Organizational Process Asset Updates: Project Knowledge Repositories

PMBOK v8 Definition

Organizational process assets (OPAs) are the plans, processes, policies, procedures, and knowledge bases specific to and used by the performing organization. These assets are internal to the organization, and project team members may be able to update and add to them as necessary throughout the project. OPAs are grouped into two categories: (1) processes, documents, and templates—generally not updated as part of project work and established by the PMO or another function; (2) organizational knowledge repositories—assets that are updated throughout the project with project information such as financial performance, lessons learned, performance metrics, and issues and defects.

Why It Matters for the Exam

OPA updates appear frequently on the PMI exam as an output of multiple processes and as a key distinction between what the project team can modify versus what is controlled by the organization. Questions test your ability to identify which type of OPA can be updated by the project team, when updates occur, and what specific information populates knowledge repositories. Expect scenario-based questions asking whether a particular document should be updated as part of project work or requires organizational policy approval.

Key Points to Remember (for the exam)

• Two Categories of OPAs: (1) Processes, documents, and templates—established by PMO, updated only by following organizational policies; (2) Organizational knowledge repositories—updated throughout the project by the project team
• What Gets Updated in Knowledge Repositories: Financial performance, lessons learned, performance metrics, issues and defects
• Tailoring Allowed: Some organizations encourage project teams to tailor templates, life cycles, and checklists to meet project needs
• When Updates Occur: Continuously throughout the project, not only at the end
• Common Confusion: Confusing "processes, documents, and templates" (usually not updated by project team) with "knowledge repositories" (continuously updated by project team)
• Key Output: OPA updates are an output of many project management processes
• Input Role: OPAs serve as inputs to many project management processes

Typical PMI Exam Example

A project manager is closing a project phase. The team has identified several lessons learned about vendor performance. Which organizational process asset should the project manager update?

Correct approach: Update the organizational knowledge repositories with the lessons learned information, as these assets are updated throughout the project with project information.

PMI Exam Traps

• Trap: Thinking all OPAs can be updated by the project team at any time Reality: Only organizational knowledge repositories are updated by the project team; processes, documents, and templates require organizational policy approval

• Trap: Confusing OPA updates with enterprise environmental factors (EEFs) Reality: OPAs are internal and can be updated; EEFs are conditions outside the team's control and cannot be changed by the project

• Trap: Believing lessons learned are only documented at project closure Reality: Lessons learned are continually updated throughout the project in organizational knowledge repositories

• Trap: Assuming templates and checklists cannot be tailored Reality: Some organizations encourage the project team to tailor templates, life cycles, and checklists for the project

Important PMI Connections

Quick Review Questions

1. A project team wants to modify the organization's standard risk register template for their specific project. According to PMBOK v8, what must the team consider?

2. During project execution, the team discovers a defect in a deliverable. Where should this defect information be recorded and updated?

3. The PMO has established a policy that all project schedules must use a specific format. Can the project team modify this policy? Why or why not?

4. A project manager is preparing for the close-out phase. The team has collected performance metrics throughout the project. Which type of OPA should be updated with this information?

5. What is the key difference between how "processes, documents, and templates" and "organizational knowledge repositories" are updated during a project?

PMBOK v8 Reference

Section 2.2 - Organizational Process Assets Updates