Invariably a change to even the smallest part of a project requires the amendment of one or more documents. These may be programmes, specifications, drawings, instructions and of course financial records. The amendment of each document is in itself a change and it is vital that the latest version of the document is issued to all the original recipients. In order to ensure that this takes place, a document control, or version control procedure must be part of the project management plan.
In practice a document control procedure may be either a single page of A4 or several pages of a spreadsheet as part of the computerized project management system. The format should, however, feature the following columns:
• Document number
• Document title
• Originator of document
• Original issue date
• Issue code (general or restricted)
• Name of originator (or department) of revision
• Revision (or version) number
The sheet should include a list of recipients.
A separate sheet records the date the revised document is sent to each recipient and the date of acknowledgement of receipt.
Where changes have been made to one or more pages of a multi-page document, such as a project management plan, it is only necessary to issue the revised pages under a page revision number. This requires a discrete version control sheet for this document with each clause listed and its revision and date of issue recorded.
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What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.