Document management may include creating and maintaining documentation and ensuring the quality of the documentation.
Depending on the projects, organizational, legal or structural needs, the Business Value Oriented Project Management (BVOPM) office may need a different set of documents and documentation.
Project management documents
A project may need different documents, reports, templates, logs, analysis and many other unlimited preparations activities and tools. Some of the popular traditional project management documents are:
- Project Charter
- Project Plan
- Project Status Report
- Work Schedule
- Work Breakdown Structure
- Gantt Chart
- Communication Plan
- Change Management Plan
- Change Request Form
- Stakeholder Management Plan
- Human Resources Management Plan
- Cost Management Plan
- Risk Management Plan
- Project Budget
- Statement of Work
- Stage end Report
- Project Team meetings log
- Lessons Learned log
- Daily log
- Post Implementation Review
- Project Closing documents
In general, this is an outline of the scope, objectives, business needs, high-level budget, high-level risk and participants in a project. This document outlines the roles and responsibilities in advance, outlines the objectives of the project, identifies key stakeholders and defines the authority of the project manager.
The project plan presents planning assumptions and decisions, facilitates communication between project stakeholders, documents approved scopes, costs, and schedules.
Usual topics in the project plan may include management of:
- Project changes
Project Status Report
It is usually used to update on a regular base project teams, sponsors, stakeholders, customers on the current status of the project. It may contain general information, costs, finished and unfinished tasks, issues, resolutions, risk, further plans and etc.
It may present standard work days, holidays, non-standard working times, tasks and assigned resources.
Work Breakdown Structure
Hierarchical decomposition of the entire project into small components, tasks, goals, phases, and deliverables. It is usually a tree structure that shows a subdivision of the effort needed to reach a goal. This is a good tool for visualizing the needed work and may facilitate budget, time and resources planning.
It is a type of bar chart that illustrates a project schedule and shows the dependency relationships between activities. The Gantt Chart presents the tasks of the project on a vertical axis, and the time required to perform each task is visualized on a horizontal axis.
Usually contains the amount of a worker's time spent on each task.
May contain information about communication channels, participants in planned communication, common topics for discussion, and frequency of conduct. It may be a part of the general Project plan.
Change Management Plan
Lists activities or roles that will require additional focus during the implementation and control phase of a project. It may contain plans for a change of any kind, procedures for responding and integrating change.
Change Request Form
May contain the desired changes on current scope, process, product and involved in the change roles, resources, needs, risks and etc. This form can be filled by external parties or internal teams or project management roles and delivered to others for approval, review or planning.
Stakeholder Management Plan
Describes how stakeholders will be involved in the project. It may include their needs, concerns, limitations and the ability to influence the project, contact information, role, and other specific information. Usually contains only stakeholders with a high interest in the project.
Human Resources Management Plan
The Human Resource Management Plan usually sets out how human resources for the project should be defined, controlled and managed.
Cost Management Plan
The cost management plan is an outline of the project estimation, allocation, and control of the costs of the necessary resources needed so all project activities are eventually implemented.
Risk Management Plan
Possible risks, causes, and consequences may be included. Various responses to different risks are usually pre-defined.
Potential responses to risk may be:
Avoiding – The management and teams change plans to avoid a problem.
Mitigate – The management and teams try to reduce threat impact.
Accept – Accepting the negative impact
Transfer – Outsource risk to third parties that can manage the risk
It may include a breakdown of all project costs, potential future costs, eligible costs, and etc.
Statement of Work
Statement of work is a document that may present legal relationships and may serve as a contract between a client and a service provider. It may contain a scope of work, a period of providing a service, deliverables schedule, applicable standards, acceptance criteria and etc.
Stage end Report
Contains information about the progress of the project up to a date and topics requiring discussion or approval and recommendations for next steps that may also need approval. It may also include a review of the business case, achieved benefits, expected future benefits, deviations from plans and agreements, review of teams performance and etc.
Project Team meetings log
Key points of team meetings, decisions, and topics may be documented for future reference.
Lessons Learned log
In the course of the project work, teams usually learn important information that can be documented and used for future projects or for current future phases under the current project.
It is usually an informal document containing significant events, problems, decisions and other topics from the current day.
Post Implementation Review
Describes the status of the project and whether the objectives have been achieved. It is usually created in the final phases of the project and may include feedback from independent parties.
Project Closing documents
Collection of documents or a single document containing a list of points that should have been executed. The project sponsor, project manager, quality manager, and other roles can participate in completing, finalizing, and signing the document.
The BVOP recommends a careful approach to the creation and maintenance of documentation of all kinds as these can be heavy and time-consuming processes that can cause waste. The BVOPM office defines exactly what documents need to maintain, their exact use, formalities and detailing.
Creating and maintaining customized documentations may be a flexible and advisable approach to documentations management. Adherence to classic and traditional documents can bring both advantages and disadvantages. The BVOP suggests that creating and maintaining a large collection of documents may cause waste if the documents are not used or do not add any business value for the project. The content of the documents needs to be clear, short enough but covering important topics and understandable by everyone that may require, read, maintain and use them.
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