Project Documentation and Its Importance

By Syed Imran

Last updated on Feb 23 2022

Project Documentation and Its Importance

Project Documentation 101: A Comprehensive Guide


Project managers are frequently asked the same question: what is the significance of project documentation and how do I make sure that I'm doing it right? It's not a secret that project documentation is a crucial element of Training in project management. The two primary functions of project documentation prove it, which are: to ensure that all requirements for the project are met and to ensure traceability of what was accomplished, who was responsible for it, and at what time it was completed.

Project documentation should establish the basis for traceability, quality, and the history of each document as well as for the entire project documentation. It is equally important that project documentation is properly laid out, easy to understand, and complete. The process of recording the key project details and producing the documents that are required to implement it successfully is known as project documentation.


Project Documentation Utilizations


Experienced project managers excel in developing and adhering to common templates for their project documentation. They use successful project plans as well as business cases, requirements sheets, and status reports for projects to allow them to concentrate on the core task in managing projects, rather than managing the overwhelming documentation.

The management of projects typically follows three major phases The phases include: Initiation, Planning Control, and finally, Closure.


What is a charter for a project?


A project charter should be an elevator pitch for your project's goals, objectives, scope, and project obligations to obtain approval from the key stakeholders of your project. In the document, it is essential to give a brief, concise description of the major aspects of your project prior to your beginning. If you create a project charter prior to starting other, more detailed documents for project planning it is possible to get the approval, or even course-correction if required. Hence it is considered one of the important processes of project documentation.


The project charter can be just one of the many planning tools you can make. This is how it compares with other elements of project planning.


Do you need to create an organizational chart for your project?


There are many tools to plan projects and a project charter may not be the right tool for the job. This is how to make one and when you'd be better off drafting some other type of document.

Create A project charter to make a pitch and obtain approval for your project. The project charter will give stakeholders an understanding of your project's goals and scope as well as the responsibilities. Key stakeholders can make use of the project charter to either approve any project or suggest modifications.

Create an enterprise case when your project is an investment of significant magnitude for your business. A business case contains additional details and documents which include the project's returns on investment as well as any pertinent project risks.

Make a plan for your project when your project was approved. A plan for your project will build on the charter for the project to include additional details, such as the timeline of your project or important milestones in your project.

Create a briefing for your project in case you need to make an overview of the most important details of your plan.

Make your own executive overview in order to present an overview of the contents of your paper to executive participants.

Create an HTML0 plan to allow you to see a high-level timeline of your work in the form of a Gantt graph.


How to Create a Project Charter?


In a project charter, you’ll share project details with key stakeholders in order to get approval to kick off your project. There are three main project charter elements:


The “why”

To begin your project charter, share your project objectives and project purpose. In this section, you should outline why this project is important and what the key objectives are for the end of the project. Make sure your project purpose clearly explains why it’s important to work on this project and how this project will support your company goals.



The "what"

The second important element of your charter for the project is your project scope. The project scope statement outlines precisely what's included in the scope of work. When you write an outline of the project's scope you're setting boundaries, and, most importantly, you're defining the actions you'll not take during the timeline of the project.


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What is a Project Proposal?


A Project Proposal is an initial document used to establish the scope of an external or internal project. The proposal contains sections that include title, beginning and ending dates along with objectives and goals, requirements, as well as a description for the solution proposed.

The proposal serves as the primary document used that is shared between an agency and a customer prior to any possible start or initiation of the plan. Therefore, the proposal serves to establish the goals and the requirements of a plan for the outside party. For the internal part, it's a way to evaluate the viability and effectiveness of the plan.

The primary goal of a project proposal is to persuade clients to purchase the services you offer. Project proposals can be a fantastic method to get funding and win new clients or persuade executives to allocate funds for projects.

A successful proposal for a project is about being on the same page as clients and walking in the shoes of their clients for just a second. You must think like them and work out the exact goals they wish to accomplish through the project.

At the point of making a proposal for your project where you begin to focus on the outcome that is important for the client. This is why the most successful companies are so thorough when they write their proposal. Since a proposal for a project outlines the project's value proposition you'll benefit from having the following components:

Central issue What is the primary issue that the team working on the project will strive to address?

Resources for the project What sources will be made available?

Project timeline How can we determine the recommended timeline for the project to address the issue?

Budget of the project: What's the cost of the project?

Key deliverables for the project How will you define the scope of the project? How will the performance in the course of the work be assessed?


What is a Project Description?


A project description is a concise outline of the reasons you're undertaking the project. The document describes a project's purpose and features. Imagine it as an elevator pitch that concentrates on the why and what without getting into the and how.

The typical way to write an initial description of the project is in the beginning period of the lifecycle of project management.

The project manager usually composes the project's description. But if you're employed by an organization that is looking for grant funds or is writing a research plan it is possible that you have to know the art of writing a description for a project proposal.

The description of the project should contain an overview of the following aspects:

  • The goals and objectives of the project
  • Stakeholders and their role
  • Metrics to measure the success
  • Timeline
  • Budget estimates


The trick is to figure out what's not needed in the description of the project. The description should concentrate on the goals, objectives, and the overall strategy however, you don't have to include details of the tasks to be completed as well as a detailed background or a research analysis. In general, the description should be broad. You'll provide more details in the plan of the project.


Project Description Outline

The elements of a description will differ based on the kind of project. But, your description of the project should include the following parts:


Parts of Project Description Outline


Project title: Aim for a concise, clear with memorable and distinctive title.

Summary: This is a brief summary of the HTML0 standard (no greater than one, or perhaps two sentences).

Project Justification: Explain the problem or opportunity and the reason the project is needed.

Goals: Set specific and specific goals for the project that can be measured.

The Work Phases Divide the project into phases that describe the intended result for each phase.

Metrics for evaluating as well as Monitoring Incorporate the measures you'll use to assess the success of your project.

Timeline Outline an outline of the timetable for each stage, including the essential tasks you'll accomplish, as well as beginning and ending dates.

Estimated Budget Incorporate the budget as well as anticipated costs



How to write a Project Description


While writing a detailed description of a project can differ based on the nature of the project, the procedure is similar. The 10 steps below are the most important steps to writing an excellent project description.

Summary: Write a one or two-paragraph explanation of the goals that the project is trying to achieve. Don't get too deep into details or previous projects. A well-written project overview is not just your elevator pitch it will also help you understand the bigger issues in your project plan.

The definition of HTML0 is: Describe the problem or opportunity and describe how the project will deal with it.

Set goals: Find the SMART project's objectives The following definitions are used to define:

Specific Find out who is the person, what's happening is happening, when, where, and the reason.

It is measurable: Include measures to measure the success.

Attained: Set goals that are achievable using the resources available.

Related: Goals should be compatible with your organization's mission.

Time-bound Incorporate intermediate as well as final deadlines for each goal.

Discuss: Briefly explain your approach. Include any of the key techniques or methodologies for managing projects you'll employ and the reasons they're suitable.

Measurable: Identify the items that the project will deliver. How do you determine how successful the project is and assess its performance?

Calendar: Include a general timeline that includes project phases as well as milestones. Note any deadlines that are important.

Budget Include the overall estimated cost of your project and the amount you've set aside. (Note that this isn't an item-based budget.) Make use of the template for a project budget to get a more thorough breakdown of the budget as well as actual project expenses.

Feedback: Seek input from your key customers, stakeholders as well as anyone else who is affected by the project to get feedback. Have them explain what they think the idea is in terms of their personal words, to see how well you've communicated your vision.

Edit: Have someone else read the project's description and proofread it. Alongside grammar and spelling errors Ask them to search for missing information crucial for the work.

Revise: Update it and make revisions as the work develops. Consider the project's description as an ongoing document.


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Project Scope Statement


The project statement is a comprehensive outline of the tasks required to complete the results of a project in time and within the budget allocated. The document also outlines the purpose of the project along with its results--which may be a product an organization is releasing to the market or an analysis that the leadership team will use to make a sound business decision -- within the overall scope of the company's objectives and goals.

"Developing the project's scope statement is crucial for the other elements of the strategy," says Jacques Alexis who is an Associate Professor in the graduate program in project management. "You must be aware of the way of the way your project is executed and take into account the internal as well as external elements."


What is a Project Scope Statement Important?

As per Project Management Institute Project Management Institute, a solid project scope statement includes a number of important aspects. It must:

  • Define the limits for the undertaking.
  • Define the business needs and the desired result from the initiative.
  • Recognize the limitations that restrict the options of a team member in creating solutions.
  • Make a list of assumptions about decisions that are not under the control of the project team.
  • Find out what business processes are affected due to the change.
  • Find out the external and internal organizations with whom the project team is expected to interact.

"The Project Scope Statement attempts to eliminate uncertainty by clearly setting out the scope and making sure that all key participants are in agreement and understand the scope of the project's scope," Alexis says. "If there is a well-constructed procedure, there will be fewer change requests. If you are able to do this, then you stand an increased likelihood of being successful."


Project Initiation Documents


Did you have the experience of being a part of a project where everyone has the same opinion of the project's direction?

A lack of clarity may cause confusion. People start moving in different directions and forming unrealistic expectations and creating unneeded worries and anxieties.

It's common as part of a project to set the plans, controls, and reporting procedures in the correct order How do you ensure that everyone is in the exact same place from start with?

This can be accomplished by making the Project Initiation Document (PID) The top-level plan document. It is where you put together all the details necessary to start your project and then communicate that crucial information to all the project's stakeholders. If you have a well-crafted Project Initiation Document, you'll make sure everyone is aware of what the project's direction is from the beginning.

Your Project Initiation document contains these things:

Determines the scope of your project. scope.

Justifies your project.

The project will be funded If needed.

The duties and roles of participants in the project.

Provides users with the information they require to be efficient and efficient right from the beginning.


What is Project Report?


In this video tutorial, we are going to discuss how to write a Project report. It will also cover the various aspects that must be considered when writing the report. We will also talk about the contents of a report, and what needs to contain in a report to ensure its effectiveness.

The project reports a document that provides information regarding the proposed project. It includes all the information about the project. The report outlines the plan of action to evaluate the feasibility of the proposed plan or activity. In other words, we can define a project report as is a document written in writing that is associated with an investment or project.

The report contains data that was used to assess the project and assess whether it was feasible. The report includes assessed data regarding economic technology, finance, management manufacturing, and other issues that could or may occur during the process of building.

The project report provides extensive information about the required construction and land requirements, manufacturing capacity annually production process, manufacturing processes price of machinery and equipment and specifications, raw materials requirements as well as water and power requirements as well as manpower requirements. The report also includes marketing costs effectiveness, financial assessment as well as economic viability.


What is the Progress Report?


The progress report is a type of document which explains precisely how much progress you've made toward the finalization of your ongoing project. The progress report can be an effective management tool that is used by all kinds of companies, and details the completed tasks and the activities completed, and the goals achieved in relation to the plan of your project.

In a progress report sample you can explain any one or more of these aspects:

  • The total amount of work completed?
  • What work is currently underway?
  • The issues or unexpected events that have happened?
  • What is the status of work?
  • How is the project going generally?


What is a Project Status Report?

A status report for a project is a document that details the progress made by a project within a certain time frame and then evaluates the progress against the plan for the project. Managers of projects use status reports to keep stakeholders updated on developments and keep track of expenses, risks, time, and work. Status reports on projects enable project managers and other stakeholders to see information about the project using graphs and charts.

Status reports for projects are reviewed regularly, through every phase of the project's implementation in order to keep track of your timetable and ensure that everyone is on the same page. The status report of the project is typically the following information:

  • It's the work finished
  • The plans for what will be the next steps
  • The summaries of the project budget and timetable
  • Action items on the list
  • Any risks or issues and how are they being addressed them

The significance of a status report extends beyond its function as a means of communication. It also gives a detailed background for the entire project. It also provides historical information and, if you're planning the same project you'll be able to stay clear of any mistakes or delays


Project Acknowledgement

The Project Acknowledgements section is among the most straightforward sections you will need to write when you submit your college or school project. It's a section of writing that you will need to include in your work to express your appreciation towards those who have assisted you in completing your project. This type of content is usually written in a personal way using words such as "I," "Me, and 'My', etc are utilized. Many students have trouble writing an acknowledgment to their project. But, don't worry because using this guide; you will quickly master making acknowledgments to your project.

Project acknowledgments are usually composed near the start of the project study, right following the Table of Contents. You may also acknowledge your work at the conclusion of a writing assignment, following the end, and prior to your reference pages.


Project Execution Plans.

The plan for project execution (PEP) can be described as the primary document that lays out the procedures to implement, monitor, and manage projects. The plan acts as the primary communication tool to ensure that all employees are informed and aware of the project's goals and how they are to be achieved. It is also the main arrangement with Headquarters as well as the Federal Project Director. the plan must be drafted and approved by Critical Decision-1. The objectives of the project are derived from the mission requirements statement. An integrated project team aids in the creation and drafting of the PEP. This plan should be a living document that must be revised to reflect the current and future processes and procedures, for example including safety in the designing process. The need for updates is common when a project is in crucial Decision phases.


What is a Project Communication Plan?

A communication plan for a project is a contract between the stakeholders and collaborators. It specifies when what and how the information will be communicated at regular intervals. Information such as updates on status, task-related questions as well as meeting information should be included in this document. The objective is to establish and simplify team communication as much as is possible.

A communication plan is essential in the management of projects because it aids in getting the stakeholders including clients, freelancers, and team members on the same team. Communication plans are ineffective in the event of excessive discussions about the project, or when the nature of every communication (like specific copy notes or big picture ideas) isn't clearly defined. This can affect the timelines and budgets.

A communication plan for a project also sets formal boundaries. For instance, your team members might want to limit their communication to email while freelancers could be at ease with texting in situations where the conversation is time-sensitive.


What is a Project Outline?

An outline of a project is among the primary documents used in the planning of projects and project management realms. It's basically the simplest version of a plan for a project. Plans for projects are typically lengthy, precise, and thorough however, project outlines are short and concise. They're thorough, yet combine all the most essential elements of project plans and then present them in a short and easy-to-digest package.

In essence, the project outline provides the details of your work at a glance. They're an excellent project manager's all-rounder since they are used for a variety of functions both internally and externally.


What Is Project Implementation Plan?

project execution plan (also known as a strategic plan) is a mix of process, strategy, and actions. It describes the steps an organization will follow to achieve a goal. The implementation plan will cover every aspect of the project including the budget, timeline, and personnel.

The ideal plan of action comprises:

  • Goals, requirements, and objectives
  • Scope assessment
  • A description of what is expected of the deliverables
  • Task due dates
  • Scheduling
  • assessment of risks assessment
  • Stakeholder Team, Stakeholders and process management plans
  • Roles and responsibilities for team members
  • Resources management
  • Tools for communication

Roadmap design breaks down the big picture goals into project phases that can be measured as tasks, subtasks, and phases. Each category is clearly defined and has its own deadlines and allocation of resources. Subtasks and tasks are given to team members, who finish and then approve each task.



The significance of documenting projects into various facets cannot be understated. It helps keep up with long-term projects and also helps analyze it topically. It is a great skill to have for a professional and can make you an asset to your team. Taking the help of a recognized training partner like Sprintzeal would go a long way in furthering your knowledge in this domain. We are an Authorized Training Partner of PMI – Project Management Institute.


About the Author

Sprintzeal   Syed Imran

Having 15+ years of experience in facilitating professional training for clients - Onsite and Public, Imran Syed’s expertise include both creating content and conducting training for professionals aspiring to get certification in their respective fields. His works are focused on popular certifications like Six Sigma Green Belt, Six Sigma Black Belt, CAPM, PMP, PRINCE2 and more.

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