This section contains the following topics:
How to Work with PMBOK Guide Documents
Project Scope Statement Documents
Scope Management Plan Documents
Quality Management Plan Documents
Risk Identification - SWOT Analysis Documents
The following process details how to work with 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 to view, grant, and edit access rights to your document.
Contact your CA Clarity PPM administrator or see the Administration Guide for more information.
Not all documents require approval, but they all require review. When you submit a document for review, the document approval or document review process starts. The reviewer is sent an action item to review and/or approve the document. The process that is triggered to start is dependent on the type of document you are submitting for review.
Note: The scope management plan, quality management plan, and risk identification - SWOT analysis documents cannot be submitted for review.
The project manager can change the resources identified as reviewers by editing the names listed in the Reviewers field on the project properties page.
Once you submit your document for review, all the document fields become display-only.
Follow these steps:
The properties page appears.
The properties page for that document appears.
The document is submitted for review.
Project managers are responsible for creating PMBOK Guide documents and for submitting them for review. PMBOK reviewers receive action items to review the submitted documents in their Organizer. The reviewer reviews the document and marks completion with the "Reviewed" status.
For more information, see the Basics User Guide.
Follow these steps:
The organizer action items page appears by default.
Values: Reviewed, Not Reviewed
Default: Not Reviewed
Project managers are responsible for creating PMBOK documents, providing product descriptions and project charters, and submitting for approval. The resource, assigned as the reviewer of product description documents, receive 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:
The organizer action items page appears by default.
Values: Approved, Rejected, Open
Default: Open
The status of the action item is saved.
The product description document records the description of the product or service related to the project.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
See the PMI® Compendium of Project Management Practices for more information.
Once you save the document, many of the fields in the General section of the properties page become visible, some of which are display only.
Follow these steps:
The properties page appears.
The product description page appears.
The create page appears.
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
Displays the unique identifier for the document.
Limit: 80 characters
Defines the name of the product or service.
Defines the purpose for the product or service.
Defines the full explanation of the product or service.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
Specifies the attachments associated with the document.
Defines the description of the attachments associated with the document.
Limits: 2000 characters
The product description document is created.
Use the product description page of project properties to view a list of product description documents. The details include the document title, approval status, the date the document was last updated, the date the product description was submitted, the date the product description was approved, and the number of days the document is in review.
To view the page, open the project, and from the Properties menu, click Product Description.
The following details display on the page:
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
Displays the approval status for the document as a stoplight.
Values:
Stoplights:
Displays the date the document was last updated and saved.
Displays the date that the project manager submitted the document for review.
Displays the date the document was approved or rejected.
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 rendered empty.
Stoplights:
The properties page is the default page that displays when you open this document. The fields on the page are defined in the General section when you first created the document. Additional fields are also displayed that you require completing before you submit the document for approval.
The fields for the other sections of the document are displayed on separate pages, which you can access from the properties menu. You can edit many of the fields displayed on the pages. Some, though, are display only.
Follow these steps:
The properties page appears.
The product properties page appears.
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
Displays the unique identifier for the document.
Limit: 80 characters
Displays the name of the resource who created the document.
Limit: 80 characters
Displays the date the document was last updated and saved.
Displays the approval status for the document as a stoplight.
Values:
Stoplights:
Specifies to submit this PMBOK Guide project document for review. Select the check box to submit the document for review.
Default: Cleared
The project charter document records the existing project.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
See the PMI® Compendium of Project Management Practices for more information.
Follow these steps:
The properties page appears.
The project charter page appears.
The create page appears.
Defines the name of this project charter. Once 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
Displays the unique identifier for the document.
Limit: 80 characters
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
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.
Defines the financial resources for this project charter.
Important! If you define financial resources but not a detailed budget for the project, then 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.
Defines the other resources for the project charter.
Defines the approach planned for this project.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
Specifies the attachments associated with the document.
Defines the description of the attachments associated with the document.
Limits: 2000 characters
The project charter document is created.
Use the project charter page to view a list of project charter documents, including details such as the document title, approval status, the date the document was last updated, the date the charter was submitted, the date the charter was approved, the number of days the document is in review, and the charter's business reason.
To view this page, open the project, and from the Properties menu, click Project Charter.
You can view the following details on the page:
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
Displays the approval status for the document as a stoplight.
Values:
Stoplights:
Displays the date the document was last updated and saved.
Displays the date that the project manager submitted the document for review.
Displays the date the document was approved or rejected.
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 rendered empty.
Stoplights:
Displays the defined purpose or business need for this project. The data for the field is derived from the Purpose/Business Need field on the project charter properties page.
The properties page is the default page that displays when you open this document. The fields on the page are defined in the General section when you first created the document. Additional fields are also displayed that you require completing before you submit the document for approval.
The fields for the other sections of the document are displayed on separate pages, which you can access from the properties menu. You can edit many of the fields displayed on the pages. Some, though, are display only.
Follow these steps:
The properties page appears.
The project charter properties page appears.
Defines the name of this project charter. Once 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
Defines the name of the resource designated as the manager for this project. Click the Browse icon to select a project manager.
Default: The name of the project manager
Specifies to submit this PMBOK Guide project document for review. Select the check box to submit the document for review.
Default: Cleared
The project scope statement records the expectations for the project deliverables and objectives among the stakeholders.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
See the PMI® Compendium of Project Management Practices for more information.
Follow these steps:
The properties page appears.
The project scope statement page appears.
The create page appears.
Defines the name for this project scope statement document. Once you submit the scope statement for review, this field is display only.
Displays the unique identifier for the document.
Limit: 80 characters
Specifies the attachments associated with the document.
Defines the description of the attachments associated with the document.
Limits: 2000 characters
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
The project scope statement document is saved.
Use the project scope statement page to view a list of project scope statement documents. Details include the document name, review status, the date the document was last updated, the date the document was submitted, the date the review was completed, and the number of days the document is being reviewed.
To view the page, open the project, and from the Properties menu, click Project Scope Statement.
You can view the following details on the page:
Defines the name for this project scope statement document. Once you submit the scope statement for review, this field is display only.
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:
Stoplights:
Displays the date the document was last updated and saved.
Displays the date that the project manager submitted the document for review.
Displays the date the review for this document was completed.
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 rendered empty.
Stoplights:
The properties page displays, by default, when you open a document. You can view and edit the fields defined when you first created the document.
Follow these steps:
The project properties appears.
The project scope statement properties page appears.
Displays the name of the resource who created the document.
Limit: 80 characters
Displays the date the document was last updated and saved.
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:
Stoplights:
Defines the name for this project scope statement document. Once you submit the scope statement for review, this field is display only.
The scope management plan document records how the project management team plans to manage the project scope and handle changes to project scope.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
See the PMI® Compendium of Project Management Practices for more information.
Follow these steps:
The properties page appears.
The scope management plan page appears.
The create page appears.
Defines the name of this scope management plan document.
Limit: 80 characters
Displays the unique identifier for the document.
Limit: 80 characters
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
Specifies the attachments associated with the document.
Defines the description of the attachments associated with the document.
Limits: 2000 characters
The scope management plan document is created and saved.
Use the Project Properties: Main - Scope Management Plan page to view a list of scope management plan documents, including details such as the document name and the date the document was last updated.
To view this page, open the project and click Scope Management Plan from the Properties content menu.
You can view the following details on this page:
Defines the name of this scope management plan document.
Limit: 80 characters
Displays the date the document was last updated and saved.
The properties page displays, by default, when you open a document. You can view and edit the fields defined when you first created the document.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
Follow these steps:
The properties page appears.
The scope management plan properties page appears.
Defines the name of this scope management plan document.
Limit: 80 characters
The quality management plan document records the team methods and policy of quality control and its plans to control quality in the project.
Do not submit quality management plan documents for review.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
See the PMI® Compendium of Project Management Practices for more information.
Follow these steps:
The project properties page appears.
The quality management plan properties page appears.
The create quality management plan page appears.
Defines the name of this document.
Displays the unique identifier for the document.
Limit: 80 characters
Specifies the attachments associated with the document.
Defines the description of the attachments associated with the document.
Limits: 2000 characters
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
Use the quality management plan page of project properties to view a list of quality management plan documents. To view this page, open the project and from the Properties menu, click Quality Management Plan.
You can view the following details on the page:
Defines the name of this document.
Displays the date the document was last updated and saved.
The properties page displays, by default, when you open a document. You can view and edit the fields defined when you first created the document.
Follow these steps:
The project properties page appears.
The quality management plan properties page appears.
Displays the unique identifier for the document.
Limit: 80 characters
Displays the name of the resource who created the document.
Limit: 80 characters
Displays the date the document was last updated and saved.
Defines the name of this document.
The risk identification - SWOT analysis document records the project team assessment in terms of strengths, weaknesses, opportunities, and threats.
Risk identification - SWOT analysis documents cannot be submitted for review.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
See the PMI® Compendium of Project Management Practices for more information.
Follow these steps:
The properties page appears.
The SWOT analysis page appears.
The create page appears.
Defines the name of this document.
Limit: 80 characters
Displays the unique identifier for the document.
Limit: 80 characters
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
The risk identification -SWOT analysis document is saved.
Use the SWOT analysis page to view a list of risk identification - SWOT analysis documents. To view the page, open the project, and from the Properties menu, click Risk Identification - SWOT Analysis.
The following details display on the page:
Defines the name of the document. The value for this field is derived from the Report Name field on the SWOT Analysis properties page.
Displays the date the document was last updated and saved.
The properties page displays, by default, when you open a document. You can view and edit the fields defined when you first created the document.
Follow these steps:
The properties page appears.
The SWOT analysis page lists the risk identification - SWOT analysis documents.
The SWOT analysis properties page appears.
Defines the name of this document.
Limit: 80 characters
Displays the unique identifier for the document.
Limit: 80 characters
Displays the name of the resource who created the document.
Limit: 80 characters
Displays the date the document was last updated and saved.
The 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.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
See the PMI® Compendium of Project Management Practices for more information.
Create project report documents using the project report page.
Follow these steps:
The properties page appears.
The project report properties page appears.
The create page appears.
Defines the name of this project report document. Once you submit the report for review, this field becomes display-only. In management views, the report name is a link to the project report.
Displays the unique identifier for the document.
Limit: 80 characters
The scope status for the project relative to the project objectives. The value for the field is derived from the project report properties page. When viewing the field in portlets, the status displays as a stoplight.
Values:
Stoplights:
Defines the scope details for the document.
Limits: 2000 characters
Specifies the schedule status for the project. The value for the field is based on the following checks performed in the order listed:
Stoplights:
Defines the details of the schedule.
Limits: 2000 characters
Specifies the status of the cost for the project plan based on the project planned cost amount. The cost amount is a field on the budget page of project properties. Once you submit the project report document for review, this field is display only. In management views, the status is display only.
Values:
Defines the cost details.
Limits: 2000 characters
Specifies the status of the quality for this project plan. Once you submit the document for review, this field displays as a stoplight to represent the project quality.
Values:
Stoplights:
Defines the quality details.
Limits: 2000 characters
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:
Stoplights:
Defines the details of the project status outlook.
Limits: 2000 characters
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
The project report document is saved.
You can view a list of project report documents using the project report page of project properties. Details include the document name, the date the document was last updated, review status, review completed date, and the number of days the document is in review.
To view the page, open the project, and from the Properties menu, click Project Report.
You can view the following details on the page:
Defines the name of this project report document. Once you submit the report for review, this field becomes display-only. In management views, the report name is a link to the project report.
Displays the date this project report document was last updated and saved.
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:
Stoplights:
Displays the date the review for this document was completed.
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 rendered empty.
Stoplights:
The properties page is the default page that displays when you open a document. The fields on this page are defined in the General section when you first created the document. Additional fields also display requiring completion before submitting the document for review.
The fields for the other sections of the document are on separate pages, which you can access from the Properties menu, and edit.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
Follow these steps:
The properties page appears.
The project report properties page appears.
Displays the unique identifier for the document.
Limit: 80 characters
Displays the name of the resource who created the document.
Limit: 80 characters
Displays the date this project report document was last updated and saved.
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:
Stoplights:
Displays the date of starting the project baseline revision, if a baseline on the project exists. The value for this field is based on the Baseline Start field on the baseline revision properties page.
Displays the project baseline revision finish date, if a baseline on the project exists. The value for this field is based on the Baseline Finish field on the baseline revision properties page.
Displays the project planned benefit amount at the time of saving the project report. The value for this field is based on the Planned Benefit field on the budget page of project properties.
Displays the project planned cost amount at the time of saving the project report. The value for this field is based on the Planned Cost field on the budget page of project properties.
Displays the project planned ROI at the time of saving the project report. The value for this field is based on the Planned ROI field on the budget page of project properties.
Displays the actual cost (AC) at the task level, which is the total cost incurred and recorded in performing the project work, or work breakdown structure component. The actual cost is the total cost incurred in performing the work that the EV measured.
Displays the estimate to completion at the time of saving the project report.
Displays the system-calculated value of estimate at completion (EAC), which is the total cost of all actual work completed to date plus the predicted cost finishing the remaining work. Assuming, the project continues at the same cost performance index. EAC uses the following formula:
EAC = AC + [(BAC - EV) / CPI]
Defines the name of this project report document. Once you submit the report for review, this field becomes display-only. In management views, the report name is a link to the project report.
The lessons learned document records best practices and recommendations for improvements. The aim is to improve project practices for the rest of the project and for future projects.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
See the PMI® Compendium of Project Management Practices for more information.
Follow these steps:
The properties page appears.
The lessons learned properties page appears.
The create page appears.
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
Displays the unique identifier for the document.
Limit: 80 characters
Defines the category for this document. Once you submit this document for review, this field becomes display only.
Values: Process Change, Framework/ Methodology, Organizational Change, Technology Change, Other, and TBD
Defines the specific project management process that you are using for this project. Once you submit the document for review, this field becomes display only.
Limit: 2000 characters
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
Specifies the attachments associated with the document.
Defines the description of the attachments associated with the document.
Limits: 2000 characters
The lessons learned document is created.
Use the lessons learned properties page to view a list of lessons learned documents. Details include the document name, the date the document was last updated, the lessons learned category, review status, review completed date, and the number of days the document is in review.
To view this page, open the project, and from the Properties menu, click Lessons Learned.
You can view the following details on the page:
Displays the name of the document. You can click the document name to open the document.
Displays the date the document was last updated and saved.
Defines the category for this document. Once you submit this document for review, this field becomes display only.
Values: Process Change, Framework/ Methodology, Organizational Change, Technology Change, Other, and TBD
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:
Stoplights:
The properties page is the default page that displays when you open a document. The fields on this page are defined in the General section when you first created the document. Additional fields also display requiring completion before submitting the document for review.
The fields for the other sections of the document are on separate pages, which you can access from the Properties menu, and edit.
Follow these steps:
The properties page appears.
The lessons learned properties page appears.
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
Displays the unique identifier for the document.
Limit: 80 characters
Displays the name of the resource who created the document.
Limit: 80 characters
Displays the date the document was last updated and saved.
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:
Stoplights:
Specifies to submit this PMBOK Guide project document for review. Select the check box to submit the document for review.
Default: Cleared
The project closure document reviews all key customer requirements and records that the customer has accepted the project product and deliverables.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
See the PMI® Compendium of Project Management Practices for more information.
Follow these steps:
The properties page appears.
The project closure page appears.
The create page appears.
Defines the name of this document.
Limit: 80 characters
Displays the unique identifier for the document.
Limit: 80 characters
Defines the list of all the project results.
Defines the name of the resource who accepted this document.
Defines the list of all the project deliverables.
Defines the name of the resource who accepted this document.
Defines the a list of all the project requirements.
Defines the name of the resource who accepted this document.
See A Guide to the Project Management Body of Knowledge (PMBOK Guide) for more information.
Use the project closure page to view a list of project closure documents. The details include the document name, the date the document was last updated, review status, review completed date, and the number of days the document is in review.
To view this page, open the project, from the Properties menu, and click Project Closure.
You can view the following details on the page:
Displays the name of the document. You can click the document name to open the document.
Displays the date the document was last updated and saved.
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:
Stoplights:
Displays the date the review for this document was completed.
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 rendered empty.
Stoplights:
Use the project closure page to view a list of project closure documents.
The properties page is the default page that displays when you open a document. It displays the fields that you defined when you first created the document, as well as additional fields you must complete before you submit the document for review. You can edit many of the fields displayed on this page.
Follow these steps:
The properties page appears.
The project closure properties page appears displaying a list of project closure documents.
The project closure properties page appears.
Defines the name of this document.
Limit: 80 characters
Displays the unique identifier for the document.
Limit: 80 characters
Defines the name of the resource submitting the document.
Displays the date the document was last updated and saved.
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:
Stoplights:
Specifies to submit this PMBOK Guide project document for review. Select the check box to submit the document for review.
Default: Cleared
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