Project Documentation

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If you're going to be doing something new or different, you may not know exactly what steps need to be taken to achieve your goal. That's why documentation is essential. It helps you to keep track of everything from start to finish. You can use the documentation as a reference when you return to work on your project later.

Documentation also provides a great way for others to learn about your project. They can read through it and get an idea of how things are done in your company. This will help them understand the process they'll have to follow if they want to do similar projects.

What is project documentation?

Project documentation is the process of capturing the key project details and creating the necessary documents for implementation. These are just some of the most important types of project documentation. 

Project Charter

This document contains the goals and objectives of the project. It explains who is involved and what their responsibilities are. This also includes the management approval to go ahead with the project.

Project Scope

The scope of the project defines all the requirements that must be met before the project begins. It includes details such as the type of technology used, the number of users, the amount of time required to complete the project, etc.

Project Budget

The budget of the project is defined by this document. It outlines the cost of each phase of the project. This includes the initial development costs, ongoing maintenance costs, and any other expenses associated with the project.

Project Schedule

It shows the dates on which tasks will begin and end. These are often broken down into phases so that everyone knows when they should expect to see progress.

Organization Structure

This document tells you where each person fits within the organization's structure. It also tells you who reports to whom. This information is critical to making sure that everyone understands their roles and responsibilities.

Project Quality Plan

This document identifies the quality standards that will be applied during the project. It also specifies the testing procedures that will be followed.

Project Risk Management Plan

This document is designed to identify risks that might occur during the project. It gives you a chance to address those issues early on. If you don't take action now, then you could find yourself having to deal with problems after the project has begun.

Work Breakdown Structure

A WBS lists out every task that needs to be completed during the project. It breaks down each task into smaller pieces called Work Packages. Each Work Package has its own description and a list of deliverables. 

Stakeholder Analysis

This document is used to determine who needs to be involved in the project. It involves identifying stakeholders and determining their level of involvement.

Communication Plan

This document is used when communicating with the people who will be working on the project. It helps you make sure that everyone understands what they need to do.

List of Deliverables

This document lists all the deliverables that will be created during the project. Each project task could have its own set of deliverables.

Design Documents

These documents describe the design of the system. They include diagrams, flowcharts, and UML models. A good design document includes all the necessary details to create a working product.

Procedures and Work Instructions

These documents contain step-by-step instructions for completing various parts of the project. They include detailed descriptions of each task.

Reports and Performance Indicators

These documents provide data that can be used to measure the success of the project. The report may show the status of the project at regular intervals or at certain milestones. It may also indicate whether there were any problems encountered along the way.

Change Request Log

This log tracks requests for changes. It keeps track of every change request and indicates who requested it.

User Acceptance Test Plan

This document is created to ensure that the final product meets the user's expectations. It also verifies that the features of the system meet the customer's expectations.

 User Manuals

A user manual is designed to help users perform tasks with the product/application. They outline the features of the program and provide step-by-step instructions on how to perform various functions.

Lessons Learned

This document is meant to help you avoid repeating mistakes made by others. You can use it to learn from past experiences.



There are many different kinds of project documentation. Some of them are more useful than others. However, no matter how good your documentation is, it won't mean much if nobody reads it. So, it's up to you to ensure that your documentation is accessible to the right people. To do this, you'll need to create an effective communication plan.

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