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Inter Agency Policy and Projects Unit
Department of Premier and Cabinet
Project ManagementFact Sheet:
Project Documentation
Version: 2.1, June 2008
DISCLAIMER
This material has been prepared for use by Tasmanian Government agencies and Instrumentalities.It follows that this material should not be relied upon by any other person. Furthermore, to the extent
that ‘this material is relied upon’, the Crown in Right of the State of Tasmania gives no warranty as to
the accuracy or correctness of the material or for any advice given or for omissions from the material.Users rely on the material at their own risk.
 
 
Page 2 Tasmanian Government Project Management FrameworkProject Management Fact Sheet: Project Documentation, Version: 2.1, June 2008
In order to manage a project effectivelysome documentation is required. Theactual amount of documentation required isprimarily dependant on the size andcomplexity of the project. This Fact Sheetseeks to provide guidance as to the type ofdocuments you may need to develop, aswell the level of detail required.
What is Project Documentation?
Project documentation is an agreement,tracking and communication tool for theBusiness Owner, Project Sponsor, SteeringCommittee members, Key Stakeholders,Project Manager and Project teammembers. Documentation is developedand used during all project phases as areference point, for reporting and forongoing project management.
Project Documentation may be usedto:
Obtain resources and approval for theprojectDefine the project, its scope andtimeframeDefine how the project is to bemanaged and areas of responsibilityTrack the progress of the projectCoordinate resources, particularlythose resources outside the projectteamCommunicate project information tothe Business Owner, Project Sponsor,Steering Committee members, KeyStakeholders, Project Manager andProject team membersBrief a new Project Manager or teammemberAnalyse reasons for project success orfailure for the benefit of future projects
Why would you develop ProjectDocumentation?
To obtain agreement on projectoutcomes, scope and outputsTo manage expectations of theBusiness Owner, Project Sponsor,Steering Committee members, KeyStakeholders, Project Manager andProject team membersTo ensure a smooth transition to a newProject Manager or new team member,retaining critical project informationTo create a reference point fordiscussions as the project progressesTo identify when the project needs tobe replannedTo define clearly potential project risksand manage mitigation strategiesTo keep the project team focussed onwhat you are trying to achieveTo use in measuring the success ofthe project
What you need before you start?
Knowledge and understanding of theProjectKnowledge and understanding of theKey StakeholdersKnowledge and understanding of the
Tasmanian Government 
 
Project Management Guidelines 
 Departmental Project ManagementGuidelines if availableCorporate/Business Plan for theDepartment/Business Unit
What documents should bedeveloped and/or used?
The documentation that will be useful to aparticular project depends on the type ofproject, the project size and complexity,and where you are in the project life.
Appendix 1
(
Tables 
 
1, 2 & 3)
(attached) isa guide to the core, recommended andoptional documentation required for small,medium and large projects.Specific types of projects may requireadditional documentation, for examplefunctional specifications for an InformationCommunications Technology (ICT)project, or an environmental impactstatement for a construction project.
 
 
Page 3 Tasmanian Government Project Management FrameworkProject Management Fact Sheet: Project Documentation, Version: 2.1, June 2008
The
Document Details 
section (
Appendix 2 
) further describes each document type,including its purpose, when it is preparedand who is responsible for its development.Document templates are available from thiswebsite.
.
The templates have attachedguides for their use and application, andcan be modified to suit the particularrequirements of the project.
Who is involved in the developmentof Project Documentation?
Documentation is best developed withinput from a range of people such asBusiness Owner, Project Sponsor, SteeringCommittee members, Key Stakeholders,Project Manager, Project team membersand Quality Consultants.Who is to be involved will depend on thedocumentation being developed. How theyare involved may be through either/orgroup brainstorming sessions, one-on-oneconsultations and draft documentreviewers. Each or all approaches may bebeneficial, depending on thecircumstances. No matter which approachyou choose to develop the projectdocumentation, it is essential to obtaininput from anyone who will be required tosign-off or agree to a document.Some documents are developed andsigned-off and are then completed.
However, many documents are ‘live’
documents and are updated as the projectprogresses. Version control is used tomanage the development to ensure thecorrect documents are read and discussed.(Reference:
Project Management Fact Sheet: Document Control)
 
Where to get additional help
Refer to the
Tasmanian Government Project Management Guidelines 
 The Inter Agency Policy and ProjectsUnit offers further advice andassistance, including a formal Advisoryand Review ServiceContact Project Services atpminfo@dpac.tas.gov.au Further information and resources areavailable fromwww.egovernment.tas.gov.au 
Appendices
 
Appendix 1
Guides to the core, recommended andoptional documentation:
Table 1:
Small Project documents
Table 2:
Medium Project documents
Table 3:
Large Project documentsIn determining whether a project is small,medium or large. Refer to
Project Management Fact Sheet: Project Sizing 
 
Appendix 2 
All of the documents have beencategorised as either:a.
Core documents
are thosedocuments that should be created asa minimum;b.
Recommended documents
that maybe created to enhance the projectmanagement; orc.
Optional documents
are developedwhen required.The documents listed are also categorisedas:1.
Major Documents
(describe themanagement and control of theproject)2.
Other Documents
 3.
Smaller Templates
(assist in themanagement of the project, forexample the
Issues Register 
is used tohelp manage any project issues) 
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