Essential Documents for Every Project

During every phase of the project, initiation, planning, execution and closure there are the essential documents that need to be completed in order to ensure a project of high quality. These documents all support the project throughout it's life cycle and play a very important role in ensuring the success of the project.

Initiation Phase

Business Case - This will list your costs and benefits and will ensure everyone knows what the return on the investment will be.

Feasibility Study - Even before the actual project kick-off, you need to ensure that it is feasible to undertake the project, which is achieved by means of a feasibility study.

Project Charter - The project charter will document the project objectives, scope, team, high level timeframes and deliverables.

Planning Phase

Project Plan - This first document you must complete during the planning phase is a project plan. In this plan you will list all the phases, tasks and sub-tasks that need to be done to complete the project. Every task and sub-task must also be scheduled and included times, so that you know what needs to be done by when.

Resource Plan - Next will be your resource plan, which states what resources are required on the project, including financial, equipment and other material resources.

Quality Plan - In order to deliver a project of high quality, you must document every quality target against which your deliverables will be measured to ensure customer satisfaction.

Risk Plan - Risks are a part of every project, but if they are not documented, you will not manage them. To manage risks effectively, document the likelihood and impact of every possible risk, and also the mitigation against each risk. Assign persons responsible to every risk.

Communication Plan - This is very import to document, so as to ensure that you communicate effectively to every stakeholder at the right time, the right information.

Execution Phase

Change Management - You need to document every change on the project using a Change Form. This will allow for the proper prioritization and control of changes.

Risk Management - Ongoing risk management throughout the project must be documented on a Risk Form and Risk Log to allow for proper tracking.

Issue Management - An Issue Form and Issue Log will help to record issues as they arise and to add actions to resolve them effectively and quickly.

Time Management - Time sheets are very important in recording and managing every person's time on the project. These can then be used to update your project plan on an ongoing basis.

Cost Management - Financial management of the project is managed using Expense Forms and budget spreadsheets. Every expense must be recorded and approved to ensure that you track this against the original project budget.

Closure Phase

Closure Report: When a project comes to an end, it is important to document all actions and steps required to close the project. This must include the release or reassignment of people, equipment and materials, as well as any further phases or projects that may follow this project.

Post Implementation Review: After the project has been formally closed, you need to review the success of the project and document this. Remember to measure this actual deliverables and objectives against what was delivered and achieved and document any lesson learnt on the project for future reference.