## **Learning Outcomes**

After reading this article, you will be able to identify the main types of project artifacts required in project execution and delivery, explain how to manage and update artifacts, and apply version control and accessibility principles. You will also be able to deal with project artifact challenges in PMP scenarios, supporting successful project delivery and compliance with best practices.

## **PMP Syllabus**

For PMP, you are required to understand how project artifacts are created, managed, updated, and used during execution and delivery. Before reviewing this article, reflect on the following key syllabus points:

- Ensure project information is current and accessible (version control and availability).
- Identify major artifact/documentation types during execution (plans, logs, registers, deliverables, etc.).
- Understand project artifact requirements—who is responsible, what is needed, and when updates occur.
- Continually assess artifact management effectiveness.
- Ensure artifacts meet compliance, audit, and stakeholder needs.

## **Test Your Knowledge**

_Attempt these questions before reading this article. If you find some difficult or cannot remember the answers, remember to look more closely at that area during your revision._

1. Which of the following is NOT a recommended best practice for managing project artifacts?
   a) Using version control to track updates
   b) Limiting access to a single stakeholder
   c) Ensuring details are updated promptly
   d) Storing artifacts in a shared repository

2. In a project using both paper-based and digital records, what must a project manager verify?
   a) Artifacts are duplicated manually
   b) Only executed contracts are stored
   c) The latest version is accessible to all relevant stakeholders
   d) Only the project sponsor can approve updates

3. What is the primary reason for regular review of project artifacts during execution phases?
   a) To prepare for project closure only
   b) To ensure the project team is busy
   c) To maintain current, accurate information supporting delivery and compliance
   d) To eliminate all documentation

## **Introduction**

Effective project delivery depends on reliable, updated, and controlled management of project artifacts. Project artifacts include all the documents, logs, reports, and records produced and used throughout execution. These artifacts are essential for tracking progress, demonstrating compliance, and ensuring knowledge continuity. This article explains which key artifacts must be managed during execution, how to uphold best practice standards for accuracy, accessibility, and version control, and why active artifact management supports PMP exam success.

### What Are Project Artifacts?

Every project generates numerous documents—collectively called project artifacts. These records are critical for guiding execution, controlling delivery, and communicating status. They provide the evidence required for audits, stakeholder communication, change control, and lessons learned.

> **Key Term: Project Artifact**
> Any formal document, register, log, report, or output produced or used by the project team throughout execution to support delivery, tracking, and compliance.
>
> **Key Term: Version Control**
> A structured process for managing, tracking, and updating changes to project artifacts to ensure stakeholders reference the most current version.

### Types of Project Artifacts in Execution

Some of the most common artifacts generated or updated throughout project execution include:

- Work performance data and reports (progress reports, KPI dashboards)
- Logs and registers (risk register, issue log, change log, assumption log, lessons learned register)
- Project plans (project management plan, subsidiary plans like communications, quality, risk, procurement)
- Deliverable-related documents (requirement traceability matrix, acceptance criteria, test plans, technical documentation)
- Agreements, contracts, procurement documentation
- Communications and stakeholder artifacts (meeting minutes, status updates, stakeholder engagement records)
- Compliance and audit documentation (audit reports, traceability records)
- Configuration items and reference standards

Artifact requirements may vary depending on development approach (predictive, agile, hybrid), compliance needs, and stakeholder expectations.

### Creating and Maintaining Project Artifacts

Artifacts are not static files. They require active management throughout execution to remain accurate and compliant.

> **Key Term: Artifact Management**
> The ongoing process of creating, storing, updating, sharing, and controlling project artifacts to keep project information accurate, accessible, and compliant.

#### Basic Principles

- Identify required artifacts for your specific project and life cycle.
- Define roles and responsibilities for creating, updating, and approving each artifact.
- Use a consistent template, naming convention, and storage location for all project records.
- Update and review artifacts regularly—especially after major changes, reviews, or key meetings.

#### Version Control and Accessibility

Accurate records rely on robust version control processes.

- Assign unique version numbers and change dates to all artifacts.
- Allow only authorized updates; track who made each change.
- Store artifacts in a secure, central, and accessible repository.
- Ensure all stakeholders refer to the latest version; deprecate or archive old versions.
- Make technical and historical records available for compliance and knowledge transfer.

### **Exam Warning**

> Common PMP exam trap: Confusing working records with formal project artifacts. Remember, logs, reports, test evidence, meeting minutes, and version histories are all artifacts and can be audited or reviewed.

### Why Manage Artifacts Consistently?

Consistent artifact management ensures:

- Compliance with organizational, regulatory, and contractual standards.
- Timely and accurate decision-making.
- Effective communication and continuity—even after team changes.
- Audit trails for change control and lessons learned.

### Accessibility and Security

Project artifacts must be accessible but also protected:

- Use permissions to ensure only designated individuals can edit.
- Stakeholders must be able to read (not necessarily edit) all relevant project information.
- Protect sensitive information; maintain privacy where required.

### **Worked Example 1.1**

**Scenario:** A project manager in a multi-phase engineering project finds that the most recent test results for a subsystem are not available in the shared repository. Team members are using outdated test plans.

**What is the best immediate next step for the project manager?**

> **Answer:** Check and update the configuration management and version control system so the latest test results and plans are stored in the repository accessible to all team members. Notify the team, and remind artifact owners of their document management responsibilities.

### Handling Artifact-Related Issues

Common artifact management challenges in execution include:

- Outdated records: Regularly review and update.
- Version confusion: Use formal version control.
- Data duplication: Set clear storage and naming conventions.
- Missing/unauthorized updates: Assign clear ownership and approval rights.

### Supporting Delivery and Closure

Good artifact management in execution supports a smooth project closure:

- All deliverables and reports are in place for final review.
- Lessons learned and handover documentation are complete.
- Compliance and audit trails facilitate acceptance and transition to operations.

### **Revision Tip**

> Check that each key document is regularly updated, version controlled, and accessible via a single source of truth (project management system or shared drive). Irregular or fragmented artifact management is a frequent source of audit issues and PMP questions.

### **Worked Example 1.2**

**Scenario:** You inherit a project mid-way through execution and notice that risk mitigation actions are missing from the current issue log, despite being discussed by the team. A stakeholder requests an audit trail.

**Question:** How should you proceed to address the artifact gap and maintain compliance?

> **Answer:** Review recent communications and meeting minutes to identify missing information. Update the issue log and risk register to reflect mitigation actions. Ensure the version-controlled register is available for audit and future tracking. Communicate updates to all stakeholders.

## **Summary**

Project artifact management is central to project execution and delivery success. Artifacts must be created and maintained systematically, with strict version control, regular review, and assured accessibility. This supports effective monitoring, informed decision-making, and compliance—necessary not only for performance but also for closing the project effectively.

## **Key Point Checklist**

_This article has covered the following key knowledge points:_

- Project artifacts include all critical documents used and updated during project execution and delivery.
- Artifacts must be version-controlled, regularly updated, and stored in accessible, secure repositories.
- Assign clear ownership for creating, updating, and approving key artifacts.
- Regularly review artifact effectiveness; maintain compliance and readiness for audit or handover.
- Effective artifact management supports change control, stakeholder communication, and project closure.

## **Key Terms and Concepts**

- Project Artifact
- Version Control
- Artifact Management

Project execution and delivery - Managing project artifacts