Project Templates Guidance

Transcription

1 This is an official Northern Trust policy and should not be edited in any way Reference Number: NHSCT/11/389 Target audience: The Project Template Guidance applies to all staff using ISPO Project Templates. Sources of advice in relation to this document: Grace Irwin, Assistant Director Informatics Wilbert Allen, Information Systems Programme Manager Replaces (if appropriate): Previous NHSCT (NHSCT/10/257) Type of Document: Directorate Specific Approved by: Grace Irwin, Assistant Director Informatics Date Approved: 12 February 2011 Date Issued by Policy Unit: 10 March 2011 NHSCT Mission Statement To provide for all, the quality of service we expect for our families, and ourselves..doc Page 0 of 12

2 .doc Page 1 of 12

3 TABLE OF CONTENTS 0 DOCUMENT CONTROL Document History Document Purpose Document Location Document Scope INTRODUCTION SAVING TEMPLATES NAMING CONVENTION PROJECT LOGS Closed Items Headers & Footers PROJECT DOCUMENT TEMPLATES Front Page Styles and Table of Contents Document Control Headers & Footers...9 Appendix 1 - GUIDANCE ON APPLYING STYLES AND CREATING A TABLE OF CONTENTS...11.doc Page 2 of 12

4 0 DOCUMENT CONTROL 0.1 Document History Version No Date Comment 0_1Draft 03/12/2007 First draft. 0_2Draft 12/12/2007 Produced following review by Programme Dept staff. 0_3Draft 20/12/2007 Further developments to the document. 1_0 21/12/07 Final version. 2_0 23/04/08 Updates made to reflect Policy Approval Unit procedure & Programme dept review of templates. 2_1 22/01/10 Updated following creation of new template and minor change to front page of document templates. 3_0 08/02/11 Updated following review and now includes general guidance. 0.2 Document Purpose The purpose of this document is to provide guidance on the use of the Northern Health and Social Care Trust project templates. 0.3 Document Location The latest version of this document can be obtained by contacting 0.4 Document Scope This document focuses on the NHSCT project logs and documents for which a standard template has been created and some examples are listed below. The templates are available on Staffnet under the Information Systems Programme Office section. Templates for documents such as Minutes, Agenda, Letter, Fax, are not within the scope of this document, as they are being looked at as part of the Trust Records Management Project. Project Logs: Action Log Change Request Log Decision Log Issue Register Lessons Learned Log Project Contact Details Project Documents: Communication Plan Document Review Form End of Project Report Highlight Report Implementation Approach Lessons Learned Report.doc Page 3 of 12

5 Risk Register Project Brief Project Initiation Document (PID) Requirement Specification Test Plan.doc Page 4 of 12

6 TARGET AUDIENCE The Project Template Guidance applies to all staff using ISPO Project Templates. Equality, Human Rights and DDA This policy has been drawn up and reviewed in the light of Section 75 of the Northern Ireland Act (1998) which requires the Trust to have due regard to the need to promote equality of opportunity. It has been screened to identify any adverse impact on the 9 equality categories and no significant differential impacts were identified, therefore, an Equality Impact Assessment is not required. Alternative formats This document can be made available on request on disc, larger font, Braille, audiocassette and in other minority languages to meet the needs of those who are not fluent in English. Sources of Advice in relation to this document The Policy Author, responsible Assistant Director or Director as detailed on the policy title page should be contacted with regard to any queries on the content of this policy..doc Page 5 of 12

7 1 INTRODUCTION Each of the project templates are based on one of two general templates. The project logs are based on the latest Project Log Template and the document templates are based on the latest Project Document Template. Part 4 of this document lists the project logs and a brief description of what should be included in each along with some information on headers and footers and managing closed items. Detail of the information to be included in the various project documents is provided in part 5 of the document, along with information on headers & footers, styles and tables of contents. Part 2 of the document provides information on saving templates and part 3 gives guidance on the naming convention for documents and logs. The PRINCE2 manual 1 provides more detailed information on the purpose, derivation and quality criteria for project logs and documents. 2 SAVING TEMPLATES Prior to using any of the project templates, it is necessary to save them into the Templates folder on your computer. To save the template correctly, the following steps should be taken: 1. Open the template 2. Choose File from the menu bar and select Save As. 3. From the drop down list in the Save in box select Local Disk (C:) 4. Select Program Files 5. Select Microsoft Office 6. Select Templates 7. Ensure that Save as type is Document Template 8. The File name should be Title_DocumentType_Version e.g. ActionLog_Template_V1_0 (see section 3 below for more information on the naming convention). 9. Click on Save 10. Close the template The steps outlined above should only be required once. 3 NAMING CONVENTION The Northern Health and Social Care Trust Guidance on Naming Convention (Draft) states that the naming convention consists of 3 compulsory elements:- Title_DocumentType_Version Title: In the case of project documents and project logs, the title will usually be the name of the project. 1 Managing Successful Projects with PRINCE2, Office of Government Commerce (OGC), 2009 Edition..doc Page 6 of 12

8 Document Type: Document type will be one of the following: Action Log Change Request Log Decision Log Issue Register Lessons Learned Log Project Contact Details Risk Register Communication Plan Document Review Form End of Project Report Highlight Report Implementation Approach Lessons Learned Report Project Brief Project Initiation Document (PID) Requirement Specification Test Plan Version: In the case of project documents and logs, this is the version number, V0_1Draft, V0_2Draft, V1_0 etc. For project logs, it is optional to record the date the log was last updated and this would be added to the start of the naming convention as YYYYMMDD. Examples: Project document: PAS_PID_V1_0 Project log: _PAS_ActionLog_V1_0 Please refer to the Northern Health and Social Care Trust Guidance on Naming Convention document for further information. Factsheets are available on Staffnet. 4 PROJECT LOGS Each template document describes what needs to be entered in each section. 4.1 Closed Items This section applies to the Action, Change Request, Issue and Risk Registers; Closed Log templates are available for each of these. Following a project meeting, any items in a log which are closed at the meeting should be moved to the Closed Log section, located below the active log. This enables any members that were not at the meeting to easily access and note the closed items. After the next project meeting, the items in the Closed Log section should be moved to the relevant Closed Log document, which is held on a separate file. This will prevent the active log document from becoming too lengthy. Closed items should retain the same number as was allocated in the active log..doc Page 7 of 12

9 4.2 Headers & Footers The standard footer for project log templates is the filename (left-hand side), date the log was printed (middle) and the page number, recorded as Page X of Y (right-hand side), in Arial italic, size 10 font. The standard header has the Trust name on the left, in Arial italic, size 10 font and on the right, the name of the project (to be inserted) and the name of the log, in Arial bold, font 14. This header and footer should be used on all pages of a log. 5 PROJECT DOCUMENT TEMPLATES Each template document describes what needs to be entered in each section. 5.1 Front Page The front page of the document will include the following information:- Name of section Author Date of Issue Version Project Executive Date of Approval Approved By Peer Review Information to be Inserted Name of Author Date of Issue of the Document Version of the document Name of the Project Executive Date of Approval Name of person/group who approved document Name of Peer reviewer 5.2 Styles and Table of Contents Below is a list of the styles that have been created for the document templates and details of where in the document they should be applied. TOC 1 - Table of Contents Heading. 0 HEADING 1 Main Headings (automatically follows the numbering 0, 1, 2, 3 etc) 0.1 Heading 2 Sub-Headings (automatically follows the numbering 0.1, 0.2, 0.3 etc) BodyText Body Text style APPENDICES HEADER Appendix / Appendices Section Heading APPENDIX HEADING Main appendix headings For guidance on applying the customised styles and creating a Table of Contents from the styles, see Appendix 1..doc Page 8 of 12

10 5.3 Document Control The Document Control section is common to all document templates (except the Document Review Form and the Highlight Report). Name of section Document History Version Number Date Comment Information to be Inserted Version of the document. Date of the document is created. Any comments. 5.4 Headers & Footers The front page of the document template has the Northern Health & Social Care Trust logo in the left-hand side of the header and no footer. The standard footer for all other pages of the document templates is the filename (left-hand side) and the page number, recorded as Page X of Y (right-hand side), in Arial italic, size 10 font. The standard header has the Trust name on the left, in Arial italic, size 10 font and on the right, the name of the project (to be inserted) and the name of the document, in Arial italic, size 10 font..doc Page 9 of 12

11 APPENDICES.doc Page 10 of 12

12 APPENDIX 1 - GUIDANCE ON APPLYING STYLES AND CREATING A TABLE OF CONTENTS Applying Customised Styles To apply the customised styles for the document templates (as listed in section 5.10 of this document), follow the steps below: 1. Type the text in the document as normal 2. Highlight the text created in step 1 above. 3. Choose Style and Formatting from the Format menu or click on the down arrow to the right of the Style Box in the Formatting toolbar. 4. Select the appropriate style from the list. Creating a Table of Contents To create a Table of Contents based on the customised styles: 1. From the Insert menu, select Reference and then Index and Tables 2. Select the Table of Contents tab. 3. Decide on the number of levels that you wish to show in the table of contents. By default, level 1 will map to Heading 1. Level 2 will map to Heading 2 etc 4. Select the Options button and check that only the Headings required for the Table of Contents are selected (i.e. have a TOC Level indicated). 5. If the document contains an Appendix, enter 1 beside the Appendix Header style. 6. Click the OK button. 7. Do not change the default show page numbers and right align page numbers and Tab leader. 8. Click on the OK button..doc Page 11 of 12