Essential Software Project Document Deliverables
Project Management Must Plan Delivery of Key System Documentation
Jan 19, 2009
Every project management methodology or quality management system will include the project documents that should be produced. This list of project documentation is an essential component of a successful project delivery because when the project team has dispersed after project closure it is the system and its system documentation that is left. These artefacts then become the final arbiter of the success of the project.
Why Produce Project Documentation?
Producing project documentation goes beyond checking a box to say that it is done; the documentation must be fit for purpose. Consequently, it is worth revisiting why it is produced:
- Formal record of the project and its execution and control. This "record" is usually for the purpose of demonstrating compliance with external regulation or legislation or perhaps internal quality standards
- Information to help the business use the system effectively
- Information to help IT support and maintain the system effectively
Understanding this it becomes apparent that there are different potential audiences for the project documentation and therefore the project document must be written with a view to its future use to be most effective.
Project Document Deliverables
Each project document must:
- Conform to the appropriate quality standard in terms of its presentation, document structure, core content and identifiers
- Be accurate, clear, concise and complete
- Reviewed, preferably by an independent expert, and approved as appropriate
A "complete" document is often hard to achieve because the project document writer is one or more of:
- In a hurry to complete the document and so is careless with content, inaccurate or incomplete
- Is not interested in producing the content
- Is written with an excessive number of assumptions
- Is unclear because the writer doesn't fully understand the subject or is unable to communicate it well
Essential Software Project Document Deliverables - System Documentation
Project planning must include project tasks with adequate time for creating, reviewing, updating and approving system documentation. The authors, reviewers and approvers must be selected with a view to producing project documents that are fit for purpose and special attention must be paid to:
- Project Plan - because it defines the future course of the project and is also an essential "record"
- Requirements documentation - because it defines what the business needs and will need to regularly updated as the system evolves
- Testing documentation - because the system will be subject to change both internally and externally and will need to be retested
- Design documentation - IT will need to support and maintain the system and good design documentation will make that simpler
- Business process and procedure - because the business will need to integrate the system into their daily working practices and as needed introduce new staff to the system and processes
Project Documentation
Project documentation must be high in the project planning to ensure that enough time and effort is devoted to producing quality and effective project documents. Good quality system documentation is an indicator of a successful project and the more sophisticated will use an electronic document management system.
 |
 |
 |
 |
