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Project Documentation checklist


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Project Documentation checklist The first section of this Project Documentation checklist provides you with a sample set of different project deliverables that you need to accomplish in order to fully support your project in terms of essential aspects, while the second section of this checklist explains how to organize and establish an effective management system.

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Project Documentation examples:

  • Business Case;
  • Feasibility Study;
  • Project Charter;
  • Project Scope Statement;
  • Project Scope Management Plan;
  • Project Team Structure;
  • Project Job Descriptions;
  • Project Office Checklist;
  • Resource Management Plan;
  • Work Breakdown Structure (WBS);
  • Product Breakdown Structure (PBS);
  • Flow Charts;
  • Project Management Plan (PMP);
  • Project Change Management Plan;
  • Quality Assurance Plan;
  • Financial Plan;
  • Procurement Plan;
  • Project Metrics Plan;
  • Project Schedule;
  • Risk Management Plan;

Project Documentation management:

  • Expound, formalize and validate the plan (list all the necessary project deliverables and regulations, categorize, describe, interrelate & subordinate them as appropriate), including the following sections:
    • Portfolio of documentation necessary for project initiation and planning;
    • Portfolio of documentation necessary for ongoing project execution and controlling;
    • Portfolio of documentation necessary for project finalization and verification;
  • Design and state appropriate format matching needs and specificity of your project and organization (for more information please see Document Planning Checklist);
  • Create the documentation flowchart to outline how it circulates and how it supports the project workflow;
  • Define and rate the entire portfolio of documents by the importance and criticality (define how strongly each of the documents impacts the entire project’s progress and success);
  • Expound and formalize all the procedures (business processes) related to creating, checking, reviewing, accepting, handling, modifying, archiving, sharing and using different pieces of project documentation;
  • State, formalize & communicate (to project team members) definite and understandable requirements for its appearance and technical design (layout of paragraphs and sections, fonts styles and font sizes, spacing, headers and footers, tables, etc.);
  • State, formalize & communicate (to project team members) definite and understandable standards for ensuring factual correctness and relevant sense of its content (technical language, terms, style, material consistency, completeness, etc.);
  • Design and assign documents review workflow & roles for ensuring proper quality and correctness of the whole structure embracing its particular pieces (for more information see the Document Review Checklist);
  • In order to boost up documentation management processes and to make them more controllable and manageable, consider implementation of electronic documentation management system (with possibilities for download, sharing, authorized accessing, etc);
  • Create a report which can be used for tracking quality and completeness of the project-supporting documentation portfolio;
  • Establish special process and acquire facilities for systematizing, archiving, and storing all the project documents electronically or traditionally in one place (for more information you can see the Electronic Records Management Checklist);
  • Ensure that you can take all the documentation’s pieces well-coordinated and updated, so that even smallest data changes can be properly implemented and spread over the entire documentation set quickly & correctly;

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