: SGLs/SLs/PMs only, please email the helpdesk. Try
to group changes together, not 1 at a time. Please stick to “read only” permissions
whenever possible.
For IT projects, as per default, only the PMs have modify rights to the IT project folders,
the rest of ISS have read only. If you require whole teams to have modify access to an
IT project folder (e.g. the network team for a network project), the PM needs to email the
helpdesk once the PO has set up the folder. The following teams exist as groups in DS
and can be given “group modify” access on request:
Cluster-Techs
DST
DST-COs
Network team
SIMS team
SAP Team
Web-Team
TS&D
SANTEAM-USERS
Security-Team
UNIX Team
PC-Server
Any other ISS people and people from business areas/outside of ISS will need to be
listed in the helpdesk request with the required access level. Your Project Delivery
Group members should have “read only” access to your project folder.
Large files
Before moving/creating any large files (i.e. >1GB) to the Projects area, please inform the
PO. We need to manage the folder size to avoid possible disruption to everyone.
Document Version Control in project folders
For main project documents, like specification/definition/PID/PCW and Project Plans etc,
only the current version should be kept in the relevant area of the project folder.
Older versions should either be moved to the Archive folder (folder number 4) or you can
create a “pervious versions” subfolder in the relevant directory so that only a single, upto-date version of the main documents is in the live folders (not several). You can create
subfolders in the archive folder to make it easier to find older versions, if needed.
Naming convention for PCWs
Specification, Definition and PID Preparation versions:
During these stages, the current PCW should be called PCW – Project name –
Specification/Definition/PID
During execution stage:
The current PCW name should include
1. Project Name
2. PCW
3. EXE
4. WIP
e.g. “WISP PCW Exe 0910 WIP”. For further info see PCW guidelines.
IS ONLY: Every month end, once both staff and non-staff actuals have been entered into
the PCW and reforecasting has been done, please drop a copy of your PCW into the
central PCW Month End folder so the PO and Finance can use these for their reports to
IS Management and ISPG:
N:\Academic-Services\ISS\PMO\PDS\Projects\IS\PCWs Month End
Archiving files after completion of project:
Once the EPR is received by the PO, the PMO will agree with the PM on a date for the
project folder to be archived. The PO will then move the folder to the PO archive at
N:\Academic-Services\ISS\PMO\PDS\Programme Office\5.0 Archived Projects by year.
The archive folder in PO area will contain 3 folders for
1. Internal projects
2. IS projects
3. IT-US projects
These folders will have yearly subfolders, e.g. 08_09 or 07_08. Projects spanning 2
years will be archived in the year folder they end in.
Confidential data:
Confidential data like tender documents should not be stored in this area. Please store
those in secure network place where only you and your project delivery group can
access them.
This document is now owned by the PO and located on the PO website in Tools &
Guides. If you have any queries or if you need changes to be made to this
document/process, please contact the PO.
ISS Project Document Structure
Location of Key Documents
1 folder for each live Project containing the following file structure at:
N:\Academic-Services\ISS\PMO\PDS\Projects\IS
or
N:\Academic-Services\ISS\PMO\PDS\Projects\IT-US
Project Name
and
Project Number
1 ProjMan
2 Execution
3 Closure
4 Archive
Project Specification
(in root)
2.1
AnalysisSpecsDesign
End Project Report
(in root)
Project Definition and
Business Case, incl
NPV (in root)
2.2 DevNotes
Post implementation
Review (in root)
Project Initiation
Document (in root)
2.3 Testing
3.1 AssocDocs
Business
Case (notes)
1.1 Finance
(PCW+Bens)
2.4 Training
Costing
workbook
Project plan
1.2 Plan+Resources
2.5 DeployHandover
Estimates
1.3 AssocDocs
2.6 AssocDocs
PM Tools
1.4 LogsRisksIssues
Change
requests
Legend:
1.5 CommsStholderMan
Stakeholder
analysis
Folder
1.6 Reports(HLRs)
Highlight
Reports
Key Document
1.7 Meetings
Project Delivery
Group agenda
Project Delivery
Group minutes