Key Takeaways
- Project artifacts include all documents, logs, reports, and records produced and used throughout project execution
- Version control ensures clear tracking of document changes with unique version numbers, change dates, and identification of who made each change
- Configuration management is the systematic process of tracking and controlling changes to project deliverables and key documents
- Project information should be kept current, accessible to all stakeholders, and stored in a secure central repository
- Effective artifact management supports compliance, knowledge continuity, and the ability to audit project decisions and activities
Managing Project Artifacts
Project artifacts are the tangible outputs of project management activities. Effective artifact management ensures that project information is current, controlled, and accessible to those who need it.
What Are Project Artifacts?
Project artifacts include all documents, logs, reports, and records produced and used throughout project execution. They serve as the project's organizational memory and evidence of activities performed.
Types of Project Artifacts
| Category | Examples |
|---|---|
| Planning Documents | Project charter, plans, WBS, schedules |
| Monitoring Documents | Status reports, performance data, dashboards |
| Control Documents | Change requests, issue logs, risk registers |
| Quality Documents | Test plans, inspection reports, quality metrics |
| Communication Documents | Meeting minutes, presentations, correspondence |
| Technical Documents | Specifications, designs, architecture documents |
| Procurement Documents | Contracts, SOWs, vendor evaluations |
| Closure Documents | Final reports, lessons learned, sign-offs |
Artifact Management Requirements
The PMP Exam Content Outline emphasizes that project managers must determine requirements for managing project artifacts including:
- What artifacts are needed
- When they should be created and updated
- Where they should be stored
- Who has access and authority to modify
- How changes are controlled
Key Management Principles
| Principle | Description |
|---|---|
| Currency | Information is up-to-date and current |
| Accessibility | Stakeholders can access what they need |
| Control | Changes are authorized and tracked |
| Security | Sensitive information is protected |
| Consistency | Standard formats and naming conventions |
| Retention | Proper archiving and disposal |
Version Control
Version control is how we manage multiple variations of the same document, tracking changes over time and ensuring everyone works with the current version.
Version Control Elements
| Element | Description | Example |
|---|---|---|
| Version Number | Unique identifier for each version | v1.0, v1.1, v2.0 |
| Change Date | When the version was created | 2026-01-09 |
| Author | Who made the changes | John Smith |
| Change Description | What was changed | "Added risk section" |
| Approval | Who approved the version | Mary Johnson |
| Status | Draft, In Review, Approved, Archived | Approved |
Version Numbering Conventions
Common approaches include:
| Change Type | Version Change | Example |
|---|---|---|
| Major revision | Increment first number | v1.0 → v2.0 |
| Minor revision | Increment second number | v1.0 → v1.1 |
| Draft versions | Use decimal | v0.1, v0.2, v0.9 |
| Approved versions | Use whole numbers | v1.0, v2.0 |
Version Control Best Practices
- Assign unique identifiers to all artifacts
- Track changes with dates and authors
- Authorize updates through defined process
- Store centrally in accessible repository
- Deprecate old versions to prevent confusion
- Maintain audit trail of all changes
Configuration Management
Configuration management is the systematic process of tracking and controlling changes to a project's key deliverables and documents.
Configuration Management System
A configuration management system includes:
| Component | Purpose |
|---|---|
| Configuration Identification | Define what items are controlled |
| Configuration Change Control | Process for authorizing changes |
| Configuration Status Accounting | Track current state of items |
| Configuration Verification | Ensure items match documentation |
What Gets Managed?
| Item Type | Examples |
|---|---|
| Project Baselines | Scope, schedule, cost baselines |
| Key Deliverables | Products, systems, outputs |
| Plans | Project management plan, subsidiary plans |
| Technical Items | Code, designs, specifications |
| Contracts | Agreements, SOWs |
Configuration Management vs. Version Control
| Aspect | Version Control | Configuration Management |
|---|---|---|
| Scope | Individual documents | Overall system of artifacts |
| Focus | Tracking changes | Controlling changes |
| Process | Recording history | Authorization and verification |
| Complexity | Simpler | More comprehensive |
Accessibility and Storage
Project information must be accessible to those who need it while remaining secure.
Central Repository
Benefits of centralized storage:
- Single source of truth: Everyone accesses the same information
- Easier access control: Permissions managed centrally
- Better searchability: Information can be found quickly
- Backup and recovery: Centralized protection
- Audit trail: Activities can be tracked
Access Control
| Access Level | Capabilities | Typical Users |
|---|---|---|
| Read Only | View documents | General stakeholders |
| Contributor | Add/edit within scope | Team members |
| Editor | Modify documents | Document owners |
| Approver | Approve changes | Project manager, sponsors |
| Administrator | Manage system | PMO, IT support |
Modern Collaboration Tools
Contemporary projects often use:
- Project management software (Microsoft Project, Jira)
- Document repositories (SharePoint, Confluence)
- Cloud storage (OneDrive, Google Drive)
- Version control systems (Git for technical artifacts)
- Collaboration platforms (Teams, Slack)
Artifact Lifecycle Management
Creation Phase
- Use standardized templates for consistency
- Apply naming conventions from the start
- Assign document owners responsible for maintenance
- Establish review and approval workflows
Maintenance Phase
- Update regularly as project progresses
- Control changes through defined processes
- Communicate updates to affected stakeholders
- Verify accuracy periodically
Archival Phase
- Archive completed artifacts appropriately
- Retain per organizational policies
- Transfer to lessons learned repository
- Dispose of according to requirements
Effectiveness Assessment
Project managers must continually assess the effectiveness of artifact management:
Assessment Questions
- Are stakeholders able to find the information they need?
- Is information current and accurate?
- Are version control procedures being followed?
- Is the repository well-organized?
- Are there any security or access issues?
- Is the system supporting project needs?
Continuous Improvement
- Gather feedback from users
- Streamline processes that are cumbersome
- Automate where possible
- Train team members on proper procedures
- Update standards based on lessons learned
Key Takeaways
- Project artifacts are all documents and records produced during the project
- Version control tracks changes with unique identifiers and history
- Configuration management systematically controls project items
- Information must be current, accessible, and secure
- Central repositories provide single source of truth
- Assess effectiveness and continuously improve processes
A project team is using a system to track changes to project deliverables, ensure only authorized changes are made, and verify that items match their documentation. What is this system called?
Which of the following is NOT a recommended version control best practice?
What is the primary benefit of storing project artifacts in a central repository?