Content
Electronic and Web-based Through Life Management Plans (TLMPs)
Is an electronic TLMP appropriate for your project?
There are a number of ways of delivering a Through Life Management Plan, with the most obvious solution being a paper-based TLMP that is updated regularly. This suits some projects, but for the larger and more complex projects the amount of information involved might warrant the development of an electronic solution.
If it is evident that an electronic solution is necessary it should be planned from the early stages of the project. However, it may be appropriate to start with a simple paper-based solution in the early project phases before migrating to an electronic solution as the information management task grows with project maturity.
Is a web-based solution advisable?
If an electronic solution is considered necessary it is recommended that it is web enabled.
Web technology offers the benefits of a ‘live’ solution to the problem, Stakeholders can share current information, access can be controlled, the data can be more easily managed and updated, and its configuration controlled.
Web enabling can also make it easy to link to more detailed information sources, as well as subordinate plans, thereby avoiding the need to include excessive detail in the TLMP itself
Characteristics of a web-based TLMP
- It should be available to all IPT members, and where possible all key stakeholders, as a common desk-top tool.
- The top level of the TLMP will be a set of navigation pages accessed from the IPT or project portal / website. These will lead users to the section of the TLMP they are seeking.
- The bulk of the content resides below the navigation pages in a suite of documents that contain information provided by section sponsors.
- Section sponsors will produce summary documentation and access to live project information they are using in their day-to-day work. The summary will roll-up all the key elements in their area of the programme. The linked documents below it provide access to the detailed working data such as management plans, project schedules, databases, risk registers and project diaries.
- An efficient and automated configuration control process is essential. Source files and linked documents should be placed in a controlled TLMP directory with the owner having write access and all others having read-only access. The structure should be such that each time the owner makes an approved change to the master version of a document it will automatically become available to those accessing the TLMP.
Advantages of a web-based TLMP
- It can be structured so that it fulfils most of the functions of a Business Information System. Gives all IPT members a single point of entry to a large volume of business information.
- TLMP information is ‘live’. Once implemented, the task of keeping TLMP information up-to-date is much simplified.
- It greatly increases the visibility and utility of the TLMP for the whole team.
- It helps build a TLM approach into all IPT business processes that link to the TLMP.
- It can help rationalise and reduce the quantity of planning documentation.
- Use of a common TLMP framework helps identify gaps in plans that may not otherwise be apparent.
Issues with a web-based TLMP
- It is most suited to mature programmes (post Main Gate or In Service) and large projects or large IPTs with a large number of TLMP users.
- IT connectivity to stakeholders. Local IT issues may make it difficult for off-site stakeholders to have on-line access to TLMP data - alternative access arrangements may have to be found.
- It needs a large initial investment of effort and resource to set up the IT solution and to migrate existing documentation into the new directory structure.
- Maintaining good configuration control is crucial - this requires efficient processes and a dedicated role. But the long term business benefits should far outweigh this overhead once the TLMP is operational.
- There is a danger of the TLMP becoming no more than an IT ‘data warehouse’, rather than a true strategic through life plan. All objectives, strategies and plans that are incorporated in the TLMP should pass the test of being ‘whole system’ and ‘whole life’.
- If a project is due to transition to another organisation then the future transfer of the TLMP onto their systems must be planned for.
