Project Business Documents: Business Case and Benefits Management Plan

PMBOK v8 Definition

Business documents are documents that generally originate outside of the project but are used as inputs to the project. They include the business case and the benefits management plan, which contain information about the project’s objectives and how the project will contribute to the business goals. Both documents are developed prior to the project being initiated and are referenced after the project has been completed, making them business documents rather than project documents or components of the project management plan.

Why It Matters for the Exam

The PMI exam frequently tests the distinction between business documents (which originate outside the project) and project documents (which are created during the project). Questions often appear in the Initiating Process Group, particularly regarding inputs to Develop Project Charter, and in scenarios asking who is accountable for maintaining these documents versus who uses them.

Key Points to Remember (for the exam)

• Two Core Documents: Business documents include ONLY the business case and benefits management plan – no other documents qualify as business documents.

• Origin: Both documents are developed prior to the project being initiated – they exist before the project charter is created.

• Lifespan: They are used before initiation, during the project, and referenced after project completion – they span the entire business cycle, not just the project.

• Sponsor Accountability: The project sponsor is generally accountable for the development and maintenance of the project’s business case document – not the project manager.

• Not Part of PM Plan: These are NOT components of the project management plan and are NOT project documents – they are separate business documents.

• Input to Charter: Business documents may be inputs to developing the project charter – this is a key exam connection.

• Go/No-Go Decision: The business case may be used before project initiation and may result in a go/no-go decision for the project.

Typical PMI Exam Example

A project manager is assigned to a new initiative. The sponsor provides a document showing the economic feasibility study validating the benefits to be delivered. The project manager uses this document as an input when developing the project charter. What document did the sponsor provide?

Answer: The business case (a business document).

PMI Exam Traps

• Trap: Confusing the business case with the project charter Reality: The business case is developed before the project and justifies the project; the project charter is developed during initiation and authorizes the project.

• Trap: Thinking the project manager is accountable for the business case Reality: The project sponsor is generally accountable for the development and maintenance of the business case – not the project manager.

• Trap: Treating business documents as project documents or PM plan components Reality: Business documents are separate from project documents and the project management plan – they originate outside the project.

• Trap: Assuming business documents are only used during project initiation Reality: They are reviewed periodically during the project and referenced after completion – they are not one-time documents.

Important PMI Connections

Quick Review Questions

1. What are the two documents that constitute project business documents?

2. Who is generally accountable for the development and maintenance of the business case?

3. Are business documents considered part of the project management plan? Why or why not?

4. At what point in the project life cycle are business documents developed and referenced?

5. Which project management process commonly uses business documents as inputs?

PMBOK v8 Reference

Section 4.5 – Project Business Documents