HKSM

Project document updates are controlled revisions to project documents that capture approved changes, findings, and progress throughout the project. They keep working materials current so the team can make informed decisions and maintain traceability.

Definition

Updates to project documents that reflect approved decisions, analysis results, and current status so the team and stakeholders work from accurate, traceable information.

Key Points

• They are outputs of many processes and must follow configuration and version control procedures.
• They do not change baselines or the project management plan; those require plan updates and formal change control.
• Commonly updated documents include the risk register, issue log, assumptions and constraints log, stakeholder register, requirements documentation, and lessons learned register.
• Updates are triggered by analysis, monitoring and controlling results, decisions, and approved change requests.
• Each update should record metadata such as date, author, rationale, and links to related decisions or change requests.
• Communicate updates per the communications plan so stakeholders use the latest information.

Purpose of Analysis

To determine which project documents must be revised, what content to add or change, and how those updates affect other artifacts and stakeholders. This analysis preserves consistency across documents and ensures that decisions and results are traceable and accessible.

Method Steps

• Identify triggers for updates (e.g., analysis results, approved changes, risk reviews, inspections).
• Confirm whether the change affects only project documents or also requires plan/baseline updates and a formal change request.
• Draft the update content with clear context, data sources, and links to related items (issues, risks, decisions).
• Perform internal quality check and obtain required approvals per configuration management rules.
• Apply versioning, store in the authorized repository, and supersede the prior version.
• Communicate updates to affected stakeholders and align dependent documents if needed.
• Monitor usage and verify that teams are referencing the current version in their work.

Inputs Needed

• Work performance data and analysis results.
• Approved change requests and decision records.
• Risk assessments, issue analysis, and trend reports.
• Stakeholder feedback and team observations.
• Configuration management plan and document templates or guidelines.

Outputs Produced

• Updated project documents (e.g., risk register, issue log, assumptions log, stakeholder register, requirements documentation, lessons learned register).
• Update metadata and version history captured in the configuration management system.
• Notifications or distribution per the communications plan.

Interpretation Tips

• Treat the repository as the single source of truth and check the latest version number and effective date.
• Review update rationale and links to decisions or change requests to understand context.
• Cross-verify that updates align with current baselines and do not introduce contradictions.
• If an update implies baseline changes, initiate formal change control before proceeding.
• Confirm downstream impacts, such as reporting, procurement documents, or compliance records.

Example

During a risk review, the team identifies a new supplier risk with moderate probability and high impact. The project manager updates the risk register with a detailed description, owner, response strategy, and triggers, links the entry to the decision log item approving mitigation funding, and notifies procurement and the core team per the communications plan.

Pitfalls

• Bypassing configuration control and creating conflicting versions.
• Updating documents when a baseline or plan change is actually required.
• Insufficient context, making updates hard to interpret or trace back to decisions.
• Failure to propagate related updates to dependent documents.
• Delayed communication, leading teams to rely on outdated information.

PMP Example Question

After completing a risk reassessment, the team identifies new risks and assigns owners. What should the project manager do next to keep project information current?

1. Update the project management plan baselines.
2. Record updates in the risk register and issue log, following configuration control.
3. Close the risks since owners are assigned.
4. Send an email summary and continue work without document changes.

Correct Answer: B — Record updates in the risk register and issue log, following configuration control.

Explanation: New information should be captured as project document updates with proper version control. Baselines are not changed unless formally rebaselined.