General administration |
1. |
Maintaining the distribution lists for the project concerned |
2. |
Setting up and maintaining the project network space (provide for project-specific information, e.g. history, project management information) |
3. |
Maintaining electronic copies of project files |
4. |
Coordinating the logistical needs and needs of new staff members |
5. |
Scheduling meetings and workshops on request |
6. |
Consolidating information for project meetings, as requested by the project manager |
7. |
Distributing information to nominated persons |
8. |
Arranging social functions |
9. |
Taking telephone messages |
10. |
Negotiating with other project managers regarding requests for information |
11. |
Liaising with the project support office regarding the standardisation of information, guidelines, etc. |
|
Additional documentation: |
|
Structure for network space and naming conventions |
| |
Administration of deliverables |
|
Additional documentation: |
|
Guidelines for the process of administering deliverables |
| |
Maintenance of the project plan |
1. |
Receiving project plan from project manager |
2. |
Maintaining project plan - NB! Any changes to the project plan may only take place on the basis of an approved change request. |
3. |
Drawing up reports, e.g. status report and report of overdue work |
4. |
Distributing status and progress report to the approved distribution list |
| |
Financial administration |
1. |
Keeping the project budget updated |
2. |
Providing financial reports (budget vs actual expenditure) |
| |
Administration of change requests |
1. |
Each team member has the template for a change request. |
2. |
The team member sends the change request to the project administrator |
3. |
Recording the change request in the change request statement |
4. |
Allocating a number to the request |
5. |
Arranging a meeting to discuss the request or add a permanent item to the agenda of the regular meetings for dealing with change requests. |
6. |
Preparing the documentation for the meeting |
7. |
Updating the change request statement with the outcome of the meeting (e.g. approved, or first do an impact analysis) |
8. |
Updating the project plan after the request has been approved |
| |
Processing time sheets |
|
Additional documentation: |
|
Process: How to handle time sheets |
|
Template: Time sheets |
