Blue Flower

Project Manager's Information Management

This template demonstrates how project managers may use infobrella to integrate information from diverse sources into one integrated solution for immediate access. It complements project management software used by PMs, it does not replace them. Many forms used by PMs e.g. Change Request, Issues, Quality Metrics, Risks, Milestones, Resource Management Plans, Communication Plan, Defects etc. are included in this template.

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Information Tracked:  

  • Project Documents/Plans – Charter; Communication Plan, Resource Management Plan, Lessons Learned
  • Risks, Issue, Change Items
  • Milestone information
  • Metrics

Note:infobrella does not replace existing project management software. It complements them allowing project managers to manage their information that lies outside the project management software.

 

Current Tracking Methodology:

  

  • Microsoft Outlook for email
  • Word documents stored in folders
  • Items in Excel spreadsheets
  • Miscellaneous mental notes from conversations and meetings

 

Problem:

  • Considerable time searching and correlating information from multiple places  - Outlook for email, folders for documents, Excel for item tracking information
  • Loss of time and focus - lost productivity

 

Infobrella Solution:

 

 

 

  • One screen with a complete set of information – No more searching or correlating
    • Create blank forms for tracking items in Forms (Item Type) Pane or use templates provided with infobrella
    • Create folders for project notebook information in the Forms and Folders Pane. Store corresponding filled in forms in these folders.
    • Store/link all email and websites in their ‘Attachment Pane’ and verbal communication or general notes in ‘Notes Pane’

 

Usage Example:

 

  • Communication Plan:

o  Key Messages added

o  Fill in the basic information such as which Stakeholders are targeted, method of communication and frequency

o  Place this filled in form in a ‘Communication Plan’ folder in the Forms and Folders (‘Item Organization’) Pane.

o  Record significant information such as updates to be made in the Item Notes Pane.

o  Attach files, website links or email of significance in the Attachment Pane.

o  All the information about the Communication Plan are now in one place, and viewable immediately when a specific message is highlighted in the Forms and Folders Pane (Item Type). No more looking up a message in a Word document, and then checking for any additional personal notes, such as conversations or preferences.  Since everything isavailable at one glance, on one screen, time and focus is not lost looking up and searching for information in multiple places

o  Information is easy to arrange – for example, sort by Stakeholder.

 

 

 

  • Defect Report

o  Defect items added

o  Fill in basic information such as severity, component involved, target fix and tested dates, etc

o  Place this filled in form in a ‘Defect ’ folder in the Forms and Folders (‘Item Organization’) Pane.

o  Record significant information such as overall target dates in the Item Notes Pane.

o  Attach files, website links or email of significance in the Attachment Pane.

o  All the information about the defects are  now in one place, and viewable immediately when a specific defect is highlighted in the Forms and Folders Pane (Item Type). No more looking up a defect in an Excel spreadsheet or Word document report, and then checking for any related email or additional personal notes, such as conversations or preferences.  Since everything is available at one glance, on one screen, time and focus is not lost looking up and searching for information in multiple places

o  Information is easy to arrange – for example, sort by severity.

 

 

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