L140 – Set up / Review Infrastructure

DEFINITION

Ensure that the project’s infrastructure is in place.  A checklist is provided for normal project needs, eg office space and facilities, secretarial support, security passes, access to computer, PCs printers etc.

SUMMARY

• the relevant facilities & equipment are in place and accessible,
• project administration has been addressed,
• the project team is informed of the infrastructural and administrative arrangements.

PATH PLANNING GUIDANCE

DEPENDENCIES

• Detail the Segment Plan (L120)
• Detail / revise staffing / team structure / organisation (L130)

• Following segment tasks involving team members

RECEIVABLES

• Segment Plan
• Project organigramme (organisation and job roles)

DELIVERABLES

• Working environment for the project team

TOOLS

• ITPM Core Guide
• (checklist to be produced)

DETAILED DESCRIPTION OF TASKS

• a suitable location for the project team, for example
• providing ample accommodation for the full team,
• preferably sitting team members in sub-teams and
• with convenient access to key parts of the client organisation such as the project sponsor, the main user department management and staff, the IT department,
• accommodation facilities would include
• desks,
• chairs,
• shelving space,
• lockable filing cabinets,
• safe (if secure information will be handled),
• white boards (per team),
• flip charts,
• access to specialised accommodation, for example
• meeting rooms,
• conference rooms,
• presentation facilities,
• training facilities (with ability to display computer screens and allow hands-on access to computer systems),
• relevant equipment for example
• PCs,
• terminals,
• printers,
• network access,
• personal software required,
• telephones (with outside access),
• some hands-free telephones for conference calls,
• fax machine,
• overhead projector,
• portable “tablet” for displaying computer screens,
• access to general office or accommodation facilities, for example –
• photocopier,
• internal and external mail services,
• electronic mail services,
• coffee, water, vending facilities,
• restaurant,
• toilets,
• car parking,
• sports and social facilities,
• general office supplies, for example
• computer and PC consumables – eg diskettes, paper, print cartridges,
• stationery – eg paper, envelopes, folders, binders,
• overhead projector slide making materials,
• staplers,
• hole punches,
• pens, pencils, erasers, white board and flipchart marker pens
• access to facilities for example
• arranging security passes,
• access to computer room,
• project data included in backup procedures,
• printing services,
• communications services (eg company newspaper),
• pooled typing and secretarial facilities.

• signature authority for project manager and team leaders,
• purchasing procedures, budgets and authorisations,
• systems access – security permissions, usage budget etc,
• interface with computer operations and management staff regarding access levels, service levels, scheduling runs, priorities, special needs, etc
• work day schedules – days worked / standard hours etc,
• arrangements for working outside normal hours – eg
• permission , authorisation and supervision required
• physical access,
• overtime for project and other staff,
• authority needed,
• secretarial and administrative support,
• travel and expenses guidelines,
• communication vehicles,
• interface with client organisation’s premises management department,
• interface with client organisation’s personnel and line management regarding client organisation staff seconded to the project,
• responsibilities for seconded staff, eg appraisals, holiday authorisation,
• general management responsibilities, for example
• timekeeping and attendance monitoring,
• overtime returns,
• telephone usage monitoring.