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Project Execution & Control Checklist

Ensure project execution meets project objectives and is on track

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Project Execution & Control Checklist

  1. 1. Project Execution & Control Checklist Ensure project execution meets project objectives and is on track Anand Subramaniam
  2. 2. <ul><li>“ Delay always breeds danger, and to protract a great design is often to ruin it .” </li></ul><ul><ul><li>- Miguel de Cervantes </li></ul></ul>
  3. 3. Change Management <ul><li>Has it been communicated to the project team, internal and external stakeholders? </li></ul><ul><li>Is the change management plan being followed? </li></ul><ul><li>Are all change requests being funnelled through the project manager? </li></ul><ul><li>Are change requests being monitored, evaluated and resolved on a routine basis? </li></ul><ul><li>Are the impacts of approved change requests being reflected in changes to other project control documents? </li></ul><ul><li>Does the change request analysis include a process for determining whether a request is in or out of scope? </li></ul>
  4. 4. Communications Management <ul><li>Has it been communicated to the project team, internal and external stakeholders? </li></ul><ul><li>Is the plan being followed and communications taking place in a timely manner? </li></ul><ul><li>Is feedback being solicited on a regular basis regarding the type and amount of project communications? </li></ul><ul><li>Have communication tasks in the project schedule been verified to ensure tasks are still valid? </li></ul>
  5. 5. Contract Management <ul><li>Has the contract been reviewed by legal experts (both vendor & customer) to ensure the document is legally sufficient? </li></ul><ul><li>Have project members been made aware of any legal implications involved in the execution of the contract? </li></ul><ul><li>Are the contractual obligations being met in a quality manner within schedule and within budget? </li></ul><ul><li>Is there a performance monitoring procedure in place for assessing the quality of work performance? </li></ul><ul><li>Is there a contract change control system in place that defines the process by which contracts may be modified? </li></ul><ul><li>Is there a contract close-out procedure in place that ensures all of the terms and conditions of the contract have been carried out? </li></ul>
  6. 6. Financial Management <ul><li>Has the budget been reviewed by the project team, internal and external stakeholders? </li></ul><ul><li>Have the stakeholders agreed to the control and reporting procedures? </li></ul><ul><li>Is integration with the change management plan continually assessed? </li></ul><ul><li>Are financial reports being provided for status reporting? </li></ul><ul><li>Have variance thresholds been set to trigger corrective action? </li></ul><ul><li>Could the project financial records successfully pass a financial audit? </li></ul><ul><li>Have acceptance criteria and payment milestones been developed for contractors? </li></ul>
  7. 7. Issue Management <ul><li>Are issues being resolved with a sense of urgency along with identifying alternative solutions? </li></ul><ul><li>Has a task been included in the work plan to track the time the Project Manager spends on issue resolution activities? </li></ul><ul><li>Are people with decision making authority attending issue resolution meetings and making decisions? </li></ul><ul><li>Are issue resolution priorities being assigned based on the subject matter and the impact to the schedule? </li></ul>
  8. 8. Issue Management (Contd.) <ul><li>Are the escalation and dispute resolution processes being followed when necessary? </li></ul><ul><li>Is the change management plan being executed when an issue resolution results in a change to the project's budget, schedule or scope? </li></ul><ul><li>Is the issue log being reviewed on a regular basis to make sure issues are being resolved? </li></ul><ul><li>Are issues that are really potential problems (risks) being moved to the risk management process? </li></ul><ul><li>Is the status of project issues reported regularly as part of project status reports? </li></ul>
  9. 9. Implementation And Transition <ul><li>Is there stakeholders buy in, after the walk through done by the project manager? </li></ul><ul><li>Have business been adequately trained to maintain new system / product? </li></ul><ul><li>Have arrangements been made for knowledge transfer from vendor to in-house staff? </li></ul><ul><li>Have stakeholders been notified well in advance of the cut-over date? </li></ul><ul><li>Are contingencies in place to recover in case the system / product fails upon cutover? </li></ul>
  10. 10. Lessons Learned <ul><li>Have the sources of lessons learned for review, identified before the start of the project? </li></ul><ul><li>Have the lessons learned including resolution during the project been documented? </li></ul><ul><li>Did the review of lessons learned form part of risk management? </li></ul><ul><li>Are improvement to project management processes made as a result of using lessons learned? </li></ul>
  11. 11. Meeting Management <ul><li>Do you really need to have a meeting? </li></ul><ul><li>Does the agenda outline the things to be discussed, the time allotted to each item, the nature of the item and the person leading the group during that item? </li></ul><ul><li>Are the right people invited to the meeting? </li></ul><ul><li>Are actionable items assigned to a responsible person and followed through to closure? </li></ul>
  12. 12. Quality Assurance (QA) Management <ul><li>Has the plan been reviewed by the project sponsor, project team, internal and external stakeholders? </li></ul><ul><li>Have the stakeholders agreed that the QA plan includes the appropriate quality provisions and independence? </li></ul><ul><li>Is the QA plan and review being followed as per the schedule? </li></ul><ul><li>Does QA have access to all pertinent materials and levels of oversight? </li></ul><ul><li>Are QA reports being provided for status reporting? </li></ul>
  13. 13. QA Management (Contd.) <ul><li>Is documentation and are recommendations reviewed at the appropriate levels? </li></ul><ul><li>Are external / internal providers or contractors complying with quality controls? </li></ul><ul><li>Is the project team using quality processes? </li></ul><ul><li>Have QA tasks in the project schedule been verified to ensure tasks are still valid? </li></ul><ul><li>Are lessons learned maintained to use for the post implementation review (PIR)? </li></ul>
  14. 14. Risk Management <ul><li>Are preventive and/or mitigation activities being performed on high ranking risks? </li></ul><ul><li>Is a risk log used for identification, management and ranking of risks throughout the life of the project? </li></ul><ul><li>Is the project being continuously reviewed for emerging risks or triggers? </li></ul><ul><li>Are there interdependencies between risk mitigation activities and its implementation? </li></ul><ul><li>Has the risk management plan been reviewed by the project team, internal and external stakeholders? </li></ul>
  15. 15. Schedule & Task Plans Management <ul><li>Do team members know their task assignments and completion dates? </li></ul><ul><li>Have changes been communicated to everyone who needs to know? </li></ul><ul><li>Does the project have a baseline set of estimates to measure actual against? </li></ul><ul><li>Are there sufficient milestones in the project schedule to help gauge project progress? </li></ul><ul><li>Do any tasks have a duration longer than two status reporting periods? </li></ul><ul><li>If there are contractors on the project, are there milestones for tracking deliverables, schedules and acceptance? </li></ul>
  16. 16. Staffing Management <ul><li>Are staffing inventories up to date and the project plan updated? </li></ul><ul><li>Are critical path and task priorities established and maintained? </li></ul><ul><li>Have the necessary staffing contingencies been identified and established? </li></ul><ul><li>Are staff tracking controls being exercised? </li></ul>
  17. 17. Test Management <ul><li>Has sufficient time and resources been allocated for testing, fixing and retesting? </li></ul><ul><li>Are testers using appropriate control procedures for reporting and tracking errors? </li></ul><ul><li>Are there on-going metrics that demonstrate the progress of the testing effort? </li></ul><ul><li>Have the testers been adequately trained? </li></ul>
  18. 18. Training Management <ul><li>Is feedback being solicited after training sessions to improve upon the training curriculum? </li></ul><ul><li>Is there a mechanism in place to provide ongoing support and training? </li></ul><ul><li>Is there a process in place to identify new trainees who may need training? </li></ul><ul><li>Can the training curriculum be easily adjusted to fit the skill level of the audience? </li></ul><ul><li>Has support staff been trained before deploying to the rest of the organisation? </li></ul>
  19. 19. Status Reporting <ul><li>Have all Steering Committee and important stakeholder information needs been addressed? </li></ul><ul><li>Have the statuses of milestones and deliverables, variances, causes and mitigating actions been identified? </li></ul><ul><li>Has the latest copy of the QA report been included for reference including project risks? </li></ul><ul><li>Has the status of critical project issues been included? </li></ul><ul><li>Have quality improvement activities been included? </li></ul><ul><li>Has a copy of the status report been filed in a viewable project repository such as a project library? </li></ul>
  20. 20. Maintenance & Operations <ul><li>Has the plan been communicated and accepted by the project team, maintenance staff, internal and external stakeholders? </li></ul><ul><li>Is system documentation being kept up to date? </li></ul><ul><li>Have maintenance staff been identified and assigned? </li></ul><ul><li>Are maintenance activities, resource requirements and other maintenance obligations included in the budget? </li></ul><ul><li>Are maintenance activities and processes routinely measured against goals? </li></ul><ul><li>Is the product or service performing well against established standards? </li></ul>
  21. 21. <ul><li>“ Do not seek to follow in the footsteps of the men of old; seek what they sought .” </li></ul><ul><ul><li>- Matsuo Basho </li></ul></ul>
  22. 22. <ul><li>Good Luck </li></ul><ul><li>http://www.linkedin.com/in/anandsubramaniam </li></ul>