No project is considered as complete unless the project management documentation is done. From the beginning, till the end of the project, Project Management Documentation is necessary. The documentation involves the production of every detail of the ongoing work on paper. It can be approval documents, the receipts, the financial documents, the budget documents or the planning documents. There are different types of project management documents, requires at different levels. For the documentation purpose, there are different types of software available that are highly professional and feasible for use. They are good at presenting report documents. Also, they keep the backup of all documents.
At this stage the project documents reveal an eagle’s view of the project. It will not show the minute details. At this level, there are not much detail that can be documented and only the outline and rough sketch of the project is produced on papers. This is high time for the development of a proper project management documentation system. The system here means, the determination of the methods and areas on which documentation will be done. This will help you in upcoming documentation.
At this stage the Project Management Documentation requires mentioning the details of everything that is being planned. The expected completion date, the current status, the scheduling, the time required, the distribution of the activities and responsibilities, work breakdown, budget allocation of different activities and the details of the resources are to be mentioned in the project documents in the planning stage. There should be separate documents on contingency and a backup plan in order to support the main plan.
In Project Management Documentation, When the plan is executed and implemented, then it requires close monitoring and evaluation. At implementation stage the documents should be prepared regarding the ongoing work, the status of the work, the produced output, comparison of the output with the desired output and the changes that are made during the execution of the plan. All this documentation and processes should be reported on the regular basis to the concerned persons.
At the end of the project, all of the documents that are being produced previously, should be reviewed and compared to what is planned. This will let the manager know that how successfully he has completed his project. Project Management Documentation at this stage should be finalized, consolidated and audited carefully. As this would be the end of the project, it is recommended to re check every document and a detailed report should be prepared.
Proper project management documentation helps in determining the every bit of the project. The documentation reveals what you planned and what is the actual output. It allows you to keep check of every ongoing activity. The project report that is documented at the end of the project can be used as a guide and reference for any upcoming project. This is what all about Project Management Documentation.