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Project Plans

Purpose: A project plan is a formal, approved document used to guide both project execution and project control. The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among project stakeholders, and document approved scope, cost, and schedule baselines.

Value: Project management using project plans can provide value in the following ways:

  • Deliver consistent results
  • Reduce costs
  • Increase efficiencies
  • Improve customer and stakeholder satisfaction
  • Provide a competitive advantage

Sample Contents: The project plan typically covers topics used in the project execution system and includes management of the following main aspects:

  • Scope
  • Requirements
  • Schedule 
  • Financials 
  • Quality
  • Resources
  • Stakeholders
  • Communications
  • Project change
  • Risk
Request For Proposal

Purpose: A request for proposal (RFP) is a document that solicits a proposal, often made through a bidding process, by an agency or company interested in procurement of a commodity, service, or valuable asset, to allow potential suppliers to submit business proposals.

Value: Written effectively, an RFP can be advantageous for obtaining 1) best value and 2) lowest price, for 3) technically acceptable procurements.

Sample Contents: Contents of an RFP may vary according to industry, but most RFPs contain:

  • Cover Page
  • Introduction
  • Important Dates
  • Instructions to Bidders
  • Scope of Work
  • Questions for Bidders
  • Cost Proposal
  • Evaluation Criteria
  • Forms and Attachments
  • Project Management
Six Sigma

Purpose: Six Sigma (6σ) is a suite of techniques and tools for process improvement. Six Sigma strategies seek to improve the quality of the output of a process by identifying and removing the causes of defects and minimizing impact variability in business processes.

Value: Successful application of Six Sigma techniques can help to improve the effectiveness and performance of business processes.

Sample Contents: The Six Sigma project methodology has five phases:

  • Define the system
  • Measure key aspects of the current process
  • Analyze the data to investigate and verify cause-and-effect relationships
  • Improve or optimize the current process based upon data analysis
  • Control the future state process to ensure that any deviations from the target are corrected before they result in defects
System Admin Guides

Purpose: A system administration guide is used by an enterprise’s System Administrator as an operations guide – containing detailed instructions on how to setup, configure, deploy and administer the enterprise’s platforms and applications.

Value: By using the guide, system administrators are able to ensure that the installation, resources, security and performance of the computers they manage meet the needs of the company, and the users of its systems and applications.

Contents: Sections in the guide may vary according to the particular needs of the organization, but most guides will contain a majority of these topics:

  • System setup and configuration
  • Database administration
  • User group accounts and privileges
  • Server administration
  • Printer administration
  • Security procedures
  • Data maintenance and backup
  • Product integration
  • Data recovery and troubleshooting
Training Materials

Purpose: Training materials are an essential component of an effective human resources training program. 

Value: Well-constructed training manuals provide written training content, enabling departmental functions in the absence of key employees, providing new employees with valuable information and codifying workplace rules and guidelines.

Sample Contents: Depending on the learning objectives and length of the training program, training materials may include workbooks, instructions, charts, training manuals, computer-based lessons and information or programs useful in training or educating an employee or student, including such materials as are made available in print, electronic media, online or otherwise.

UAT Scripts

Purpose: User Acceptance Testing (UAT) is a type of testing performed by the end user or the client using executable scripts to verify/accept the software system before moving the software application to the production environment. UAT is performed as the last stage of a system implementation.

Value: Well-crafted UAT scripts are a critical component of a successful UAT, guaranteeing that all possible conditions have been thoroughly tested.

Sample Contents: UAT scripts, based on user story related scenarios, contain test cases for how the system should behave when a particular user role performs a specific action. Individual test cases are scored pass / fail according to whether the actual test results are consistent with expected results.

UML Diagrams

Purpose: UML diagrams are model-based representations of an enterprise’s key features based on the UML (Unified Modeling Language). They visually convey significant features of, and interactions among, the enterprise, its main actors, and its systems.

Value: Use of UML diagrams ensures that the representations of an enterprise’s key functions and systems – based on iconic models – can help to avoid the ambiguities inherent in languages.

Types of Diagrams: UML provides for 14 unique diagram types, of which 5 of the most popular include:

  • Class diagram (data entities and their relationships)
  • Use case diagram
  • Activity diagram
  • Sequence diagram
  • State machine diagram
White Papers

Purpose: A white paper is a persuasive, authoritative, in-depth report on a specific topic that presents a problem and provides a solution. Marketers create white papers to educate their audience about a particular issue, or explain and promote a particular methodology. White papers are data-centric, text-heavy business documents.

There are three kinds of white papers:

  • with a social or political focus
  • used to market IT products
  • to present scientific or technical research findings

Value: The white paper allows the reader to understand an issue, solve a problem, or make a decision. 

Sample Contents: Sections in the white paper may vary according to the particular needs of the organization, but most white papers will contain a majority of these topics:

  • Title page
  • Table of contents
  • Executive summary and identification of the problem
  • Research and key takeaways
  • Solutions
  • Product / service description
  • About the business
Workflow Process Maps

Purpose: A workflow process map provides a concise visual layout of repeatable business processes. It allows for the representation of the various tasks involved, as well as their sequencing, associated information flows and relevant external events.

Standard operating procedures (SOPs) document the breakdown of processes into discrete steps, providing executable details that can be followed explicitly.

Value: A workflow process diagram informs and contributes to the accurate, comprehensive understanding of an organization’s business processes. It can serve to highlight bottlenecks and other pain points, and to facilitate the reengineering of those processes.

Sample Contents:

  • Processing steps (activities)
  • Significant events
  • Data flows, message flows
  • Decision points, with business rules
  • Roles and responsibilities of participating parties