PROJECT DIARY OUTLINE

1. A "Project Diary" should contain the following sections:
   • a copy of the proposal for the project if one was written,
   • a copy of the project contractual agreement if one exists,
   • a time line or PERT chart for the project,
   • a project budget,
   • copies of vendor contracts for subcontracted work,
   • copies of the project status reports issued weekly or at other intervals,
   • copies of sign-off forms used to obtain client sign-off on major milestones,
   • copies of correspondence related to the project,
   • a project team organizational chart or roster,
   • copies of development activity logs from project team members,
   • receipts for expenses and copies of invoices related to the project, and
   • copies of any other documents related to the personnel, budget, or schedule of the project.

2. A three-ring binder is usually the best method of maintaining the diary.

1. Project Proposal - The funding for most interactive multimedia projects is obtained when companies compete via a Request for Proposals (RFP) process. Suppose a corporation wants to have an interactive multimedia (IMM) information system developed for use by its employees to help them better understand the options they have for retirement plans, health benefits, etc. The corporation could ask its own internal Human Resources Development (HRD) department to develop the interactive information system, but because the HRD department has never produced such a program before, the corporation decides to release an RFP in search of a contractor to develop a prototype IMM system. Several multimedia development companies competed for the contract by writing proposals. In the best of circumstances, the winning proposal is selected because it represents the best balance of quality, originality, and cost-effectiveness. A copy of the proposal should definitely be part of any Project Diary.

2. Usually, after winning a RFP competition, a formal contract is written that describes the "deliverables" for a project such as a CD-ROM with the prototype IMM system pressed on it, installation instructions, and maintenance guidelines. The contract will also probably spell out the budget and time line for the project including any interim deliverables (e.g., a script), major milestones, payment schedule, and so forth. Obviously, such a contract is an important part of a Project Diary.

3. In addition to any schedules or time lines included in the project contract, the project manager may also develop internal time lines or charts to help keep track of the schedule of the project and major accomplishments. Project management software such as MacProject II or Harvard Project Manager can be very useful in this area. These programs can be used to develop PERT charts that help plan, track, and manage the progress of a project.

4. In addition to the budgetary information in the project contract, a manager will usually maintain spreadsheets that help plan, track, and manage the financial resources of a development project. Spreadsheet program are available in integrated software packages such a ClarisWorks. Or a special spreadsheet program such as Microsoft Excel may be used. Copies of financial spreadsheets should be kept in the Project Diary.

5. It is rare that a project team will have every type of expertise and experience needed to construct an interactive multimedia project, and so often times it is necessary to contract others (called vendors) for special services such as video editing. Also, even if you do have the internal expertise, it is sometimes less expensive to contract out certain aspects of a large scale development project. Copies of vendor contracts for subcontracted work are important elements of a Project Diary.

6. Project status reports should be issued at weekly intervals or on the occasion of the completion of some major milestone. Copies of your status report should be maintained in the Project Diary.

7. Obtaining client sign-off on major milestones of a project is an important function of the manager. Copies of sign-off forms should be kept in the Project Diary.

8. It is a good practice to keep copies of any correspondence (e.g., letters or internal memos) related to the project in the Project Diary.

9. An organizational chart or roster describing the team members assembled for the project and indicating their inter-relationships may be useful, especially in large scale projects in which personnel may not know the roles and responsibilities assigned to others. Whatever kind of chart or roster is used, a copy should be in the Project Diary.

10. Development activity logs should be maintained by all project team members and tabulated by the project evaluator or manager. Time data will be invaluable in accounting for the resources used in completing this project. It may be even more useful in planning for the next project. Copies of this data should be included in the Project Diary.

11. Copies of receipts for expenses and invoices for services should be maintained in the Project Diary.

12. Copies of any other documents related to the personnel, budget, or schedule of the project should be included in the Project Diary.

NOTE: Although the above implies that a Project Diary should be kept in a three-ring binder, it is possible to keep everything in an electronic format provided sufficient back-up procedures are followed.