Hello together,
I am currently building a new folder structure for project in my company and I would like to follow PMP processes. Unfortunately, I find it difficult to implement the structure according to the processes. Do you have an idea how I can create a standardized folder structure for projects?
How are your projects organized? For example, do you track them by business unit or company strategy/portfolio? Without knowing more about your company structure, that is where I would start.
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1 reply by Sabrina Lentini
Aug 31, 2021 4:48 AM
Sabrina Lentini
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Hi Aaron,
thanks for the answer. Actually it' s a little company. The projects I manage are usually directly with the managing director. Since the company is in the start-up phase, they are mostly company-wide software implementations with tendering procedures, etc....
I would suggest that a file folder structure doesn't scale well to larger teams of PMs. Having consulted with and run a few PMOs, I can tell you that it is very difficult to get consistent usage of a defined structure. A better approach is to get agreement on a minimal set of "fit for purpose" artifacts and then rely on file search capabilities to locate one. An even better approach is to go with a wiki or similar information repository where you can benefit from much stronger search capabilities, hyperlink features and the ability to move from being project-centric to value stream-centric...
Kiron
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1 reply by Sabrina Lentini
Aug 31, 2021 4:52 AM
Sabrina Lentini
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Hi Kiron,
actually we will soon have a ECM-system, that's why I am rethinking the current folder structure to make it easier to transfer the files to the ECM system. Do you have an example for me of how you choose keywording for your projects?
Thanks!
Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
In the case of my actual work place, folder structure is aligned with out project governance process because what corporate audit need is to find there deliverables approvals according to the governance process. This is totally independent of the project life cycle we use. Saving Changes...
How are your projects organized? For example, do you track them by business unit or company strategy/portfolio? Without knowing more about your company structure, that is where I would start.
Hi Aaron,
thanks for the answer. Actually it' s a little company. The projects I manage are usually directly with the managing director. Since the company is in the start-up phase, they are mostly company-wide software implementations with tendering procedures, etc.... Saving Changes...
I would suggest that a file folder structure doesn't scale well to larger teams of PMs. Having consulted with and run a few PMOs, I can tell you that it is very difficult to get consistent usage of a defined structure. A better approach is to get agreement on a minimal set of "fit for purpose" artifacts and then rely on file search capabilities to locate one. An even better approach is to go with a wiki or similar information repository where you can benefit from much stronger search capabilities, hyperlink features and the ability to move from being project-centric to value stream-centric...
Kiron
Hi Kiron,
actually we will soon have a ECM-system, that's why I am rethinking the current folder structure to make it easier to transfer the files to the ECM system. Do you have an example for me of how you choose keywording for your projects?
Thanks!
...
1 reply by Kiron Bondale
Aug 31, 2021 10:18 AM
Kiron Bondale
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Sabrina -
I'd start with your information organization or reporting needs. Then, use the bare minimum taxonomy needed to meet that and evolve it over time.
A very simple taxonomy could be governance vs. delivery. The former will be used for information supporting control objectives whereas the latter is for information supporting delivery objectives.
actually we will soon have a ECM-system, that's why I am rethinking the current folder structure to make it easier to transfer the files to the ECM system. Do you have an example for me of how you choose keywording for your projects?
Thanks!
Sabrina -
I'd start with your information organization or reporting needs. Then, use the bare minimum taxonomy needed to meet that and evolve it over time.
A very simple taxonomy could be governance vs. delivery. The former will be used for information supporting control objectives whereas the latter is for information supporting delivery objectives.
Kiron Saving Changes...
Thomas WalentaGlobal Project Economy ExpertHackenheim, Germany
Sabrina,
you could go with a simple structure of the 5 process groups initiating, planning, executing, monitoring and controlling and closing for project management artefacts. The project product would be documented either in a separate configuration mgmt system or under the folder execution.
The 5 process groups exist also in PMBoK Guide ed7, as a model.
At IBM 20 years ago, we had a 12 folder structure called project control book (PCB). Let me know if you want to see it.
Folder structures typically follow some type of WBS. You will never find an ideal structure, because ideal depends on different job roles and how they use the information. How people use the information looks a lot like a matrix organization structure. Some want information related to specific functions (the WBS of the performing teams), while others want information related to project management oriented activities (the WBS of the project and business management teams).
As the prime user/architect of a folder structure, I will generally use something similar to the process groups as Thomas described because that aligns to my WBS. Bear in mind, that they are not strictly a sequence of phases. For example you will initiate new changes later in a project as more is known. Regardless, I am using information in phases so I generally want my information organized by time-frame.
Other information does not fit so neatly into time-frames. Reference documents and ongoing processes like change management may have a folder structure outside the project/phase based structure. This is similar to if you had a spreadsheet and have a table of constants that can be referenced by many formulas throughout the spreadsheet. A master schedule of the whole project, product requirements, or management processes get their own logical organization structure and are "matrixed" into the project-focused file structure since they span multiple phases.
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1 reply by Sabrina Lentini
Sep 06, 2021 6:33 AM
Sabrina Lentini
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Thank you very much for your detailed answer. I think I'm gonna try it in a similar way.:)
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