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Virginia H. Evans

Virginia H. Evans

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P.O. Box 400217
Suite 116
Charlottesville, VA 22904-4217

Phone:
434-982-2249
Fax:
434-924-3579
Email:
Arlene Buynak

IT Project Management

Documentation Guidelines

Low-Complexity Project Documentation: This can be very simple and brief. The goal is to communicate and document the essence of the project, primarily for informational purposes, both within the University and to the outside world. The Low-Complexity Project Worksheet provides a template for providing this information. A low-complexity project will typically be described by a sentence or two of text in each of the sections of the worksheet. The level of detail in this documentation should be agreed upon mutually by the Project Manager and the Project Sponsor.

Medium-Complexity Project Documentation: Documentation for medium-complexity projects should be more detailed than for low-complexity projects. It may be advisable to consider the use of project planning software, e.g., Microsoft Project, in assembling the project plan and schedule. The project plan should include a Requirements Document, which includes Scope Plans, Resource and Staffing Plans, Budget Plans and Schedule Plans. The Communication Plan should articulate the extent and nature of communications involved in the project. The Testing Assessment should include the processes required to ensure that the project will meet the needs for which it was undertaken. The Risk/Security Plan should identify anticipated security issues and indicate how they will be addressed.

High-Complexity Project Documentation: Documentation for high-complexity projects should provide all of the information required to initiate, plan, execute, monitor, and complete the project in a timely and cost-effective manner. The documentation should follow the guidelines of the Project Management Body of Knowledge (PMBOK) of the Project Management Institute. Appropriate project planning software, e.g., Microsoft Project, should be used in assembling the project plan and schedule. The project plan should include a detailed Scope Plan (PMBOK 5.2 or U.Va Project Management Community Templates and Guidelines), which clearly describes the project objectives and the project deliverables. Plans for scope management (PMBOK 5.5) should be provided. The Scope Plan should include a complete Work Breakdown Schedule (PMBOK 5.3). The Resource and Staffing Plan (PMBOK 9.1) should explain what resources (people, equipment, materials) and what quantities of each should be used to perform project activities, and it should provide a complete account of key or required staff. The Communication Plan (PMBOK 10.2 or U.Va Project Management Community Templates and Guidelines) should describe the processes required to ensure timely and appropriate generation, collection, dissemination, storage, and ultimate disposition of project information. The Budget Plan (PMBOK 7.2) should be appropriate to the needs of the Project Sponsor and should provide a complete accounting of costs for staffing, equipment, software, supplies, consulting, and other costs. The Budget Plan should include justification as appropriate to the needs of the Sponsor. The Quality Plan (PMBOK 8.1) should describe in detail the processes required to ensure that the project will meet the needs for which it was undertaken. It should include all activities that determine the quality policy, objectives, and responsibilities. It should implement these activities by means such as quality planning, quality assurance, quality control, and quality improvement. The Risk Plan (PMBOK 11.1) should identify anticipated security issues and indicate how they will be addressed.