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Project Documentation and its Importance

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Project Documentation and its Importance 1

Project Documentation is the method of managing and documenting individual projects. It helps in improving and creating a detailed and successful project. It tells us about the following

1. Project Vision: It tells us about the reason why a certain project was required in order to overcome the existing service, product or system. Project vision gives us an overview and a basic idea of the project.

2. Schedule of Project: It tells us about the project’s milestones, activities or tasks which were done in a specific amount of time.

3. Risks related to the Project: It tells us about the risks which are associated (if any) as a result of using the project.

4. Structure and Requirements of Project: The main requirements and relationships of the project are defined in the structure of a project. Thus, we are able to know how small functions or services are inter-related. For example, A browser is required to run a web app.

5. Functioning of Project: It tells us about the working of a project, i.e. How to run or use a certain service, tool or system. All the core functionalities are explained in a project document.

6. Major Usage Examples: This document also tells us about the various real-life areas where the project can be used to achieve faster and efficient work.

7. The technology used to Implement: This document also tells us about various techniques and technologies which are required to use or run this project. For example, Java projects are run in Java Environment.

8. Usage Benefits: This document helps us to gain knowledge about the benefits we will achieve after we use this project. It 

tells us about the older system which had issues and how this project helps us the overcome all those issues and provide us with an efficient service as a replacement.

Benefits of the Project Documentation: – 

  1. The expectation and responsibilities are shared by the entire team. It ensures that the team and the stakeholders are well aware of a certain project and its scope. 

  2. This might help to resolve the disputes between the stakeholders if any. 

  3. It can be greatly used for the success of a project as there are historical references that contain fully detailed information about a certain project. 

  4. Detailed project work can be created with the help of project documentation with divided structures that eventually result in realistic and attainable schedule drafting. 

  5. It helps to prevent unwanted errors, risks and startling situations. 

  6. It helps in predicting the progression of the project in early stages that allows to add changes and solve any error or risks that might arise. 

  7. Lastly, it helps to explain the clear details regarding the project to the stakeholders. 

Importance of Project Documentation: –

  1. Project Documentation includes project statements which contain the goals, objectives and the expectations from the certain project. It helps the project manager to understand the content and the goals of the project. It then helps them to build a project plan to assist with the development of the project. 

  2. A project manager might have a various number of projects to work on at the same time. To be able to deliver the expected product for all the projects, the tracking of the project plan is important. Hence, the crucial part of the documentation is a project management plan that could help to track the requirements, expectations and goals of the projects. 

  3. The expectations, goals, scopes and detailed explanation of the project are given to the stakeholders. 

  4. One of the most important steps of documentation is the scheduling of a project, and the project schedule helps you to keep track of the projects. It helps to ensure the growth of the projects and to recheck the errors and bring improvement to the project. 

  5. Meeting the requirements of certain projects are necessary, in order to do that they need to keep tracking the projects to check its progression and to confirm that requirements are made for certain projects. 

Thus, project documentation leads to a detailed and successful project without putting an immense amount of stress on the entire team. It helps to reduce and minimise the risks in the projects.

6. Meeting the requirements of certain projects are necessary, in order to do that they need to keep tracking the projects to check its progression and to confirm that requirements are made for certain projects. 

Thus, project documentation leads to a detailed and successful project without putting an immense amount of stress on the entire team. It helps to reduce and minimise the risks in the projects.

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