Concepts
Project artifacts, also known as project management artifacts, are formal documents – tangible or digital, that catalog and monitor the progress, process, or performance of a project. Common examples of project artifacts range from project plans, requirement documentation, charts, schedules, to risk trackers, budget forecasts, and much more.
The importance of project artifacts in PMP cannot be overemphasized. They serve as a critical record of the project planning and execution processes. Well-organized and useful project artifacts help track progress, provide transparency, facilitate communication among stakeholders, assist in quality assurance activities, and equip project managers with the necessary tools to make data-driven decisions.
I. Managing Project Plans
Project plans outline the project’s scope, goals, deliverables, necessary resources, timelines, and tasks. As a guideline for what needs to be done, when, how, and by whom, project plans are vital project artifacts. A project manager must regularly update the project plan to reflect the ongoing changes and shifts in project demands accurately.
II. Managing Requirement Documents
Requirement documentations, including Business Requirement Document (BRD), Functional Requirement Document (FRD), and Technical Requirement Document (TRD), are key artifact used to detail the objectives and needs of a project. The design, implementation, and testing stages of project management all lean heavily on these requirement documents. These must be managed in a way that they reflect the correct and updated information at any stage of the project.
III. Managing Project Schedules and Gantt Charts
Project schedules and Gantt charts provide a visual representation of a project’s timeline, including the initiation, planning, execution, control, and closure stages. These artifacts are dynamic in nature and hence, need constant tweaking as per the project’s path.
IV. Managing Risk Trackers
Risk management is an essential aspect of project management. Artifacts like risk trackers, which document potential risks, their impacts, likelihood, and mitigation strategies, provide the project manager with a tool to proactively manage these uncertainties. These trackers should be updated regularly with changing circumstances.
While managing these artifacts, a project manager should also adhere to the process groups – initiating, planning, executing, monitoring/controlling, and closing project management to maintain a balanced, well-rounded view of project progress.
Proactive and consistent management of these project artifacts leads to smoother project execution, proactive risk management, accurate tracking of project progress, and clear communication among stakeholders.
For instance, consider a project devoted to developing a software application. A well-managed Business Requirement Document (BRD) would concisely display the business needs the software aims to address, facilitating understanding among stakeholders. Similarly, an updated Gantt Chart helps the team prioritize tasks and see deadlines, fostering better productivity and time management.
Managing project artifacts is not only a best practice internally but also required and audited by ISO quality audits and it is a part of systematic organizational project management (OPM).
Mapping artifacts to PMP Process Groups:
| PMP Process Groups | Project Artifacts |
|---|---|
| Initiating | Project Charter |
| Planning | Project Management Plan, Requirement Documents, Risk Management Plans |
| Execution | Change Requests, Quality Assurance Reports |
| Monitoring/Controlling | Project reports, risk trackers, schedule updates |
| Closing | Project closure report, performance reports |
Finally, while project artifacts are an integral part of PMP, it’s crucial to remember managing project artifacts is not about producing piles of documents but creating meaningful documents that add value to the project. It’s about the effective and efficient handling of these artifacts that make them a powerful tool in the arsenal of a PMP. Well-balanced and monitored project artifacts bring agility, transparency, and success to project endeavours.
Answer the Questions in Comment Section
True or False: Artifacts in project management are the tangible by-products produced during the lifecycle of the project.
- True
- False
Answer: True
Explanation: Examples of project artifacts include documents, plans, software, testing materials, and so on. These are created while the project is being carried out and can be used for record keeping or as steps towards achieving the overall project aim.
What is the primary use of project artifacts?
- A) To track progress
- B) To create more work
- C) To hang on the wall
- D) Just because every project needs them
Answer: A) To track progress
Explanation: Artifacts provide a historical record of the project and are used to understand where the project currently stands. This can be helpful in tracking progress, identifying potential issues, and planning next steps.
True or False: All project artifacts should be created before the project baselines are established.
- True
- False
Answer: False
Explanation: Some artifacts may be created before the project baselines are established, but many artifacts are created during the execution and monitoring & controlling process groups, depending on the nature of the project.
Which of the following are common artifacts within project management? (Select all that apply)
- A) Project Plans
- B) Risk Logs
- C) Quality Metrics
- D) Coffee Cups
Answer: A) Project Plans, B) Risk Logs, C) Quality Metrics
Explanation: Project plans, risk logs, and quality metrics are all common project artifacts produced during a project’s lifecycle. Coffee cups do not qualify as project artifacts.
True or False: Project artifacts serve the same purpose on every project.
- True
- False
Answer: False
Explanation: The purpose of a specific artifact can vary depending on the type of project, its complexity, its industry, and the preferences of the project manager and stakeholders.
What could happen if project artifacts are not properly managed?
- A) Nothing
- B) Confusion and poor decision-making
- C) Increased project cost
- D) Both B & C
Answer: D) Both B & C
Explanation: Improper management of project artifacts can lead to confusion, poor decision-making, and inevitably increase the cost of the project.
True or False: The project management plan is an example of a project artifact.
- True
- False
Answer: True
Explanation: The project management plan is indeed a project artifact. It outlines the way the project will be conducted and is typically created in the planning phase.
In project management, artifacts are generated in:
- A) Initiating phase
- B) Planning phase
- C) Executing phase
- D) All of the above
Answer: D) All of the above
Explanation: Artifacts are generated throughout the project lifecycle, from initiation to closure and not limited to a particular phase.
True or False: Not all project artifacts are important or useful.
- True
- False
Answer: True
Explanation: Project artifacts vary widely and not all of them are necessarily important or useful to every stakeholder or for the overall project. The usefulness of an artifact often depends on the nature and requirements of the specific project.
What is NOT a way to manage project artifacts?
- A) Storing them digitally
- B) Ignoring them entirely
- C) Regularly updating them
- D) Sharing them with stakeholders
Answer: B) Ignoring them entirely
Explanation: Ignoring project artifacts entirely is not a good practice in project management as they contain crucial information about the project’s progress, risks, and challenges.
True or False: The project manager alone manages all the project artifacts.
- True
- False
Answer: False
Explanation: Although the project manager plays a large role in managing project artifacts, team members and stakeholders may also have a responsibility depending on the artifact in question.
Which tool would NOT be used for managing project artifacts?
- A) Project Management Information System (PMIS)
- B) Microsoft Excel
- C) Email
- D) Social Media
Answer: D) Social Media
Explanation: Although there are many suitable tools for managing project artifacts, Social media is not considered a professional tool for this purpose. PMIS, Excel, and Email are examples of more appropriate tools.
Thanks for the insightful post on managing project artifacts!
Great post! Any tips on how to manage project documents efficiently?
I’m new to PMP. What are the critical artifacts to manage in a project?
The blog really helped me understand how crucial maintaining project artifacts is.
Can someone explain how to make sure all artifacts are up to date?
Appreciate the detailed explanation on artifact management!
What tools do you recommend for keeping artifacts organized?
Very helpful post, thanks!