Technical PM-competences (Subject) / 1.17 Information & Documentation (Lesson)

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• Summary Project documentation is the "compilation of selected, essential data about configuration, organisation, use of means, approach, course and achieved objectives in a project." Information and reporting is the "display of the project state, aimed at certain recipients or a circle of addressees." A project manual describes all necessary standards for a specific project. A project management manual is a "compilation of regulations, that are generally valid for the planning and execution of projects within a company". Reporting is the basis for successful project steering. Reporting formats are "time oriented" or "event oriented" reports which are created in emails, letters, forms, phone calls or conversations.
• The purpose of information (reporting) Produce a new level of knowledge with the recipient Initiate an exchange of opinion Reach decisions
• "Time oriented" reports Such as project status reports or work package reports. Time oriented reports are created and distributed at previously defined points of time.
• "Event oriented" reports Such as immediate reports or final reports. Event oriented reports are triggered by certain events.
• Project documentation is comprised of the following components: Project manual Project management manual Project-related filing (such as product-/requirements specification, offer, change requests, acceptance protocols, contracts)
• Project manual A project manual describes all necessary standards for a specific project.
• Project management manual (also PM-manual) A "compilation of regulations, that are generally valid for the planning and execution of projects within a company".
• Possible content of a PM-manual: Project criteria in order to define what a project is, project types, project organisation and roles Standarised PM-processes Process models for project types of a repetitive nature (e.g. research and development projects, investment projects, organisation projects) Methods and tools of project planning and steering (PM-method) PM-glossary with terminology specific to the company Forms, templates, checklists, work tools, etc.

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