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Types of Documentation in Project Management Video

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  • 0:05 Project Management…
  • 2:58 Documentation Tools
  • 4:17 Lesson Summary
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Lesson Transcript
Instructor: Audrey Brown

Dr. Audrey E Brown’s Mastery in Program/Project Management consists of five certifications, along with 15+ years of experience in the field.

Project management consists of multiple types of project documents. This lesson will discuss the most common project documents and provide some basic guidance on when to use them.

Project Management Documentation

Documentation in project management is essential. There are many types of project documents, which are also known as project artifacts. How do you decide on the documents to use for your projects? Your project management offices (PMOs) will provide you with guidance regarding the minimum required project documents to use on your projects. Your PMOs will not penalize you for using additional documents above the required documents; however, your PMOs will penalize you for failing to use the minimum required project documents.

Let's look at 10 of the most common project documents, including formal and informal project documents:

  1. Project Schedule: Typically, project managers use project software to manage their projects' schedules, resources, dependencies, and project costs.
  2. Risk Management: A risk management document is used for the purpose of capturing risks by group and category, and it allows you to rank or prioritize your risks. Risks could convert to issues.
  3. Issues Log: Issues could block your project from moving forward or delay your implementation date. You need to use this document to track your issues to completion.
  4. Project Budget: It's imperative to track your project budget. This document allows you to track all costs associated with your project. Project costs include resources, hardware, software, and vendors.
  5. Communication Plan: This is a key project document because it proactively communicates to all of your stakeholders your communication media, frequency of communication, and communication content. You do not want your stakeholders guessing about your communication strategy.
  6. Project Status Report: You need to communicate your project status to your stakeholders and should report on progress and accomplishments, risks, issues, and next steps.
  7. Project Charter: This document captures the mutual agreement and initiation of a project. The charter contains a high-level schedule, high-level assumptions and constraints, and project requirements.
  8. Meeting Agenda/Minutes: Document your formal status meetings. Many organizations have existing meeting templates for you to create your meeting agenda. Meeting attendances tend to be higher when invitees can verify in advance that your meeting will be productive. You should recapture the meeting discussions using your meeting minutes document because it would help to provide clarity after the meeting and/or uncover discrepancies.
  9. Quality Assurance (QA) Test Plan: Reviewing and authorizing your projects' QA document could save time and money later during your project testing phase. The QA document contains the testing strategy, testing tools (automation), high-level duration, and a number of QA testers.
  10. Project Management Plan: The Project Management Institute (PMI) consolidated nine subsidiary plans, including:
  • Scope management
  • Scheduling management
  • Resource management
  • Quality management
  • Process improvement
  • Staffing management
  • Communication management
  • Risk management
  • Procurement management

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