Project Documentation

[Rick Mann]

I have a question regarding the PPM tool and project documentation (charter, statement of work, UAT). Do other people using the tool simply attach this documentation to the parent project or do they create documentation tasks to have it completed? Just curious to see how others are using the tool. Thanks.

Rick

[kellykaufmann]

We created a tab each for: project charter, issues, risks, status, costs, business needs, and plan.

For testing documentation, SOW documentation, etc, we just attached it to the project. Regarding tracking the completion of these activities - you can create tasks.

Just watch out that the way SN seems to work with project tasks is if you 'complete' all the project tasks, it will auto-close the project. So if you create a bunch of new projects to prioritize at a given point, and create only two tasks for each project - one to perhaps schedule demo's with vendors, one perhaps to sign off on a SOW - and if those two tasks are marked complete, the project will auto-close.

[Community Alums]

One of the things we've done with managed documents regarding our PPM implementation is that we've created a field called 'u_task' to allow a user to track a document against a specific task (in this case a pm_project task) and added a related list to the project form for Project Documents.

Adding the document type 'Project', and a document type choice list field we are able to give the project managers the ability to create and manage documents from their project within these document containers. In this way, you can have a standardized set of documents for every project and can even create the document records to hold them each time a project is created.

Then to roll it all up, we've created a UI Page that is used to report on document status by project, quantity, and published date.

[Michael deHaas]

Rick - can't believe there is responses to this 4-7 yrs ago and think the answer is still the same.  We have compliance requirements about routing for approval, etc, etc.  Then when we have our regular audits there is a great deal of time spent on making sure all the toll gates were met, correct documents were submitted for approval and those approvals were complete.  So this is very cumbersome for our project team, the compliance team, audit team and for searching for these documents in the future.

So glad you updated this 4 months ago (or may be that was just the system) as I would like to know if anyone has made any advances in this area around project document management.