PPMP 20010: Executing and Closing Projects Lecture 7 Project Audit

Transcription

1 PPMP 20010: Executing and Closing Projects Lecture 7 Project Audit Dr. Ronny Veljanovski, Bsc, PhD, GradCerTEd, PMP Senior Lecturer Project Management School of Engineering & Technology Higher Education Division CQUniversity Melbourne

2 Topics Material Topics Recap of Week 6 Activities for Week 7 PMBOK 5 th Edition Kerzner Directing PRINCE2 Managing PRINCE2 Assessment 4 Audit & Termination 2

3 Material Books Kerzner (2013) Project Management: A Systems Approach to Planning, Scheduling, and Controlling 11 th ed. AXELOS/OGC (2009) Directing Successful Projects with PRINCE2 (purchase from the internet) AXELOS/OGC (2009) Managing Successful Projects with PRINCE2 (purchase from the internet) PMI (2013) A Guide to The Project Management Body of Knowledge (PMBOK Guide) (purchase from the internet or access through CQULibrary) Other Material Australian Standards Journal Articles YouTube Videos Lecturers & Tutorials Lecturers posted on Moodle 3

4 Weekly Topics 1. Executing and closing projects 2. Project performance management. 3. Earned Value Management - I. 4. Earned Value Management - II. 5. Project Control Systems - I. 6. Project Control Systems - II. 7. Project Audit. 8. Project Termination. 9. Project Governance - I. 10. Project Governance - II. 11. Integration Management I. 12. Integration Management II. 4

5 Recap of Week 6 Source: PMBOK 5 th Ed.

6 Recap of Week 6 Source: PMBOK 5 th Ed.

7 Recap of Week 6 Source: PMBOK 5 th Ed.

8 Recap of Week 6 Source: PMBOK 5 th Ed.

9 Recap of Week 6 Source: PMBOK 5 th Ed.

10 Activities for Weeks 7 PMBOK Chapters , , , 5.5, 8.2,-8.3, 11.6, & 12.3; Kerzner Chapter 11.35, 20.7, & Appendix E; Directing with PRINCE2 Chapters 10; Managing with PRINCE2 Chapters 6.3, 9.3, 16. Commence working on Audit & Termination Assignment 10

11 Project Audits Kerzner describes:

12 What is QUALITY?

13 Quality Oxford Dictionary definition: The standard of something as measured against other things of similar kind; the degree of excellent of something KODAK definition: Products or services that are perceived to meet or exceed the needs and expectations of the customer at a cost that represents outstanding value

14 Quality PRINCE2 definition: Totality of features and inherent or assigned characteristics of a product, person, process, service and/or system that bear on its ability to show that it meets expectations or satisfies stated needs, requirements or specification PMBOK definition: The degree to which a set of inherent characteristics fulfils requirements

15 Quality Management Concepts Quality Policy Quality Objectives Quality Assurance Quality Control Quality Audit Quality Plan

16 Quality Policy Quality objectives, Level of quality acceptable Responsibilities Principles stating what, not how Promote consistency throughout the company Explanation to outsiders

17 Quality Objectives What are they Time frame to achieve them Should be attainable Define specific goals Be understandable

18 Quality Assurance Formal activities and processes that attempt to ensure products/services/systems etc being developed meet required quality level Identify objectives and standards Be multifunctional and prevention orientated Collection and use of data for continuos improvement Quality audits

19 Quality Control Activities and Techniques to create specific quality characteristics: Continually monitoring processes Identifying and mitigating problem causes Certifying that quality objectives are being met A good system will: Select what to control Establish measurement methods Compare actuals to quality standards Monitor and calibrate measuring tools Detailed documentation

20 PRINCE 2 Approach to Quality (6.3) Focuses on products from the outset: Identify all the project s products Define them in the product descriptions, including quality criteria they will be assessed with Implement and track the quality methods employed 20

21 PRINCE 2 Approach to Quality (6.3) Source: Managing PRINCE 2, AXELOS

22 Quality Planning Project Board Agreement on overall quality expectation Communicating these agreements to all stakeholders Controlling / establishing a baseline for quality controls (and tolerances) to achieve products fit for purpose 22

23 How to Plan Quality? Understand and document customer quality expectations Define and document the acceptance criteria Formulate a quality management strategy Write clear product descriptions containing quality information (criteria, tolerances, method, responsibilities) Set up a quality register 23

24 Quality Register Example Source: Managing PRINCE 2, AXELOS

25 Quality Control Carrying out the quality methods Marinating quality and approval records Gaining customer acceptance 25

26 Quality Control Methods In-Process or built-in methods: e.g. calibrated process controls, automation, workshops, piloting, or quality inspections during product development Appraisal methods (of finished products): Are the fit for purpose? Testing objective quality criteria Inspecting if subjective judgement is required Formal approval of a product may or may not result from quality review Might require separate authority for approval 26

27 Quality Control Methods Side Benefits: Stakeholder engagement Leadership Team bonding Professional development Improved communications via quality documentation Quality culture 27

28 Approval & Acceptance Records Keep and obtain records that a product has been approved Meeting minutes, s, letters, certificate etc. Acceptance: Ultimate approval of the project s product (PRINCE2 term) Usually by more than one stakeholder 28

29 Responsibilities Source: Managing PRINCE 2, AXELOS

30 PRINCE 2 Approach to Change (9.3) Purpose of Change is to identify, assess and control any potential and approved changes to the baseline Approach: Establish controls Configuration management procedure Issues and change control procedure 30

31 Change Establish Controls Configuration Management Strategy Configuration Item Records Product Status Accounts Daily Log Issues Register Issue Reports 31

32 Configuration Management Strategy Should define: The configuration management procedure: Planning, identification, control, status accounting, verification and audit Issue and change control procedure What tool and techniques will be used What records will be kept How performance of the procedures will be reported Timing of configuration management and issue and change control activities Roles and Responsibilities 32

33 Configuration Management Strategy Should define: How issues are handled Prioritisation, how to rate severity, at what management level, Project Board delegation? Change Authority for projects expected to have numerous changes» To who person or group?» The PM? Change budget» What is the cost of the change? 33

34 Configuration Management Procedure Typically comprises of 5 core activities: Planning What level? How would it be achieved? Identification A coding system for all configuration items (all components of a product) at the required level of control Control Nothing moves/changes without authorisation If changed prev. versions of baselines to be archived Storing and retrieving all information, controlling who has access, distribution, archiving, documenting Status Accounting Current and historical data concerning the project, at end of a stage, end of project or as part of examining issues/risks Verification and Audit actual state vs authorised state of products in the configuration item record Also checks if configuration management is undertaken in accordance to the strategy 34

35 Issue and Change Control Procedure Source: Managing PRINCE 2, AXELOS

36 Change Responsibilities Project Board Source: Managing PRINCE 2, AXELOS

37 Change Responsibilities Source: Managing PRINCE 2, AXELOS

38 PRINCE 2 Managing Product Delivery (Ch16) Source: Managing PRINCE 2, AXELOS

39 PRINCE 2 Managing Product Delivery (Ch16) Source: Managing PRINCE 2, AXELOS

40 PRINCE 2 Managing Product Delivery (Ch16) Source: Managing PRINCE 2, AXELOS

41 PRINCE 2 Managing Product Delivery (Ch16) Source: Managing PRINCE 2, AXELOS

42 Reviewing Benefits PRINCE2 (Ch10) Hold benefits reviews Close the business case 42

43 Project Health Checks Source: Kerzner 2013

44 Why Do Projects Fail? Three broad categories Management Mistakes Planning Mistakes External Influences

45 Why Do Projects Fail? Source: Kerzner 2013

46 Project Recovery Phases Source: Kerzner 2013

47 PMBOK 4.4 Monitor & Control Project Work To meet the performance objectives defined in the PM plan: Tracking progress Reviewing progress Reporting progress 47

48 PMBOK Monitor & Control Project Work Tools and Techniques: Expert judgement Analytical Techniques E.g. root cause analysis, trends, EVM, variance etc. PM Information Systems Meetings 48

49 PMBOK 4.5 Perform Integrated Change Control Reviewing change requests Approving changes Managing changes to: Deliverables Documents PM plan baselines Source: PMBOK 5 th Ed. 49

50 PMBOK Perform Integrated Change Control Tools and Techniques: Expert judgement Meetings Change control tools 50

51 Assessment 4 Audit and Termination Assignment Assessment requires you to consider: Audit plans and reports Project termination plans and reports Download template from Moodle Your assignment is to be completed in the context of your chosen domain