Project administrator

Network structure and naming conventions

General guidelines

1.

All project information is saved under the name of the relevant project.

2.

Exceptions: Information on completed projects and initiation documentation, as this information is saved on the space reserved for this.

3.

Only ONE person, usually the project administrator, has writing access to the relevant project network space.

4.

All users have reading access to the project network space. Information files that must not be visible to all users must be protected by a password.

5.

Abbreviations used in file names:

File	Abbreviation		Body	Abbreviation
Initiation	ini		Executive committee	Exco
Budget	budget		Steering committee	SC
MSProject	ms		Projects' Board	PB
Risks and issues log	ril
Change request	CR
Completion report	complete
Decision log	DL

Network structure

Folder

Subfolders

File name

What is the folder for

ProjectName

The name and abbreviation are allocated by the Projektus office in collaboration with the project manager.

-

Abbreviated project name

Administration

Most of the administrative information is saved here.

Budget

Budget information is updated here.

budgetProjectName.xls

Abbreviation for Budgte + Project name.xls

Change requests

NumberCRProjectName.xls

Number + Abbreviation for change request + Project name.xls

ProjectPlan

Active

A copy to be used for updating is stored here

msProjectName.mmp

Abbreviation for MS Project + Project name.mmp

Signed-off

This is where the signed off baselined plan is saved

planProjectName.xls

Abbreviation for Planning + Project name.xls

RiskLog

rilProjectName.xls (hooflęer)

Abbreviation for risk log + Project name.xls

actionRisknrProjectName.xls

Abbreviation for action + Risk number + Project name.xls

Time sheets (received in Excel – saved weekly under specific month)

01January

02-06Jan03Resourcename.xls

Date + Resource name.xls

02February

02-06Feb03Resourcename.xls

Date + Resource name.xls

Application

Once the project has been approved and the documentation signed off, the information is moved. The risk statement becomes part of the project environment.

-

iniProjectName.xls

Abbreviation for Initiation + Project name.xls

Deliverables

Active

For deliverables not yet approved

Training01ProjectAbbreviation.doc

Abbreviation for Deliverable + Version + Project Abbreviation.doc

Completed

For deliverables already signed off

TrainingProjectAbbreviation.doc

Abbreviation for Deliverable + Project Abbreviation.doc

Reports

AgendasMinutes

For decision logs, agendas

SCDL03Jan03ProjectName.xls

Abbreviation for body + type of body + Date + Project name.xls

Closure

For the closure report at the end of a project

completeProjectName.xls

complete + Project name.xls

Status

For status reports to various bodies

SCstatus03Jan03ProjectName.xls

Abbreviation for body + status + Date + Project name.xls