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Building a Successful Project Office24 June 2009Template Tips: Building a successful Project Office A Project Office is the physical environment within which the team are based. To successfully build a project office, undertake the following steps:
- Find a suitable location (near staff, with a flexible lease, onsite fit-out and facilities) - Procure office equipment (such as computer hardware, project planning and financial software, projectors, fax machines, printers, scanners, copiers) - Install communications equipment (such as computer networks, email, internet access, remote network dial-up software, mobile phones, laptops and hand-held devices) - Implement project tools (such as planning, time recording and financial tools) - Define project roles (for the Project Director, Manager, Leaders and team) - Document standards and processes (for change, risk, issue and quality management) - Establish project templates (for Initiation, Planning, Execution and Closure) - Communicate the Project Office function to the project team and key stakeholders Project Tips: How to effectively Plan a Project During the Project Planning phase, you will create a suite of documentation used to schedule staff, expenditure and equipment on the project. The following documents should be created:
- Project Plan (outlines the activities, tasks, dependencies and timeframes) - Resource Plan (lists the labour, equipment and materials required) - Financial Plan (identifies the labour, equipment and materials costs) - Quality Plan (provides quality targets, assurance and control measures) - Risk Plan (highlights potential risks and actions taken to mitigate them) - Acceptance Plan (lists the criteria to be met to gain customer acceptance) - Communications Plan (lists the information needed to inform stakeholders) - Procurement Plan (identifies products sourced from external suppliers).
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