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Jeddah March 20, 2006

GACA PROGRAM MANAGEMENT OFFICE “For a Better Future”. PMO DOCUMENT REPOSITORY M ANUAL VERSION 2.1. Jeddah March 20, 2006. This document is confidential and is intended solely for the use and information of the client to whom it is addressed. Table of Contents. Introduction

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Jeddah March 20, 2006

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  1. GACA PROGRAM MANAGEMENT OFFICE “For a Better Future” PMO DOCUMENT REPOSITORY MANUAL VERSION 2.1 Jeddah March 20, 2006 This document is confidential and is intended solely for the use and information of the client to whom it is addressed.

  2. Table of Contents Introduction Document Repository Access Rights

  3. Introduction

  4. The “PMO Document Repository Manual” is a user guide to the PMO document repository structure, content and access rights • The “PMO Document Repository Manual” is a user guide to the PMO document repository : • Structure: Folder structure of the document repository • Content: The PMO tools and template contained in each folder • Access Rights: Read and write access rights for all users and folders • The key objective of this reference manual is to act as a reference and training manual for the PMO document repository at GACA, which enables PMO members to access a common and updated set of PMO templates, registers, reports and user manuals • The target audience for this reference manual are the PMO team members, PMO project coordinators and GACA project managers • This manual helps the user to locate all PMO templates, registers, reports and user manualsreferenced in the “PMO Reference Manual” and the “Project Management Highlights Manual” on the PMO document repository

  5. PMO Reference Manual (PMO Processes and Frameworks) PMO Document Repository Manual (PMO Tools and Templates) 1 Program GACA Program Management Project Groups 9 25 Projects Project Milestones ~ 1,000 Project Management Project Management Highlights Manual Detailed Work steps > 10,000 Other Project Management Manuals, e.g. PMI Training Manuals PMIS User Manuals (Primavera) This manual helps the user to locate all PMO tools and templates referenced in the “PMO Reference Manual” and the “Project Management Highlights Manual” GACA Program and Project Management Manuals Process Manuals Tool Manuals ILLUSTRATIVE

  6. The PMO document repository is structured as a matrix of projects and PMO processes ILLUSTRATIVE Repository Snapshot 0 I II III IV V VI VII VIII IX

  7. 5 6 # 6 # 1 5 1 5 4 3 3 2 3 2 4 3 2 4 1 1 1 4 6 4 1 5 # # 6 2 1 - 12 6 1 6 All PMO templates, registers and reports are placed in the PMO folder and organized by process PMO Folder Contents 0 1 2 3 4 5 6 7 Miscellaneous Project Additions Interdependency Management Issue Management Risk Management Project Changes Progress Reporting Communication Management 0 • PMO Reference Manual • Project Management Highlights Manual • Other Project Management Manuals • PMIS User Manuals • Impact / Dependency Matrix • Management Maturity assessment • Interdependency template • Interdependency Register • Issue template • Issue Register • Risk template • Risk Register • Project change request template • Project change details template • Project change Register • Milestones input template • Progress Report template • Weekly Progress Reports • WBS and Activities Template • Monthly Newsletter • PMO communications • Presentations PMO Folder Reference to the PMO Reference Manual Reference to the Project Management Highlights Manual

  8. 3 2 4 1 6 1 5 4 # # 1 6 1 4 # # 1 1 1 2 4 4 4 1 1 1 1 2 2 1 3 Reference to the PMO Reference Manual Reference to the Project Management Highlights Manual Project specific project documentation and completed templates are placed in their respective project folders and organized by process Project Folder Contents 0 1 2 3 4 5 6 7 Miscellaneous Project Additions Interdependency Management Issue Management Risk Management Project Changes Progress Reporting Communication Management I • Project Presentations • GACA Project Summary • Relevance / Dependency assessment • Project Charter • Business Case • Project Team • Project Plan • Project Calendar • Raised interdependen-cies • Raised issues • Raised risks • Raised change requests • Milestones inputs • PMO Progress Reports • Primavera Progress Report • Newsletter contributions • Communications with PMO Project Folders 1 4 4 1 5 4 IX

  9. Document Repository Access Rights

  10. R Read access RW Read / write access N No access Access Rights – Steering Committee ILLUSTRATIVE Group Members • Deputy VP xxx Group Profile • Strategic Transformation Program (STP) sponsor • Read access to all documentation within the repository

  11. R Read access RW Read / write access N No access Access Rights – PMO Manager ILLUSTRATIVE Group Members • xxx Group Profile • STP PMO Managers • Read / write access to PMO documentation • Read access to all documentation within the repository

  12. R Read access RW Read / write access N No access Access Rights – PMO Coordinator 1 Group Members • xxx Group Profile • PMO Coordinator • Read / write access to all PMO documentation • Read / write access to project documentation within coordination responsibilities: • Organization Redesign & PPP (Organization Redesign; Pilot Organization Implementation) • ERP • IT Infrastructure • Customer Service • Change Management • Read access to all other documentation

  13. R Read access RW Read / write access N No access Access Rights – PMO Coordinator 2 Group Members • xxx Group Profile • PMO Coordinator • Read / write access to all PMO documentation • Read / write access to project documentation within coordination responsibilities: • Organization Redesign & PPP (PPP Implementation) • Full Audit • GIS • Water O&M Supervision • Kits Distribution • Read access to all other documentation

  14. R Read access RW Read / write access N No access Access Rights – GACA PMO Coordinator 1 Group Members • xxx Group Profile • GACA PMO Coordinator • Read access to projects within coordination responsibilities: • Organization Redesign • Pilot Organization Implementation • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  15. R Read access RW Read / write access N No access Access Rights – GACA PMO Coordinator 2 Group Members • xxx Group Profile • GACA PMO Coordinator • Read access to projects within coordination responsibilities: • Full Audit Riyadh • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  16. R Read access RW Read / write access N No access Access Rights – GACA PMO Coordinator 3 Group Members • xxx Group Profile • GACA PMO Coordinator • Read access to projects within coordination responsibilities: • Full Audit Jeddah • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  17. R Read access RW Read / write access N No access Access Rights – GACA PMO Coordinator 4 Group Members • xxx Group Profile • GACA PMO Coordinator • Read access to projects within coordination responsibilities: • Full Audit Madinah • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  18. R Read access RW Read / write access N No access Access Rights – GACA PMO Coordinator 5 Group Members • xxx Group Profile • GACA PMO Coordinator • Read access to projects within coordination responsibilities: • Full Audit Eastern Province • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  19. R Read access RW Read / write access N No access Access Rights – GACA PMO Coordinator 6 Group Members • xxx Group Profile • GACA PMO Coordinator • Read access to projects within coordination responsibilities: • ERP Design • ERP Implementation • Data Cleansing • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  20. R Read access RW Read / write access N No access Access Rights – GACA PMO Coordinator 7 Group Members • xxx Group Profile • GACA PMO Coordinator • Read access to projects within coordination responsibilities: • WAN Connectivity • Data Centers LAN Upgrade • IVR Implementation • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  21. R Read access RW Read / write access N No access Access Rights – GACA PMO Coordinator 8 Group Members • xxx Group Profile • GACA PMO Coordinator • Read access to projects within coordination responsibilities: • Customer Service Centers Design • Customer Service Centers Construction • CRM Design • CRM Implementation • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  22. R Read access RW Read / write access N No access Access Rights – GACA PMO Coordinator 9 Group Members • xxxx Group Profile • GACA PMO Coordinator • Read access to projects within coordination responsibilities: • GIS Assessment & Design • GIS Implementation • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  23. R Read access RW Read / write access N No access Access Rights – GACA PMO Coordinator 10 Group Members • xxx Group Profile • GACA PMO Coordinator • Read access to projects within coordination responsibilities: • Water O&M Supervision Assessment & Design • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  24. R Read access RW Read / write access N No access Access Rights – GACA PMO Coordinator 11 Group Members • xxx Group Profile • GACA PMO Coordinator • Read access to projects within coordination responsibilities: • Change Management Diagnosis & Design • Change Management Implementation • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  25. R Read access RW Read / write access N No access Access Rights – GACA PMO Coordinator 12 Group Members • xxx Group Profile • GACA PMO Coordinator • Read access to projects within coordination responsibilities: • PPP Implementation • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  26. R Read access RW Read / write access N No access Access Rights – GACA PMO Coordinator 13 Group Members • xxx Group Profile • GACA PMO Coordinator • Read access to projects within coordination responsibilities: • Water Conservation Distribution Kits • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  27. R Read access RW Read / write access N No access Access Rights – Project Manager (ERP Example) Group Members • xxx Group Profile • Project Manager • Read access to own projects : • ERP • Read access to PMO material such as the PMO handbook, issue, risk templates, training material, etc.

  28. I Organization Redesign & PPP G Project Group Number (in Roman numerals) 1 Organization Redesign P Project Number 3 Issue Management Process S Process Number Issue Issue DES File name description* 04 Issue number 4 # File name identifier 050613 2005 June 13 YYMMDD Date uploaded to repository All PMO documents within the repository will have to adhere to the file naming convention developed Format Example G.P-S DES##YYMMDD I.1-3 Issue04050613 Note: (*) Some standard file names are: Issue, Issue Register; Risk, Risk Register; Change, Change Register; Progress Report; Milestones input

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