Project Documentation

What is Project Documentation ?

Project documentation can vary depending on the needs of the business, however a generic framework is usually followed by most businesses in order to categorise and prepare most effectively when creating a project.Project managers and project directors should be clued up on all relevant project documents in order to keep all projects running smoothly.

What are the Essential Project Documents?

Below are some key examples of essential project documents that are used throughout a project's life-cycle.This is a general overview; some steps will differ depending on the nature of the project but more often than not the principles and structure remain the same.

1. Business Case

A business case is the first pen-to-paper proposal of any project.This is the first formal phase of planning as it could be a few notes, an email or a more structured plan.How long the business case proposal is depends on the importance of the project and the needs – it's a proposal to persuade investors or initiators to take your project forward so will be prepared accordingly.

2. Project Charter

The initiation of a project requires a project charter which is prepared in order for a project to go ahead.The charter will include any legalities, project scope and background, intentions and objectives as well as specific targets.The charter itself should also include any applicable environmental or social factors that may occur due to the nature of the project.This charter is essentially the first proper written document to lay the foundation of a project as it is provided by the person who starts the project.

3. Project Management Plan

This is another important phase in the planning process.This stage is a collaboration between the initiator and the relevant project manager to make a substantial and thorough plan.Once created, this document is more important than the project charter as it incorporates all crucial aspects of the project, including quality control, communications and teamwork, budgets, HR, risks, stakeholders and much more.This plan is often very long as it thoroughly planned out and contains background intentions and possible scenarios.

4. Work Breakdown Structure

This section of planning does essentially what it says on the tin. Breakdown is the key word here.It is important to fully deconstruct all aspects of the project.Doing this allows for complete overview of the project and work can be allocated to certain individuals. For this, many projects use a RACI Matrix instead – this stands for Responsible, Accountable, Consulted, Informed.This is used to ensure every step of the process is covered by allocated individuals.

5. Risks and Issues

A risk management plan is essential in planning for possible risk not only to individuals but risks to the budget and success of any project.It is important to prepare for any shortfalls in any scenario before starting a project.This part of a project plan is in compliance with health and safety procedures.

6. Change Request Management

Sometimes with projects there are issues that will arise.It is important to log any changes and difficulties in a change request management section of the project documentation .This includes liaising with relevant stakeholders and employees in order to establish new grounds for change and more efficient procedures .

7. Project Budget Tracker

A project's budget tracker will cover key expenses and outgoings in order to minimise the risk of overspending in the construction project.This is a crucial issue which can lead to claims and other insurance issues. Sticking to budget is important and this is filed under the Execution phase of the project.

8. Project Schedule

The project schedule is an important part of the time management process, and it through this process that tasks are allocated to individuals. Also included is compiling the project life-cycle and its time-span, in order to keep projects moving and goals being reached .

9. Lessons Learned / Project Closure

Lessons Learned is an important section of the closure and summaries all critical aspects of a project.It is important to disclose any improvements or changes that could have been made to make the project run smoother.This reflective section of project closure requires criticism and understanding. Here you can respond to time management, budget issues and other quality controls.

Other Notable Documents

Other documents you may choose to include, depending on your project are listed below:

     > Project status reports – these ensure relevant parties are kept in the loop every step of the project stage

    > Issue logs or RAID logs (Risk, Actions, Issues, Decisions) – this may also come under the Risks and Issues section but can be structure further under RAID logs

   > Contracts – this is an additional section to include relevant contracts throughout the project life-cycle

The most essential documents should be learned through practice and with experience you will learn the structure of project documentation .

Project Documentation Online Courses

By choosing to study CPD hours through online courses, you are giving yourself the best chance for professional and personal growth.By choosing an online CPD course such as the College of Contract Management's Live Online Project Documentation Course, you will give yourself the access to industry expert lecturers that will advise and support you throughout your CPD hours.

Formal CPD Hours

When you are or are becoming a member of any professional body or institution, you are required to undertake several hours of Continuing Professional Development each year, some informal and some formal.Formal CPD hours compromise of certified educational training, courses, Masters degrees or other similar academic-based learning.

Online Courses

Online courses are an excellent way to maximize your efficiency regarding time and money.The accessibility of choosing an online course means that you won't have to compromise any time or work in order to gain your academic certificate or qualification. The College of Contract Management is an example of an institution who offer flexible learning and live online courses to suit your lifestyle.With an online course tailored to project documentation it can help towards your formal CPD hours for a fee of £ 39 for 10 hours with expert lecturer knowledge for a development of skills.This is a great investment for your development and for refreshing your knowledge on project documentation.