The project notebook is a central repository for all the project documents. It can take many forms ranging from a simple 3-ring binder with physical copies of project artifacts, to an Excel or Word document containing standard forms and links to project documents, or a full-blown project management information system (PMIS) database system such as SharePoint or similar.
The project notebook should be organized to meet the needs of the project manager, project team and stakeholders. Typical additions to the project notebook may include, but is not limited to:
- A copy of all project documentation
- Initiation documents: Business Case, Requirements, Proposal, Objectives, Strategy
- Requirements, specifications, functional requirements
- Project Charter, project approvals, funding plan
- Client analysis, stakeholder analysis
- Planning documents: Scope Statement, Statement of Work, Deliverables, Work Breakdown, Schedules, Resource Management Plan, Change Management Plan, Procurement Management Plan, Scope Management Plan, Quality Management Plan, Budget Management Plan, Integration Management Plan, Risk Management Plan
- Deliverables
- Resources, roles and responsibilities
- Control documents: control and reporting systems
- Reports and communications
- Success criteria, acceptance plan, testing plan, exit criteria
- Closing documents: Lessons Learned