PMBOK Guide Accelerator Documents

The following steps represent a typical project document workflow that is based on the PMBOK Guide:
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The following steps represent a typical project document workflow that is based on the PMBOK Guide:
  1. The project manager creates one or more documents.
  2. The project manager edits access to the documents.
  3. The project manager edits any of the documents.
  4. Depending on the type of document, the project manager submits the document for review or approval.
  5. The application sends an action item to the reviewer.
  6. Depending on the type of document, the reviewer takes one of the following actions:
    • Reviews the document.
    • Approves or rejects the document.
Manage Access to PMBOK Guide Documents
You can manage access to the PMBOK Guide documents using the links in the Access to this Object displayed when the document is open. Use the links for viewing, granting, and editing access rights to your document.
Submit a Document for Review
Most documents require review. When you submit a document for review, the document approval or document review process starts. The process that is triggered to start depends on the type of document. The reviewer receives an action item to review and to approve the document.
The scope management plan, quality management plan, and risk identification - SWOT analysis documents cannot be submitted for review.
Follow these steps:
  1. Open a project.
  2. Open a document.
  3. As a project manager, you can change the resources that are identified as reviewers. Edit the names that are listed in the Reviewers field.
  4. In the General section, select the Submit for Review check box and click Save.
    The document is submitted for review and all fields are read-only.
  5. Review the following common fields for documents:
    • Approval Status
      : Displays the approval status for the document as a stoplight.
      Values:
      • New. The document is in draft mode and not submitted for approval.
      • Submitted for Review. The document is submitted for approval but not approved.
      • Approved. The document is submitted for approval and approved.
      • Rejected. The document is submitted for approval and rejected.
      Stoplights:
      • Gray. The approval status is "New" and not submitted for approval.
      • Yellow. The approval status is "Submitted for Review" but not approved.
      • Green. The approval status is "Approved". The document is submitted for approval and approved.
      • Red. The approval status is "Rejected". The document is submitted for approval and rejected.
    • Last Updated Date
      Displays the date that the document was last updated and saved.
    • Submitted Date
      Displays the date that the project manager submitted the document for review.
    • Approved Date
      Displays the date that the document was approved or rejected.
    • Days in Review
      Displays the number of days the document is undergoing review and a stoplight to represent the number of days. If you submit the document for review and it is being reviewed, the number and stoplight displays. If the document is not submitted for review, or is approved or rejected, the field is empty.
      Stoplights:
      • Green. The document is in review stage for less than five days.
      • Yellow. The document is in review stage for five or more days, but less than ten days.
      • Red. The document is in review stage for greater than ten days.
Review Documents from Action Items
Project managers are responsible for creating PMBOK Guide documents and for submitting them for review. The reviewers receive action items to review the submitted documents in their Organizer. The reviewer reviews the document and marks completion with the
Reviewed
status.
Follow these steps:
  1. Open the Personal menu and click Organizer.
    The organizer action items page appears by default.
  2. Locate the action item and select a status in the Status field.
    Values:
    Reviewed, Not Reviewed
    Default:
    Not Reviewed
  3. Save your changes.
Review and Approve Documents from Action Items
Project managers are responsible for creating PMBOK documents, providing product descriptions and project charters, and submitting for approval. The resource, which is assigned as the reviewer of product description documents, receives an action item in their Organizer when the project manager submits the document for approval. The reviewer reviews the document and completes the action item marking the status as
Approved
or
Rejected
.
Follow these steps:
  1. Open the Personal menu and click Organizer.
    The organizer action items page appears by default.
  2. Locate the action item, review the document, and select a status from the Status field.
    Values:
    Approved, Rejected, Open
    Default:
    Open
  3. Save your changes.
Create a Lessons Learned Document
The PMBOK lessons learned document records best practices and recommendations for improvements. The goal is to improve project practices for the rest of the project and for future projects.
Follow these steps:
  1. Open the project.
  2. Open the Properties menu, and click Lessons Learned.
  3. Click New.
  4. Complete the following fields in the General section:
    • Title
      : Defines the title for the document. After you submit the document for review, this field becomes display only. In management views, you can click the document title to open the document.
      Limit:
       80 characters
    • ID
      : Displays the unique identifier for the document.
      Limit:
       80 characters
  5. Complete the following fields in the Report Information section:
    • Lessons Learned Category
      : Defines the category for the document. After you submit the document for review, this field becomes display only.
      Values:
       Process Change, Framework/ Methodology, Organizational Change, Technology Change, Other, and TBD
    • Specific Project Management Process Being Used
      : Defines the specific project management process that you are using for the project. After you submit the document for review, this field becomes display only.
      Limit:
       2000 characters
  6. Complete the following fields in the Specific Practice, Tool or Technique Being Used section:
    • Action Undertaken
    • Result of Action Undertaken
    • Preferred Result
  7. Complete the following fields in the Specific Lessons Learned and Recommendations sections:
    • Lessons Learned
    • What behavior is recommended for the future?
    • Where and how can this knowledge be used later in this current project?
    • Where and how can this knowledge be used in future projects?
    • Reviewers of Lessons Learned
    • Communication/Distribution of Lessons Learned
    • Communication Details
  8. Define the following remaining fields in the Recommendations section:
    • Attachment(s)
      : Specifies the attachments that are associated with the document.
    • Description of Attachment(s)
      : Defines the description of the attachments that are associated with the document.
      Limits:
       2000 characters
  9. Save your changes.
Create a Product Description
The PMBOK product description document records the description of the product or service that is related to the project.
Follow these steps:
  1. Open the PMBOK Guide project.
  2. Open the Properties menu, and click Product Description.
  3. Click New.
  4. Complete the following fields in the General section:
    • Title
      : Defines the title for the document. Once you submit the document for review, this field becomes display only. In management views, you can click the document title to open the document.
      Limit:
       80 characters
    • ID
      : Displays the unique identifier for the document.
      Limit:
       80 characters
  5. Complete the following fields in the Report Information section:
    • Product or Service
      : Defines the name of the product or service.
    • Purpose
      : Defines the purpose for the product or service.
    • Full Explanation
      : Defines the full explanation of the product or service.
  6. Complete the following fields in the Draft of Full Product or Service Description section:
    • Functional and Performance Requirements
    • Quality Requirements
    • Cost Requirements
    • Other
  7. Define the following remaining fields in the Draft of Full Product or Service Description section:
    • Attachment(s)
      Specifies the attachments that are associated with the document.
    • Description of Attachment(s)
      Defines the description of the attachments that are associated with the document.
      Limits:
       2000 characters
  8. Save your changes.
Create a Project Charter
The PMBOK project charter document records the existing project.
Follow these steps:
  1. Open the PMBOK Guide project.
  2. Open the Properties menu, and click Product Charter.
  3. Click New.
  4. Complete the following fields in the General section:
    • Name/Title
      : Defines the name of the project charter. After you submit the document for review, this field is display only. In management views, the title is the name of the project charter and is the project link. On the project dashboard page, the document name represents the project charter and is a link to the project charter.
      Limit:
       80 characters
    • ID:
      Displays the unique identifier for the document.
      Limit:
       80 characters
    • Approval Status
      : Displays the approval status for the document as a stoplight.
      Values:
      • New. The document is in draft mode and not submitted for approval.
      • Submitted for Review. The document is submitted for approval but not approved.
      • Approved. The document is submitted for approval and approved.
      • Rejected. The document is submitted for approval and rejected.
      Stoplights:
      • Gray. The approval status is "New" and not submitted for approval.
      • Yellow. The approval status is "Submitted for Review" but not approved.
      • Green. The approval status is "Approved". The document is submitted for approval and approved.
      • Red. The approval status is "Rejected". The document is submitted for approval and rejected.
    • Last Updated Date
      : Displays the date that the document was last updated and saved.
    • Submitted Date
      : Displays the date that the project manager submitted the document for review.
    • Approved Date
      : Displays the date that the document was approved or rejected.
    • Days in Review
      : Displays the number of days the document is undergoing review and a stoplight to represent the number of days. If you submit the document for review and it is being reviewed, the number and stoplight displays. If the document is not submitted for review, or is approved or rejected, the field is empty.
      Stoplights:
      • Green. The document is in review stage for less than five days.
      • Yellow. The document is in review stage for five or more days, but less than ten days.
      • Red. The document is in review stage for greater than ten days.
  5. Complete the following fields in the Overview section:
    • Synopsis
      : The synopsis that you enter here displays in the Project Status Snapshot report as the Project Description/Synopsis.
    • Purpose
      : Displays the defined purpose or business need for this project.
    • Purpose/Business Need
    • Purpose/Business Need Details
    • Product Description and Deliverables
    • Project Management
  6. Complete the following fields in the Assumptions, Constraints and Issues section:
    • Assumptions
    • Constraints
    • Issues
  7. Complete the following fields in the Resources section:
    • Personnel Resources
      : Defines the resources that perform the tasks on this project. The resources who are not already on the project as team members are added to the project as team members when this document is approved.
    • Financial Resources
      : Defines the financial resources for this project charter.
      If you define financial resources but not a detailed budget for the project, when the reviewer approves this project charter, the project planned cost is populated with the value. If you have not defined the project planned cost start date and planned cost finish dates, the date fields are populated with the project Start Date and Finish Date field values. The Planned Cost, Planned Cost Start, and Planned Cost Finish fields appear on the budget properties page. The Start Date and Finish Date fields appear on the schedule page of properties page.
    • Other Resources
      : Defines the other resources for the project charter.
    • Approach
      : Defines the approach planned for this project.
  8. Complete the following fields in the Communication Plan section:
    • Communication and Reporting
    • Acceptance
    • Change Management
    • Other
  9. Define the following remaining fields in the Communication Plan section:
    • Attachment(s)
      Specifies the attachments that are associated with the document.
    • Description of Attachment(s)
      Defines the description of the attachments that are associated with the document.
      Limits:
       2000 characters
  10. Save your changes.
Create a Project Closure Document
The PMBOK project closure document reviews all key customer requirements and records that the customer has accepted the project product and deliverables.
Follow these steps:
  1. Open the PMBOK Guide project.
  2. Open the Properties menu, and click Project Closure.
  3. Click New.
  4. Complete the following fields in the General section:
    • Name
      Defines the name of this report document.
      Limit:
       80 characters
    • ID
      Displays the unique identifier for the document.
      Limit:
       80 characters
  5. Complete the following fields in the Project Results section:
    • Customer Has Accepted All Project Results
      Defines the list of all the project results.
    • Accepted by
      Defines the name of the resource who accepted the document.
  6. Complete the following fields in the All Other Deliverables section:
    • Customer Has Accepted All Other Deliverables
      Defines the list of all the project deliverables.
    • Accepted by
      Defines the name of the resource who accepted the document.
  7. Complete the following fields in the All Other Project Requirements section:
    • Customer Has Accepted All Other Project Requirements
      Defines the list of all the project requirements.
    • Accepted by
      Defines the name of the resource who accepted the document.
  8. Complete the following fields in the Other section, and save:
    • Explain Any Exceptions to the Above
    • Documentation for the Above Has Been Filed/Archived as Follows
    • Comments or Remaining Issues
  9. Review the following additional fields:
    • Review Status
      Displays the review status for the document at the time of creation. In management views and in list views, the field displays as a stoplight.
      Values:
      • New. The document is in draft mode and not submitted for review.
      • Submitted for Review. The document is submitted for review but not reviewed by all reviewers.
      • Review Completed. The document is submitted for review and is reviewed.
      Stoplights:
      • Gray. The document is not submitted for review.
      • Green. The document is submitted for review and the review is complete.
      • Yellow. The document is submitted for review but not reviewed.
    • Review Completed Date
      Displays the date the review for this document was completed.
    • Days in Review
      Displays the number of days the document is undergoing review and a stoplight to represent the number of days. If you submit the document for review and it is being reviewed, the number and stoplight displays. If the document is not submitted for review, or is approved or rejected, the field is empty.
      Stoplights:
      • Green. The document is in review stage for less than five days.
      • Yellow. The document is in review stage for five or more days, but less than ten days.
      • Red. The document is in review stage for greater than ten days.
  10. Save your changes.
Create a Project Report
The PMBOK project report document records the various project statuses, such as scope, schedule, and overall outlook. The report also records plans to address any open issues.
Follow these steps:
  1. Open the PMBOK Guide project.
  2. Open the Properties menu, and click Project Report.
  3. Click New.
  4. Complete the following fields in the General section:
    • Report Name
      Defines the name of the project report document. After you submit the report for review, this field is display-only. In management views, the report name is a link to the project report.
    • ID
      Displays the unique identifier for the document.
      Limit:
       80 characters
    • Review Status
      Displays the review status for the document at the time of creation. In management views and in list views, the field displays as a stoplight.
      Values:
      • New. The document is in draft mode and not submitted for review.
      • Submitted for Review. The document is submitted for review but not reviewed by all reviewers.
      • Review Completed. The document is submitted for review and is reviewed.
      Stoplights:
      • Gray. The document is not submitted for review.
      • Green. The document is submitted for review and the review is complete.
      • Yellow. The document is submitted for review but not reviewed.
    • Review Completed Date
      Displays the date the review for this document was completed.
    • Days in Review
      Displays the number of days the document is undergoing review and a stoplight to represent the number of days. If you submit the document for review and it is being reviewed, the number and stoplight displays. If the document is not submitted for review, or is approved or rejected, the field is empty.
      Stoplights:
      • Green. The document is in review stage for less than five days.
      • Yellow. The document is in review stage for five or more days, but less than ten days.
      • Red. The document is in review stage for greater than ten days.
    • Prepared By
    • Displays the name of the resource who created the document.
      Limit:
       80 characters
    • Report Last Updated
      Displays the date the project report document was last updated and saved.
    • Review Status
      Displays the review status for the document at the time of creation. In management views and in list views, the field displays as a stoplight.
      Values:
      • New. The document is in draft mode and not submitted for review.
      • Submitted for Review. The document is submitted for review but not reviewed by all reviewers.
      • Review Completed. The document is submitted for review and is reviewed.
      Stoplights:
      • Gray. The document is not submitted for review.
      • Green. The document is submitted for review and the review is complete.
      • Yellow. The document is submitted for review but not reviewed.
    • Baseline Start
      Displays the date of starting the project baseline revision, if a baseline on the project exists. This value is based on the Baseline Start field on the baseline revision properties page.
    • Baseline Finish
      Displays the project baseline revision finish date, if a baseline on the project exists. This value is based on the Baseline Finish field on the baseline revision properties page.
    • Budget Benefit
      Displays the project planned benefit amount at the time of saving the project report. This value is based on the Planned Benefit field on the budget page of project properties.
    • Budget Cost
      Displays the project planned cost amount at the time of saving the project report. This value is based on the Planned Cost field on the budget page of project properties.
    • ROI %
      Displays the project planned ROI at the time of saving the project report. This value is based on the Planned ROI field on the budget page of project properties.
    • Actual Cost
      Displays the actual cost (AC) at the task level, which is the total cost that is incurred and recorded when performing the project work, or work breakdown structure component. The actual cost is the total cost that is incurred when performing the work that the EV measured.
    • ETC
      Displays the estimate to completion at the time of saving the project report.
    • EAC
      Displays the system-calculated value of estimate at completion (EAC), which is the total cost of all actual work that is completed to date plus the predicted cost to complete the remaining work. Assuming, the project continues at the same cost performance index.
        EAC = AC + [(BAC - EV) / CPI]
  5. Complete the following fields in the Status of Project Relative to Project Objectives section:
    • Scope Status
      The scope status for the project relative to the project objectives. This value is derived from the project report properties page. When viewing the field in portlets, the status displays as a stoplight.
      Values:
      • On Scope. The project is on scope.
      • Off Scope. The project is off scope.
      Stoplights:
      • Gray. The project scope status is not defined.
      • Green. The project scope status is 
        On Scope
        .
      • Red. The project scope status is 
        Off Scope
        .
    • Scope Details
      Defines the scope details for the document.
      Limits:
       2000 characters
    • Schedule Status
      Specifies the schedule status for the project. This value is based on the following checks that are performed in the order listed:
      • If a project report exists, the value from the Schedule Status field on the project report properties page of the most recent project report document is used.
      • If a project report does not exist but is baselined, the days of delay is calculated by using the difference between the Baseline Finish field on the baseline revision properties page and the Finish Date field on the schedule page of project properties, and the value is used.
      • If a project report exists but is not baselined, the days of delay is calculated by using the difference between and the Finish Date field on the schedule page of project properties and the current date, and the value is used.
      Stoplights:
      • White. The project schedule status is not defined.
      • Green. The project is on schedule (no delay).
      • Yellow. The project is less than or equal to ten days late.
      • Red. The project is more than ten days late.
    • Schedule Details
      Defines the details of the schedule.
      Limits:
       2000 characters
    • Cost Status
      Specifies the status of the cost for the project plan that is based on the project planned cost amount. The cost amount is a field on the budget page of project properties. After you submit the project report document for review, this field is display only. In management views, the status is display only.
      Values:
      • On Budget. The project plan is on budget with the project planned cost.
      • Under Budget. The project plan cost is below the project planned cost.
      • Over Budget. The project plan cost is above the project planned cost.
    • Cost Details
      Defines the cost details.
      Limits:
       2000 characters
    • Quality Status
      Specifies the status of the quality for the project plan. After you submit the document for review, this field displays as a stoplight to represent the project quality.
      Values:
      • Excellent.
      • Good.
      • Fair.
      • Poor.
      Stoplights:
      • Green. The overall project quality is excellent.
      • Yellow. The overall project quality is fair.
      • Red. The overall project quality is poor.
    • Quality Details
      Defines the quality details.
      Limits:
       2000 characters
    • Project Outlook
      Specifies the status of the project outlook. The field displays a check mark on the project report properties page. The status displays as a stoplight in portlets.
      Values:
      • Excellent.
      • Good.
      • Fair.
      • Poor.
      Stoplights:
      • Green. The overall project outlook is good or excellent.
      • Yellow. The overall project outlook is fair.
      • Red. The overall project outlook is poor.
    • Project Status Outlook Details
      Defines the details of the project status outlook.
      Limits:
       2000 characters
  6. Complete the following fields in the Progress Report section:
    • Status of Project Work to Date, Including Progress Reported This Period
    • Special Problems or Issues to be Addressed
    • Plans For Next Period
    • Other Notes and Concerns
    • Key Changes
    • Estimate
    • Issues or Comments
  7. Save your changes.
Create a Project Scope Statement
The PMBOK project scope statement records the expectations for the project deliverables and objectives among the stakeholders.
Follow these steps:
  1. Open the PMBOK Guide project.
  2. Open the Properties menu, and click Project Scope Statement.
  3. Click New.
  4. Complete the following fields in the General section:
    • Scope Statement Name
      : Defines the name for the project scope statement document. After you submit the scope statement for review, you cannot edit this field.
    • ID
      : Displays the unique identifier for the document.
      Limit:
       80 characters
    • Review Status
      : Displays the review status for the document at the time of creation. In management views and in list views, the field displays as a stoplight.
    • Values:
      • New. The document is in draft mode and not submitted for review.
      • Submitted for Review. The document is submitted for review but not reviewed by all reviewers.
      • Review Completed. The document is submitted for review and is reviewed.
      Stoplights:
      • Gray. The document is not submitted for review.
      • Green. The document is submitted for review and the review is complete.
      • Yellow. The document is submitted for review but not reviewed.
    • Last Updated Date
      Displays the date that the document was last updated and saved.
    • Submitted Date
      Displays the date that the project manager submitted the document for review.
    • Review Completed Date
      Displays the date the review for this document was completed.
    • Days in Review
      Displays the number of days the document is undergoing review and a stoplight to represent the number of days. If you submit the document for review and it is being reviewed, the number and stoplight displays. If the document is not submitted for review, or is approved or rejected, the field is empty.
      Stoplights:
      • Green. The document is in review stage for less than five days.
      • Yellow. The document is in review stage for five or more days, but less than ten days.
      • Red. The document is in review stage for greater than ten days
    • Prepared By
      Displays the name of the resource who created the document.
      Limit:
       80 characters
  5. Complete the following fields in the Scope Statement Information and Project Objectives sections:
    • Project Justification
    • Product Description
    • Project Deliverables
    • Cost Objectives
    • Schedule Objectives
    • Quality Measures
    • Other Objectives
    • Attachment(s)
      Specifies the attachments that are associated with the document.
    • Description of Attachment(s)
      Defines the description of the attachments that are associated with the document.
      Limits:
       2000 characters
  6. Save your changes.
Create a Quality Management Plan
The PMBOK quality management plan document records the team methods and quality control policy. Do not submit quality management plan documents for review.
Follow these steps:
  1. Open the PMBOK Guide project.
  2. Open the Properties menu, and click Quality Management Plan.
  3. Click New.
  4. Complete the following fields in the General section:
    • Quality Management Plan Name
      : Defines the name of the document.
    • ID
      : Displays the unique identifier for the document.
      Limit:
      80 characters
  5. Complete the following fields in the Project Quality System and Quality Management Plan sections:
    • Organizational Structure
    • Roles and Responsibilities
    • Procedures
    • Processes
    • Resources
    • Quality Control
    • Quality Assurance
    • Quality Improvement
    • Attachment(s)
      Specifies the attachments that are associated with the document.
    • Description of Attachment(s)
      Defines the description of the attachments that are associated with the document.
      Limits:
      2000 characters
  6. Save your changes.
Create a Risk Identification SWOT Analysis Document
The PMBOK risk identification - SWOT analysis document records the project team assessment of the strengths, weaknesses, opportunities, and threats. You cannot submit risk identification - SWOT analysis documents for review.
Follow these steps:
  1. Open the PMBOK Guide project.
  2. Open the Properties menu, and click Risk Identification - SWOT Analysis.
  3. Click New.
  4. Complete the following fields in the General section:
    • SWOT Analysis Report Name
      : Defines the name of the document.
      Limit:
       80 characters
    • ID
      : Displays the unique identifier for the document.
      Limit:
       80 characters
    • Prepared By
      Displays the name of the resource who created the document.
      Limit:
       80 characters
  5. Complete the following fields in the SWOT Analysis Report Information section:
    • Project Strengths
    • Project Weaknesses
    • Project Opportunities
    • Project Threats
  6. Save your changes.
Create a Scope Management Plan Document
The PMBOK scope management plan document records how the project management team plans to manage the project scope and handle changes to project scope.
Follow these steps:
  1. Open the PMBOK Guide project.
  2. Open the Properties menu, and click Scope Management Plan.
  3. Click New.
  4. Complete the following fields in the General section:
    • Scope Management Plan Name
      : Defines the name of the scope management plan document.
      Limit:
       80 characters
    • ID:
      Displays the unique identifier for the document.
      Limit:
       80 characters
  5. Complete the following fields in the Plan Information section:
    • Describe how Project Scope will be managed
    • Likelihood of Change (%)
    • Frequency of Change
    • Scope of Change (%)
    • How will scope changes be identified and classified?
    • Describe how changes in project scope will be integrated in the project
    • Additional Remarks
  6. Define the following remaining fields in the Plan Information section:
    • Attachment(s)
      Specifies the attachments that are associated with the document.
    • Description of Attachment(s)
      Defines the description of the attachments that are associated with the document.
      Limits:
       2000 characters
  7. Click Submit.