Project
documentation
Agenda
1. Project – the most important characteristics
2. Project documents – main types
3. Summary/Q&A
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Project – the most important characteristics
1. Project
2. Project documents
-Unique.
-It aims to achieve specific goal.
-It has a pre-planned start and end.
-It has a limited budget and resources
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Success of our project =
preparation
1. Project
2. Project documents
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The most important project documents
1. Project
2. Project documents
Project charter with schedule
Gantt chart
Matrix of responsibility in the project team
Project plan with budget
Plan of internal and external communication in the project
Reports
Project experience (lesson learn) - what worked out and what can be done better
in the future.
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Project charter– why? when? who?
1. Project
2. Project documents
- General objectives of the project, its scope
and division of responsibilities.
- The first document created during project
preparation.
- Created by project manager in cooperation
with the sponsor.
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Project charter– why it is so important?
- Consent to start the project and distribute company's resources.
- Authorization of the project manager to manage the team.
- Definition of global goals, success criteria and key risks.
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Gantt chart – project visualization
1. Project
2. Project documents
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RACI
1. Project
2. Project documents
- A real view at the resources needed in the
project.
- Clarity as to what the expectations are and
towards whom.
- Helps avoiding duplication of duties and
increases efficiency.
- Helps ensuring that no task is missed, and all
resources are well distributed.
- Improves communication
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RACI- how to create?
Does everyone
understand their
roles and
responsibilities?
1. Project
2. Project documents
Verify RACI
Right person and
role
Activities related to
these tasks an roles
Define tasks
requiring RACI
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Project communication – project plan
1. Project
2. Project documents
- A collective document that is used as a guide for implementing and controlling a
project.
- It helps to better coordinate and divide work among project team members.
- Allows better communication with project stakeholders.
- It helps to ensure that no task is missed and all resources are well distributed.
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Project communication - budget
1. Project
2. Project documents
- Statement of financial resources needed to cover the costs of project
implementation in accordance with the assumed objectives.
- Orients the contractors of the project towards the set goals.
- Disciplines in the use of funds.
- It is the basis and control tool in the project.
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Project communication - report
1. Project
2. Project documents
-
Contains information about the status of the project.
It allows you to create forecasts that cover the project in the long term.
Allows you to quickly identify any deviations from the project plan.
Types of reports - periodic, milestone, final and exceptions.
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Project communication- Lesson learnt
1. Project
2. Project documents
-
Thanks to the accumulation of project experience, the organization can
maintain the continuity of project knowledge.
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The uniqueness of the projects means that the available, global sources of
design knowledge may be too general and not adapted to the specifics of
project implementation, hence having your own, acquired knowledge is very
desirable.
-
Gathering project experience reduces project risk.
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