Effective Handling of Project Artifacts for Successful Project Management.pdf

One Page Refresher for all Project Managers out there. Summarizing Steps for each Phase of the PMI Methodology by @qasimkz hashtag#ProjectManagement hashtag#MindMap hashtag#Refresher hashtag#OnePage hashtag#Simplified @MappingStrategy

1. @MappingStrategy
by Qasim Khan
Defines the project, its
purpose, objectives, scope,
and stakeholders
Project Charter
Lists all stakeholders and
their interests, influence, and
involvement
Stakeholder Register
Justifies the project in terms
of benefits, costs, and
alignment with strategic goals
Business Case
Assesses the practicality of the project
Feasibility Study
Creation: Develop the project
charter and stakeholder
register through initial
meetings and discussions
with key stakeholders
Review: Obtain approval from
project sponsors and senior
management
Storage: Store these
documents in a centralized,
accessible location (e.g.,
project management software
or a shared drive)
Communication: Share the
project charter and
stakeholder register with the
project team and relevant
stakeholders to ensure
everyone understands the
project's foundation
Handling
1. Initiation Phase
Initiation
Comprehensive plan covering
all aspects of project
management
Project Management Plan
Detailed description of project
deliverables and work
required
Scope Statement
Breakdown of project scope
into manageable sections
Work Breakdown Structure (WBS)
Project timeline with
milestones and deadlines
Schedule
Estimated costs and financial resources
Budget
Identified risks and mitigation strategies
Risk Management Plan
Strategy for project
communication with
stakeholders
Communication Plan
Standards and procedures for
project quality
Quality Management Plan
Development: Collaborate
with the project team to create
detailed plans
Approval: Get sign-off from
stakeholders and sponsors on
key documents
Updates: Regularly update
the plans to reflect any
changes or new information
Access: Ensure that the
project team and
stakeholders can easily
access the latest versions of
these documents
Monitoring: Use these
artifacts to guide project
execution and track progress
Handling
2. Planning Phase
Planning
Regular updates on project progress
Status Reports
Record of issues encountered
and their resolutions
Issue Log
Documentation of any
requested changes to the
project
Change Requests
Records of discussions and
decisions made during project
meetings
Meeting Minutes
Completed project outputs as
per the project plan
Deliverables
Reporting: Create and
distribute status reports at
regular intervals
Tracking: Maintain an
updated issue log and
process change requests
promptly
Documentation: Record
meeting minutes and ensure
they are distributed and
stored appropriately
Quality Assurance: Verify and
validate deliverables against
quality standards before
acceptance
Communication: Keep
stakeholders informed about
progress, changes, and any
issues
Handling
3. Execution Phase
Execution
Summary of the project's
performance and final
outcomes
Project Closure Report
Insights and experiences
gained during the project
Lessons Learned Document
Handover of completed
deliverables to the client or
end-users
Final Deliverables
Documentation of the release
of project resources
Release of Resources
Complete set of project
documents for future
reference
Project Archive
Completion: Ensure all
deliverables are completed,
verified, and accepted by the
client
Review: Conduct a final
project review meeting to
discuss what went well and
areas for improvement
Documentation: Compile the
project closure report and
lessons learned document
Archiving: Store all project
artifacts in a project archive
for future reference
Handover: Transfer final
deliverables and any relevant
documentation to the client or
end-users
Resource Release: Officially
release project resources,
including team members and
equipment
Handling
5. Closing Phase
Closing
Detailed analysis of project
performance metrics
Performance Reports
Comparison of actual
performance against the plan
Variance Analysis
Results of quality checks and audits
Quality Control Reports
Updates on identified risks
and effectiveness of
mitigation measures
Risk Reports
Updated record of all changes
made during the project
Change Log
Analysis: Regularly analyze
performance reports and
variance data to identify
deviations from the plan
Control Measures: Implement
corrective actions as needed
to address variances and
issues
Audits: Conduct quality audits
to ensure project deliverables
meet the required standards
Risk Management:
Continuously monitor risks
and update the risk
management plan as
necessary
Communication: Provide
stakeholders with updated
performance and risk reports
Handling
4. Monitoring and
Controlling Phase
Monitoring & Control
Project
Management
Lifecycle:
Phases,
Artifacts, and
Handling