216 Project Management
ects. However, there are certain fundamental—or foundational—
documents that most project managers will agree are useful.
Several of the documents we’ll be reviewing in this chapter
have been presented in earlier chapters. What we will do here is
provide a framework of understanding about documentation:
when certain documents are used, why they are important, and
how they relate to one another.
In Chapter 2, we discussed what occurs in each of the four
major phases of a project: Initiation, Planning, Execution, and
Close-Out. We’ll examine common project documents from that
same life cycle perspective, considering the documents typical-
ly used in each phase.
Initiating Documents
During the first major phase of a project, the Initiation Phase,
the project is created, defined in a limited way, officially sanc-
tioned, and launched. This phase begins when a problem or
opportunity (i.e., a need) is recognized. An appropriate
response to the need is determined and described. (This is actu-
ally where the project begins.) The major deliverables and the
participating work groups are identified. The project team
begins to take shape. Issues of feasibility (canwe do the proj-
ect?) and justification (shouldwe do the project?) are
addressed and formal approval to proceed is granted.
Figure 11-2 illustrates the key documents created during
project initiation.
Project Requirements Document.This is perhaps the most
fundamental document of your project, as this is where project
“life” begins. The Project Requirements Document describes
and quantifies the fundamental problem to be solved or
opportunity to be exploited (the project need). It can be struc-
tured any number of ways, but should include the elements
described in Chapter 4 (“Preparing the Requirements
Document”).
- Voice of the Customer Analysis or Market Analysis. Voice
of the Customer (VoC) refers to the process of capturing