The following article is a sample from the full BVOP™ Ultimate Guide and is part of the preparation for the BVOP™'s modern Agile Project Management Certification Program.
Documentation 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 team, 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, etc.
It may present standard workdays, holidays, non-standard working times, tasks, and assigned resources.
Work Breakdown Structure (WBS)
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. The WBS is a useful 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 events conduction. 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 in the current scope, process, product, and involved in the change roles, resources, needs, risks, 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. It 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 in this plan. 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, 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, etc.
Stage end Report
It contains information about the progress of the project up to a date and topics requiring discussion or approval and recommendations for the 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 team performance, 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.
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 what documents need to maintain and their exact use, formalities, and details.
Creating and maintaining customized documentation may be a flexible and advisable approach to documentation 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 and short enough but covering important topics and understandable by everyone that may require, read, maintain, and use them.
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