Project Documents

Project Documents

In previous articles, we have demonstrated to PMP® exam students that there is some logic and common sense to the inputs and outputs that relate the various project management processes. We have highlighted where enterprise environmental factors, organizational process assets, work performance data, information and reports, as well as change requests are used. However, the fifth and sixth editions of the Project Management Body of Knowledge (PMBOK® Guide) decided to tidy things up by hiding specific inputs and outputs under the generic heading “project documents”.

The really frightening thing for someone undergoing PMP® exam preparation is that project documents are a moveable feast – they are literally context dependent. This is a problem for the PMP® exam student because, even if you can recall all 33 instances of project documents across all 49 project management processes, you still might be caught out by questions relating to particular project documents.

The project documents are listed in Table 4-1 of the PMBOK® Guide and reproduced here for your convenience.

 

Activity Attributes

Project Team Assignments

Activity List

Quality Control Measurements

Assumption Log

Quality Metrics

Basis of Estimates

Quality Report

Change Log

Requirements Documentation

Cost Estimates

Requirements Traceability Matrix

Cost Forecasts

Resource Breakdown Structure

Duration Estimates

Resource Calendars

Issue Log

Risk Register

Lessons Learned Register

Risk Report

Milestone List

Schedule Data

Physical Resource Assignments

Schedule Forecasts

Project Calendars

Stakeholder Register

Project Communications

Team Charter

Project Schedule

Test and Evaluation Documents

Project Schedule Network Diagram

Project Team Assignments

Project Scope Statement

 

 

While this is a long list, you will notice that each document is associated with a particular knowledge area, so there is potential to relate these documents to the right processes intuitively.

Exploring the PMBOK® Guide for details of what project documents mean in each context reveals the infuriating phrase “may include but is not limited to” in most sections. Let us look at what we can learn from the PMBOK® Guide with regard to project documents as inputs:

Process

Project documents may include, but are not limited to

Direct and Manage Project Work

Change Log

Lessons Learned Register

Milestone List

Project Communications

Project Schedule

Requirements Traceability Matrix

Risk Register

Risk Report

Manage Project Knowledge

Lessons Learned Register

Project Team Assignments

Resource Breakdown Structure

Stakeholder Register

Monitor and Control Project Work

Assumption Log

Basis of Estimates

Cost Forecasts

Issue Log

Lessons Learned Register

Milestone List

Quality Reports

Risk Register

Risk Report

Schedule Forecasts

Perform Integrated Change Control

Basis of Estimates

Requirements Traceability Matrix

Risk Report

Close Project or Phase

Assumption Log

Basis of Estimates

Change Log

Issue Log

Lessons Learned Register

Milestone List

Project Communications

Quality Control Measurements

Quality Reports

Requirements Documentation

Risk Register

Risk Report

Collect Requirements

Assumption Log

Lessons Learned Register

Stakeholder Register

Define Scope

Assumption Log

Requirements Documentation

Risk Register

Create WBS

Project Scope Statement

Requirements Documentation

Validate Scope

Lessons Learned Register

Quality Reports

Requirements Documentation

Requirements Traceability Matrix

Control Scope

Lessons Learned Register

Requirements Documentation

Requirements Traceability Matrix

Sequence Activities

Activity Attributes

Activity List

Assumption Log

Milestone List

Estimate Activity Durations

Activity Attributes

Activity List

Assumption Log

Lessons Learned Register

Milestone List

Project Team Assignments

Resource Breakdown Structure

Resource Calendars

Resource Requirements

Risk Register

Develop Schedule

Activity Attributes

Activity List

Assumption Log

Basis of Estimates

Duration Estimates

Lessons Learned Register

Milestone List

Project Schedule Network Diagrams

Project Team Assignments

Resource Calendars

Resource Requirements

Risk Register

Control Schedule

Lessons Learned Register

Project Calendar

Project Schedule

Resource Calendars

Schedule Data

Estimate Costs

Lessons Learned Register

Project Schedule

Resource Requirements

Risk Register

Determine Budget

Basis of Estimates

Cost Estimates

Project Schedule

Risk Register

Control Costs

Lessons Learned Register

Plan Quality Management

Assumption Log

Requirements Documentation

Requirements Traceability Matrix

Risk Register

Stakeholder Register

Manage Quality

Lessons Learned Register

Quality Control Measurements

Quality Metrics

Risk Report

Control Quality

Lessons Learned Register

Quality Metrics

Test and Evaluation Documents

Plan Resource Management

Project Schedule

Requirements Documentation

Risk Register

Stakeholder Register

Estimate Activity Resources

Activity Attributes

Activity List

Assumption Log

Cost Estimates

Resource Calendars

Risk Register

Acquire Resources

Project Schedule

Resource Calendars

Resource Requirements

Stakeholder Register

Develop Team

Lessons Learned Register

Project Schedule

Project Team Assignments

Resource Calendars

Team Charter

Manage Team

Issue Log

Lessons Learned Register

Project Team Assignments

Team Charter

Control Resources

Issue Log

Lessons Learned Register

Physical Resource Assignments

Project Schedule

Resource Breakdown Structure

Resource Requirements

Risk Register

Plan Communication Management

Requirements Documentation

Stakeholder Register

Manage Communications

Change Log

Issue Log

Lessons Learned Register

Quality Report

Risk Report

Stakeholder Register

Monitor Communications

Issue Log

Lessons Learned Register

Project Communications

Plan Risk Management

Stakeholder Register

Identify Risks

Assumption Log

Cost Estimates

Duration Estimates

Issue Log

Lessons Learned Register

Requirements Documentation

Resource Requirements

Stakeholder Register

Perform Qualitative Risk Analysis

Assumption Log

Risk Register

Stakeholder Register

Perform Quantitative Risk Analysis

Assumption Log

Basis of Estimates

Cost Estimates

Cost Forecasts

Duration Estimates

Milestone List

Resource Requirements

Risk Register

Risk Report

Schedule Forecasts

Plan Risk Responses

Lessons Learned Register

Project Schedule

Project Team Assignments

Resource Calendars

Risk Register

Risk Report

Stakeholder Register

Implement Risk Responses

Lessons Learned Register

Risk Register

Risk Report

Monitor Risks

Issue Log

Lessons Learned Register

Risk Register

Risk Report

Plan Procurement Management

Milestone List

Project Team Assignments

Requirements Documentation

Requirements Traceability Matrix

Resource Requirements

Risk Register

Stakeholder Register

Conduct Procurements

Lessons Learned Register

Project Schedule

Requirements Documentation

Risk Register

Stakeholder Register

Control Procurements

Assumption Log

Lessons Learned Register

Milestone List

Quality Reports

Requirements Documentation

Requirements Traceability Matrix

Risk Register

Stakeholder Register

Identify Stakeholders

Change Log

Issue Log

Requirements Documentation

Plan Stakeholder Engagement

Assumption Log

Change Log

Issue Log

Project Schedule

Risk Register

Stakeholder Register

Manage Stakeholder Engagement

Change Log

Issue Log

Lessons Learned Register

Stakeholder Register

Monitor Stakeholder Engagement

Issue Log

Lessons Learned Register

Project Communications

Risk Register

Stakeholder Register

 

You can clearly see from this exercise that trying to learn off every input and output for every process is a pointless exercise. It is a similar situation with the project documents updates which are listed below:

 

 

 

 

 

Process

Project documents may include, but are not limited to

Direct and Manage Project Work

Activity List

Assumption Log

Lessons Learned Register

Requirements Documentation

Risk Register

Stakeholder Register

Monitor and Control Project Work

Cost Forecasts

Issue Log

Lessons Learned Register

Risk Register

Schedule Forecasts

Perform Integrated Change Control

“Any formally controlled project document may be changed as a result of this process.”

Close Project or Phase

“All project documents may be updated and marked as final versions as a result of project closure.”

Define Scope

Assumption Log

Requirements Documentation

Requirements Traceability Matrix

Stakeholder Register

Create WBS

Assumption Log

Requirements Documentation

Validate Scope

Lessons Learned Register

Requirements Documentation

Requirements Traceability Matrix

Control Scope

Lessons Learned Register

Requirements Documentation

Requirements Traceability Matrix

Sequence Activities

Activity Attributes

Activity Lists

Assumption Log

Milestone List

Estimate Activity Durations

Activity Attributes

Assumption Log

Lessons Learned Register

Develop Schedule

Activity Attributes

Assumption Log

Duration Estimates

Lessons Learned Register

Resource Requirements

Risk Register

Control Schedule

Assumption Log

Basis of Estimates

Lessons Learned Register

Project Schedule

Resource Calendars

Risk Register

Schedule Data

Estimate Costs

Assumption Log

Lessons Learned Register

Risk Register

Determine Budget

Cost Estimates

Project Schedule

Risk Register

Control Costs

Assumption Log

Basis of Estimates

Cost Estimates

Lessons Learned Register

Risk Register

Plan Quality Management

Lessons Learned Register

Requirements Traceability Matrix

Risk Register

Stakeholder Register

Manage Quality

Issue Log

Lessons Learned Register

Risk Register

Control Quality

Issue Log

Lessons Learned Register

Risk Register

Test and Evaluation Documents

Plan Resource Management

Assumption Log

Risk Register

Estimate Activity Resources

Activity Attributes

Assumption Log

Lessons Learned Register

Acquire Resources

Lessons Learned Register

Project Schedule

Resource Breakdown Structure

Resource Requirements

Risk Register

Stakeholder Register

Develop Team

Lessons Learned Register

Project Schedule

Project Team Assignments

Resource Calendars

Team Charter

Manage Team

Issue Log

Lessons Learned Register

Project Team Assignments

Control Resources

Assumption Log

Issue Log

Lessons Learned Register

Physical Resource Assignments

Resource Breakdown Structure

Risk Register

Plan Communications Management

Project Schedule

Stakeholder Register

Manage Communications

Issue Log

Lessons Learned Register

Project Schedule

Risk Register

Stakeholder Register

Monitor Communications

Issue Log

Lessons Learned Register

Stakeholder Register

Identify Risks

Assumption Log

Issue Log

Lessons Learned Register

Perform Qualitative Risk Analysis

Assumption Log

Issue Log

Risk Register

Risk Report

Perform Quantitative Risk Analysis

Risk Report

Plan Risk Responses

Assumption Log

Cost Forecasts

Lessons Learned Register

Project Schedule

Project Team Assignments

Risk Register

Risk Report

Implement Risk Responses

Issue Log

Lessons Learned Register

Project Team Assignments

Risk Register

Risk Report

Monitor Risks

Assumption Log

Issue Log

Lessons Learned Register

Risk Register

Risk Report

Plan Procurement Management

Lessons Learned Register

Milestone List

Requirements Documentation

Requirements Traceability Matrix

Risk Register

Stakeholder Register

Conduct Procurements

Lessons Learned Register

Requirements Documentation

Requirements Traceability Matrix

Resource Calendars

Risk Register

Stakeholder Register

Control Procurements

Lessons Learned Register

Resource Requirements

Requirements Traceability Matrix

Risk Register

Stakeholder Register

Identify Stakeholders

Assumption Log

Issue Log

Risk Register

Manage Stakeholder Engagement

Change Log

Issue Log

Lessons Learned Register

Stakeholder Register

Monitor Stakeholder Engagement

Issue Log

Lessons Learned Register

Risk Register

Stakeholder Register

 

Despite the volume of them, the project documents inputs and the project documents updates outputs have a certain logic to them. The PMP® exam could have a question that lists one of these documents as a correct answer.  You will need to understand the process well and ask yourself if such an input or output would be plausible.

The only thing we can say for definite about project documents is that project documents are always inputs and project documents updates are always outputs.

Velopi’s PMI® Authorized PMP® Exam Preparation courses cover just about everything you need to know to obtain PMP® certification. Please visit our training page or contact us directly if you are interested in this, or any of the other project and program management courses we offer. Velopi is an Authorized Training Partner of the Project Management Institute so you are in good hands.

 

10/2021#3541