Document Register

All 34 documents a PM typically owns on this project, in the order they are created. Use the lesson number to jump to each one.

Audience key

Internal: used inside your company only; never sent to the client.
Client-facing: prepared by one side and sent to the other.
Shared: agreed or signed by both sides.

Document register

Document	Phase	Audience	Purpose	Lesson
Client Requirement / RFP	Pre-sales and initiation	Client-facing	Client's brief describing what they want built	6
Technical Proposal	Pre-sales and initiation	Client-facing	Solution approach, technology and team for the client	7
Commercial Proposal	Pre-sales and initiation	Client-facing	Price, payment schedule and commercial terms	8
Statement of Work (SOW)	Pre-sales and initiation	Shared	Legally binding scope, deliverables and terms	9
Project Charter	Pre-sales and initiation	Internal	Authorises the project and names the PM and sponsor	10
Stakeholder Register	Pre-sales and initiation	Internal	Everyone involved, their role, interest and influence	11
Kickoff Meeting Deck	Pre-sales and initiation	Shared	Goals, scope, timeline and ways of working	12
Project Management Plan	Planning	Internal	Umbrella plan tying all subsidiary plans together	13
Scope Statement	Planning	Shared	Detailed scope, exclusions and acceptance criteria	14
WBS and WBS Dictionary	Planning	Internal	Work broken into phases and work packages	15
Project Schedule (Gantt)	Planning	Shared	Tasks, durations, dependencies and milestones	16
Project Budget (Cost Baseline)	Planning	Internal	Cost estimate, reserves, cash flow and tracking	17
Resource Plan and RACI Matrix	Planning	Internal	Who does what and who approves what	18
Communication Plan	Planning	Shared	Meetings, reports, audiences and frequency	19
Risk Register	Planning	Internal	Risks, owners, responses and reserves	20
Quality and Test Plan	Planning	Internal	Quality standards and test approach	21
Procurement Plan	Planning	Internal	Purchasing of hosting, domain and licences	22
Change Management Plan	Planning	Shared	How change requests are raised and approved	23
Minutes of Meeting (MoM)	Execution	Shared	Decisions and action items from meetings	24
Design Sign-off Form	Execution	Shared	Client approval of designs (triggers M2)	25
Change Request Form and Log	Execution	Shared	Each change with cost, time impact and approval	26
Issue Log	Execution	Internal	Problems that have happened and their resolution	27
Decision Log	Execution	Internal	Key decisions, who made them and why	28
Timesheets	Execution	Internal	Hours logged per person (feeds actual cost)	29
Weekly Status Report	Monitoring and controlling	Client-facing	Progress, RAG status, risks and next steps	30
Budget Tracker (EVM)	Monitoring and controlling	Internal	Planned vs earned vs actual cost, CPI and SPI	31
Invoice and Payment Tracker	Monitoring and controlling	Internal	Milestone invoices raised, due and received	32
UAT Test Cases	Monitoring and controlling	Shared	Scenarios the client tests before accepting	33
UAT Sign-off Form	Monitoring and controlling	Shared	Client acceptance after testing (triggers M3)	34
Go-Live Checklist	Closing	Internal	Every step and check for launch day	35
Handover Document and User Guide	Closing	Client-facing	Credentials, CMS guide and training	36
Project Acceptance / Closure Sign-off	Closing	Shared	Formal client acceptance (triggers M4)	37
Lessons Learned Register	Closing	Internal	What went well and what to change	38
Project Closure Report	Closing	Internal	Final cost, schedule and scope vs baseline	39

Count by phase and audience

Phase	Internal	Client-facing	Shared	Total
Pre-sales and initiation	2	3	2	7
Planning	7	0	4	11
Execution	3	0	3	6
Monitoring and controlling	2	1	2	5
Closing	3	1	1	5
Total	17	5	12	34