The Important Role Of Document Management In Project Process

The important role of management in project process

As a well managed project document, the manager can follow the trajectory clearly and see the progress of the whole project. At the same time, the quality of the whole project is well controlled through the grasp of the periodical documents.

It is very necessary to work out a complete and orderly regulation of project document management, and its functions are in the following 6 aspects.

First, it is the management basis for project managers to understand the development schedule, existing problems and expected goals.

Second, most software development projects will be divided into several tasks and completed by different groups.

Document management is an important document for the link between different group tasks.

Third, we can provide complete documentation to ensure the quality of project development.

Fourth, project documentation is training and reference materials for system administrators, operators, users, managers and other relevant personnel to understand how the system works. Fifth, project documentation will provide maintenance support for system maintainers; sixth, project documents as important historical archives will become new development resources of new projects.

Nowadays, most financial and communication enterprises are sparing no effort to establish data warehouse systems in order to better serve customers and accurately grasp their own data.

Enterprise data warehouse (EDW), from the preparation of project group to the software development and construction to the on-line maintenance of the system, basically involves all aspects of the software project construction, and puts forward comprehensive requirements for document management.

The following is a case study of EDW construction.

First of all, we need to build a project document management server with VSS software to keep all project documents.

Secondly, the documents kept in the project should cover project management, project investigation, project development, project application, system management, system test acceptance, project training, version control, data quality management, user manuals, system on-line and so on.

However, from the personal experience of project managers, the preservation of these documents is often chaotic and unable to get the necessary information quickly.

The reason for this is that although the project group attaches importance to the preservation of documents in the process of system development, it ignores the management of documents.

Document archiving does not have formal management requirements, and lacks the basis and rules for submission of documents.

Finally, the document management regulations are established.

Take the EDW project as an example, the situation of not establishing document management is shown in Figure 1.

Because there is no uniform document management requirement, the project team is only familiar with its own project documents.

In addition, both the project team members and the project managers lack knowledge about the location and name of other documents they need, and can not get important documents in time.

Therefore, the project manager simply can not grasp the progress of the project from the project document.

The condition of the document management regulation is shown in Figure 2.

Because project document managers manage documents according to the regulations, project managers and team members can quickly get all kinds of documents they need.

At the same time, the project manager can clearly grasp the progress of the project through the project documents.