Standards for central administration
Contact
Standards for central administration
Based on the success factors, it is important for all projects and major projects that are or will be included in the Vice President for Administration and Finance project portfolio to:
Consider the transparent sub-processes including documents.
These sub-processes and the associated documents apply to major projects and projects in the Vice President for Administration and Finance project portfolio and are shown in the administration portal:
- Producing a project profile (project profile)
- Project application (project proposal and statement from IT services)
- Project planning (work breakdown structure)
- Project implementation (status report)
- Project completion (final project report).
Analysing stakeholders and supporting them closely is also part of the standards.
You can find detailed information under project phases.
Establish adequate project organisation with clear responsibilities.
Every project or major project has a commissioning party, a project manager and a project team. Major projects require a steering committee; this is optional for other projects.
Responsibilities are defined at the start of the project and made clear to all those involved in the project.
More detailed information can be found in the section on project stakeholders and their roles.
Make meaningful and harmonised plans, including for personnel resources, and keep them up to date.
Every project needs a timetable setting out the content and time frames of the project work. Project management reviews this project plan regularly and adapts it wherever necessary in consultation with those involved. Every project also needs temporarily available personnel resources, i.e. colleagues who work on the tasks and work packages.
The plans for the project are finalised in three phases and coordinated with those involved:
- Producing a project profile: content / goals, timelines and necessary person days are roughly estimated and documented in the “project profile”.
- Project application: this estimate is determined based on the main tasks identified. This is documented and made clear based on the “project proposal”.
- Project planning: These plans are then made even more detailed on the basis of a project plan and scheduled milestones. The required person days are worked out from the tasks and work packages identified.
The required person days are agreed between project management, the experts in the project team and their supervisors and must be covered accordingly. Project management is informed of any deviations from this as early on as possible so that plans can be adjusted without harming the project.
If you wish to organise your plans using software, you can use, for example OpenProject.
Project-like tasks should also be planned, implemented and finalised based on this.
You can decide yourself what software and tools to use in your projects. We recommend accessible applications so that as little time as possible has to go into technical training. When all project team members use a tool together, the various functions usually work best.
The web-based OpenProject is available at the UOL. This allows milestones and project plans, for example, to be easily depicted. When all project team members use OpenProject together, the various functions work best.