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All Courses Simplilearn Resources Project Management All Resources Articles E-Books On-Demand Webinars Project Documentation and its Importance Article PMBOK� Sixth Edition is Here! What Project Managers Should Know Article 10 Important Areas of Project Management Interview Questions & Answers Article Why a Feasibility Study is Important in Project Management Article Free eBook: Crack PRINCE2� in 7 Days Ebook Project Scope Management: What It is and Why It�s Important Article PRINCE2� Vs PMP� � The Battle of Certifications Article Free eBook: Guide To The PMP Exam Changes Ebook Project Management Learning Series: Fast Tracking versus Crashing Article The Basic Principles of Project Management Article Free eBook: Guide To The CCBA And CBAP Certifications Ebook Project Documentation and its Importance Project Documentation and its Importance Author Eshna Last updated October 4, 2018 Flip

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106617 Views 5 Comments Project management leaders are often asked a common question: what is the importance of project documentation and how can I ensure I�m performing the function right. There�s no doubt that project documentation is a vital part of project management. It is substantiated by the essential two functions of documentation: to make sure that project requirements are fulfilled and to establish traceability with regard to what has been done, who has done it, and when it has been done. Documentation must lay the foundation for quality, traceability, and history for both the individual document and for the entire project documentation. It is also extremely important that the documentation is well arranged, easy to read, and adequate. Here's the video on Introduction to PMP� Certification Training.

Project Management Uses Experienced project managers excel at making and following standard templates for their project documents. They reuse successful project plans, business cases, requirement sheets, and project status reports to help them focus on their core competency of managing the project rather than balancing the unmanageable paperwork.

Project management usually follows major phases: Project Details Details of Project Management phases Feasibility Report The purpose of a feasibility report is to investigate and showcase task requirements and to determine whether the project is worthwhile and feasible. Feasibility is verified by five primary factors � technology and system, economic, legal, operational, and schedule. Secondary feasibility factors include market, resource, culture, and financial factors. Project Charter Project charter is sometimes also known as the project overview statement. A project charter includes high-level planning components of a project, laying the foundation for the project. It acts as an anchor, holding you to the project's objectives and guiding you as a navigator through the milestones. It is a formal approval of the project. Requirement Specification A requirement specification document is a complete description of the system to be developed. It contains all interactions users will have with the system as well as non-functional requirements. Design Document The design document showcases the high- or low-level design components of the system. The design document used for high-level design gradually evolves to include low-level design details. This document describes the architectural strategies of the system.

Work Plan/Estimate A work plan sets out the phases, activities and tasks needed to deliver a project. The timeframes required to deliver a project, as well as resources and milestones, are also shown in a work plan. The work plan is referred to continually throughout the project. Actual progress is reviewed on a daily basis against the stated plan and is therefore the most critical document to deliver projects successfully. Traceability Matrix A traceability matrix is a table that traces a requirement to the tests that are needed to verify that the requirement is fulfilled. A good traceability matrix will provide backward and forward traceability: a requirement can be traced to a test and a test to a requirement. Issue Tracker An issue tracker manages and maintains a list of issues. It helps add issues, assign them to people, and track the status and current responsibilities. It also helps develop a knowledge base that contains information on resolutions to common

problems. 200+ PROJECT MANAGEMENT TEMPLATES & DOCUMENTS Change Management Document A change management document is used to capture progress and to record all changes made to a system. This helps in linking unanticipated adverse effects of a change. Test Document A test document includes test plan and test cases. A test case is a detailed procedure that fully tests a feature or an aspect of a feature. While a test plan describes what to test, a test case describes how to perform a particular test. Interested in taking up a Project Management Professional? Check out our Course Preview to check whether you need training or not Technical Document Technical document includes product definition and specification, design, manufacturing/development, quality assurance, product/system liability, product presentation, description of features, functions and interfaces, safe and correct use, service and repair of a technical product as well as its safe disposal. Functional Document Functional specifications define the inner workings of the proposed system. They do not include the specification of how the system function will be implemented. Instead, this project documentation focuses on what various other agents (such as people or a computer) might observe when interacting with the system. User Manual User Manual is the standard operating procedure for the system. Transition/Rollout Plan The rollout plan includes detailed instructions on how to implement the system in an organization. It includes the schematic planning of the rollout steps and phases. It also describes the training plan for the system. Handover Document The handover document is a synopsis of the system with a listing of all the deliverables of the system. Contract Closure Contract closure refers to the process of completing all tasks and terms that are mentioned as deliverable and outstanding upon the initial drafting of the contract. This is only applicable in cases of outsourced projects. Lessons Learned Lessons learned in project documentation are used at midpoints of the project and at project completion to catalog significant new learnings that have evolved as a result of the project. They are used to build the knowledge base for the organization and to establish a history of

best and worse practices in project implementation and customer relation. Good project documentation is certainly a mandatory element in managing projects, but it is also extremely useful in keeping projects moving at speedy pace, ensuring all stakeholders are as informed as possible, and helping the organization make better improvements in future projects. We hope this information was useful for you and wish you good luck in your PMP� certification journey.

PMP is a registered trademark of the Project Management Institute, Inc. Find our PMP� Certification Online Classroom training classes in top cities: Name Date Place PMP� Certification 6 Apr -4 May 2019, Weekend batch Your City View Details PMP� Certification 8 Apr -23 Apr 2019, Weekdays batch Chennai View Details PMP� Certification 12 Apr -10 May 2019, Weekdays batch Mumbai View Details About the Author Eshna is a writer at Simplilearn. She has done Masters in Journalism and Mass Communication and is a Gold Medalist in the same. A voracious reader, she has penned several articles in leading national newspapers like TOI, HT and The Telegraph. She loves traveling and photography. Recommended articles for you Understanding the importance of PMP� Boot camps ArticleThe Importance of Having Clearly Defined Acceptanc... ArticleImportance of Tuckman ladder model in HR manag... Article LEAVE COMMENT PMBOK� Sixth Edition is Here! What Project Managers Should Know PMBOK� Sixth Edition is Here! What Project Managers Should Know Tim Jerome Tim Jerome Published on Aug 16, 2017 Flip follow us in feedly 45635 Views PMBOK� Guide � Sixth Edition was released in September 2017 and PMP� certification exam format will be revised on 26 March 2018, according to PMI. The exam is not about the PMBOK? Guide, but the guide does influence the exam a lot. Here�s what to expect, and what you could see as impacts to the exam as a result of the updated 6th edition.

Centralization of Effective Leadership A chapter has been added that talks about what Project Management Leadership means, and PMI�s expectations of a project management leader. The new edition also reviews competencies and skills that project management professionals must possess. This makes sense, considering that we�ve seen the Exam Content Outline introduce this throughout the last few years, and it was a logical step to bring it into the guide. Effective leadership is mentioned in the 5th edition but is now being consolidated into one section. Consider this as a continuation of PMI�s message�a call to action that Project Management has three components that aspiring professionals need to continually develop: technical project management, business acumen, and leadership. Preparing for your PMP� Certification? Take this Practice Test to learn where you stand.

Terminology Changes The 5th edition of the PMBOK� Guide made great progress in standardizing phrases, terms, and definitions. This was needed to achieve alignment with the ISO standard 21500. This, also, was a bigger change than one would consider�the PMI Lexicon of terms and Exam Content Outline were aligned to match the same terminology. This was a big step. Once this was achieved, students and project managers could see a term in one area, knowing it would mean the same in every other use. This new edition continues towards terminology consistency, with these primary updates: Human Resource Management will become Resource Management. This means you don�t merely manage teams, but also bulldozers, shovels, cases of nuts and bolts, and bottled water. Time Management will become Schedule Management. This makes sense; we don�t manage time, but we manage and control our schedule. It�s interesting how PMI discusses these changes; they state �� Areas have been renamed to more accurately reflect which elements can be managed� and which cannot�� Knowledge Area Changes The structure of the Knowledge Areas will be updated, with the following details: Key Concepts will be organized. You can look to a specific section to review the core message of the knowledge area. Trends and Emerging Practices have been added. Current learnings and business behavior are now seen to be a component that you can integrate and are expected to consider. The guide is not something static, but something that we can modify based on needs inside and outside the project. It is moved closer to a dynamic set of tools supported by thoughtful analysis as well as best practice. Tailoring Considerations are now a component of each Knowledge Area. Again, having each section discuss how to modify it based on constraints, consideration, organizational preference, and business need is exciting. Having guidance in modifying the PMBOK� Guide will assist in understanding that this is a component of control, required if you are to actively manage. Considerations for Agile/Adaptive Environments are included. Agile is currently mentioned as a methodology in Project Life Cycle discussions. In the 6th edition, each Knowledge Area will provide considerations for integrating agile methods based on its skill set and processes. All these updates support not only increased clarity but also provide a focus on how this material can be best applied. This is the core of the PMP Certification Exam; it tests not only one�s knowledge but how well the applicant can apply what they know as a best practice in ambiguous, often confusing situations. This bodes well for the profession of project management, and it bodes well for us, too. The guide gives us not only what we need to do today to make projects and business better, but what we need to think about and prepare for the future. Project management and our careers within it are a continuing story, not a stairway that ends with a closed door. PMP, PMBOK are registered marks of the Project Management Institute, Inc. Find our PMP� Certification Online Classroom training classes in top cities:

Name Date Place PMP� Certification 6 Apr -4 May 2019, Weekend batch Your City View Details PMP� Certification 8 Apr -23 Apr 2019, Weekdays batch Chennai View Details PMP� Certification 12 Apr -10 May 2019, Weekdays batch Mumbai View Details About the Author Tim Jerome, PMP� MBA, has led and supported projects globally for over 15 years. Tim has taught Project Management and PMP� Certification preparatory courses for over 10 years, assisting in educating and supporting hundreds of project managers. Recommended articles for you PMBOK� - A Guide to Project Management Body of Knowledge ArticleRita Mulcahy's PMP Prep and PMBOK Guide ArticleStudying PMBOK� 6: Why Good Is Better Than Best in Projec... Article LEAVE COMMENT Share to WhatsApp Share to LinkedIn Share to Facebook Share to Twitter Share to Pinterest 30 SHARES