The Program Management Office of the international division of a major insurance company had developed a series of best practices for the management of information systems projects. Each best practice was comprised of an overview description, one or more templates for implementing the best practice, and instructions for each template. The entire series was packaged as a paper document.
The documents were distributed in briefing sessions to project managers and management. As the best practices were implemented the templates and instructions were also e-mailed to project managers as they needed them.
Version control became a problem within a matter of months as the templates and instructions were updated and improved. Also, follow-up training that was focused on specific best practices was supplemented with presentation materials that were not part of the initial paper-based distribution.
All existing materials and new resources were consolidated in the project management best practices intranet site. All version control problems were eliminated. The e-mailing of templates and other materials was replaced with links to the best practices intranet site. Users benefited from access to current resource materials and links to additional best practices materials within the corporation. Maintenance of the materials was simplified. New internal and external resources were added to the site more readily and users were notified of those new resources via automated updates.