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Effective project management depends on clear communication, transparent decision-making, and traceable documentation. The fourth pillar of PM² – Artefacts & Templates – makes this possible in practice by providing a ready-to-use, consistent family of documents that covers every stage of a project's lifecycle.
In EU-funded projects documentation is a prerequisite for successful implementation. Funding bodies require evidence of appropriate decision, change, risk, and stakeholder management. Open and free PM²'s artefacts were designed precisely for this environment.
In PM², an artefact is any document produced during a project to define, manage or communicate essential project information – plans, reports, logs, or checklists.
As the PM² Alliance describes it: "The PM² Methodology proposes the creation of a set of Artefacts that facilitate the definition, management and communication of projects. PM² offers a complete set of project templates and detailed guidelines on how to use them."
33 templates covering all project phases
The PM² artefact library contains 33 document templates spanning the full project lifecycle – from Initiating through Planning, Executing, Monitor & Control, and Closing. Most are Microsoft Word files; some are Excel workbooks. All are freely downloadable from the PM² Alliance and the European Commission websites, with no registration required.
| Project Phase | Artefacts |
|---|---|
| Initiating | Project Initiation Request, Business Case, Project Charter |
| Planning | Project Handbook, Project Stakeholder Matrix, Project Work Plan, Risk Management Plan, Issue Management Plan, Change Management Plan, Quality Management Plan, Communications Management Plan, Requirements Management Plan, Transition Plan, Outsourcing Plan, Deliverables Acceptance Plan, Business Implementation Plan |
| Executing | Project Status Report, Project Progress Report, Change Request Form, Meeting Agenda, Minutes of Meeting |
| Logs | Risk Log, Issue Log, Decision Log, Change Log |
| Checklists | Phase-exit Review Checklist, Transition Checklist, Quality Review Checklist, Business Implementation Checklist, Deliverables Acceptance Checklist, Stakeholder Checklist |
| Closing | Project-End Report |
Each artefact is linked to roles and processes
The PM² Guide specifies, for every activity within each process group, which artefacts should be produced and who is responsible for producing them. This accountability is structured through the RASCI matrix (Responsible, Accountable, Supports, Consulted, Informed). Artefacts are not standalone forms – they are an integrated part of the methodology's processes and role definitions.
Several versions of each document are produced throughout the project lifecycle to maintain up-to-date evidence on all significant management topics. This version history is especially valuable in EU-funded projects, where auditors may request historical evidence of decisions and changes.
In ERDF, ESF+ and JTF-funded projects, documentation is both an administrative obligation and a prerequisite for project success. PM²'s artefact family addresses these requirements directly:
- Change governance: The Change Request Form and Change Log ensure all project changes are documented and properly approved.
- Risk traceability: The Risk Log and Risk Management Plan create a clear audit trail of risk management activities.
- Stakeholder reporting: The Project Status Report and Progress Report keep funding bodies and implementing organisations informed.
- Decisions: The Decision Log ensures that all significant decisions are traceable back to their source.
Templates are designed to be tailored
PM² templates are meant to be tailored. Each template comes with guidance on its purpose and how to use it. Organisations can adapt the templates to their own context – adding branding, adjusting sections, expanding or condensing the structure – while preserving the methodology's core principles.
This adaptability is one of PM²'s key strengths: the same artefact family works equally well for a small municipal project as for a large transnational ERDF programme.
PM²'s Pillars – article series
- Pillar 1: The PM² Governance (published)
- Pillar 2: The Project Lifecycle (published)
- Pillar 3: Processes (published)
- Pillar 4: Artefacts (this article)
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