Why Documentation Matters: Safeguarding Success in EPM Implementations
Across all EPM platforms and implementations, success hinges not only on system architecture and model design but also on obtaining proper documentation throughout. As organizations deploy various solutions to integrate planning and forecasting, improve performance reporting, and standardize processes to enhance governance and accountability, many still overlook the importance of consistent and accessible documentation. Proper project documentation is not a formality but a foundational asset that accelerates the implementation, enhances knowledge transfer, and preserves long-term system integrity. Enterprise Performance Management (EPM) platforms such as Anaplan, Jedox, Oracle EPM, and Workiva are transformative tools for aligning various business strategies. However, the complexity of the implementation often leads to knowledge silos, rework, and post-go-live confusion when documentation is either incomplete, inconsistent, or nonexistent. Documentation is the thread that connects design, execution, and long-term governance across different teams and project phases.
Benefits of Documentation in EPM
Accelerates Delivery and Enhances Collaboration: Clear specifications, process maps, and user stories serve as a single source of truth for developers, testers, and business users. This reduces ambiguity and rework, especially in ever-changing environments. Reduces Risk During Turnover or Handoff: Whether transitioning from implementation to support, or onboarding new stakeholders, documentation ensures that project knowledge is retained and transferable. Supports Compliance and Audit Readiness: EPM systems often manage financial and operational data tied to external reporting. Thorough documentation of assumptions, logic, and specific roles is critical to satisfying internal and external audit requirements. Helps Prevent Scope Creep: Proper documentation outlines project requirements, boundaries, and approved deliverables, making it easier to evaluate and manage any change requests. It serves as a shared reference that aligns stakeholders and keeps the project focused on agreed responsibilities and objectives. Enables Effective Training and User Adoption: Well-prepared documentation such as user manuals, process guides, and instructional references helps business users understand workflows, increases system confidence, and supports smooth adoption across teams.
What Should Be Documented:
| Category | Examples of Documentation |
|---|---|
| Business Requirements | Use cases, KPIs, end-user goals |
| Model Design | Module structure, calculation logic, flow of integration |
| Data Architecture | Source systems, transformation rules, scheduled data loads |
| Security & Governance | Role hierarchies, access controls, approval workflows |
| Change Logs | Enhancements, defects, release notes |
| Testing Protocols | UAT scripts, issue trackers, test results |
Common Documentation Pitfalls
Delayed Documentation: Teams often postpone documentation until the end of the project, when time is limited and details can be easily forgotten. This reactive approach results in incomplete, inaccurate, or inconsistent information that hinders future usability and increases rework in upcoming phases. Tool Fragmentation: When documentation is scattered across emails, spreadsheets, slide decks, and team chats, it becomes difficult to locate the latest or most aligned version of the project scope. This fragmentation reduces transparency and increases the likelihood of duplicating or conflicting information. Lack of Ownership: Without a clear owner responsible for maintaining and updating documentation, accountability suffers. Updates are missed, standards slip, and knowledge quickly becomes stale, especially during system enhancements, personnel turnover, or support transitions.
Misalignment with Governance: Documentation that is not integrated into the organization’s broader governance framework such as change control processes, support workflows, or role based access protocols tends to become outdated or even ignored. Over-Engineering Documentation: Documentation that is too dense, overly technical, or not aligned with business users’ needs becomes difficult to utilize and maintain. Excessive detail can deter stakeholders from engaging with the documentation, especially if it lacks a clear purpose or scope.
Best Practices for EPM Documentation
- Start Early and Update: Incorporate documentation tasks into project sprints or workstreams.
- Centralize Documentation Hub: Use SharePoint, or similar tools to manage access and control organization of resources.
- Standardize Templates: Define specific templates for specs, design diagrams, and test scripts.
- Link Documentation to Governance: Ensure support teams can easily reference back to documentation during incident resolution and change in system control.
Takeaway
Project documentation in EPM implementations is not just administrative overhead, it is strategic infrastructure. It ensures that the value of the EPM platform extends far beyond go-live, enabling teams to adapt, scale, and optimize with clarity and confidence. By embedding documentation into your implementation methodology, you protect your investment and build a system your organization can rely on for years to come.
