Project management document

This article is dedicated to questions of how project management document software can be used to earn benefits from making all managerial processes more effective. They may include a large number of different regulative, informative, administrative and legal instruments which should be properly delivered, utilized, systematized, stored and handled. Each phase of project management is supported by its own set of essential instruments: for example, the conception of Project Planning phase requires a list which is comprised of the following items: Financial Plan, Quality Assurance Plan, Risk Management Plan, Resource Management Plan, etc.

Actually, optimization of the documents turnover along with better systematization of PM documentation are the topical questions of project management, as the more agile and quicker these processes are, the less the overall job costs. In order to facilitate and hasten work at each of the standard documents, they can be composed with a help of special templates that provide frameworks making the process much easier. This patterning approach is extremely effective when you work with typical or recurring projects.

Principles

Patterning documents is a sure way to economize time and costs on creating new documents, but improvement of the entire turnover of documentation along with its better systematization can be achieved only via transferring all the documents into electronic format and through implementation of special electronic project management document management system. This means that such a computer-based instrument should work in a close connection with project matters; as it was designed for job control, it can be described as a system with the following elements:

• plan – this is a checklist of documentation including items which are necessary to deliver on certain stage or checkpoint to ensure progress towards specific goals. Such a plan can be created, managed and shared between employees with a help of that software. With a help of such a solution you may eliminate any vagueness in questions related to preparation, reviewing and accepting documents as all the team members will be engaged into the process in a definite manner.

•   repository – it is a centralized database of documents, where both samples and working documents are systematized in a manner ensuring the best way of their storing and accessing, so that each team member can find and reach necessary documents without applying excessive efforts. This systematization process refers to grouping documents by their purposes and types, along with associating them with appropriate project components such as stages, phases and tasks. 

VIP Task Manager is client-server software that is specialized in time and task management, and it has the mentioned elements for collaborating at projects in terms of work content and auxiliary documents, so that you can share relevant working data along with examples to be used as templates, and active documents to retrieve and edit their content. This software creates a shared virtual environment where people can assume their assigned positions and responsibilities in processes related to managing, preparation, sharing, controlling, reviewing and changing documents.