12 Project Reviews Flashcards
Define Knowledge
Information which has been analysed and understood
Define Information Management
-Collection, storage, curation, dissemination, archiving and destruction
-Of documents, images, drawings and other sources of information
What are the 3 types of review?
-Decision gate
-Benefits reviews
-Audits
Give 3 characteristics of a decision gate
-Held at the end of each iteration to gain agreement from the sponsor and governance board
-Check the project is still on track to deliver the benefits defined in the business case
-Linear life cycle - event driven; iterative life cycle - time bound
Give 4 characteristics of benefits reviews
-Held during benefits realisation (6-12 months after handover)
-Check the project achieved benefits defined in the business case
-Actions to support benefits realisation can be determined
-Usually undertaken by the Project Sponsor
Give 3 characteristics of audits
-Provide independent compliance assessment and increase stakeholder confidence
-Check the project is following the agreed governance and processes
-Conducted by personnel independent of the project
Give 5 factors to be reported on to ensure successful project outcomes
-Progress against the schedule
-Actual spending against planned spend
-Earned value
-Audit findings and number of non-conformances
-Risks and issues
What do the factors to be reported on typically identify?
What’s going well and where action is needed
What are the 6 aspects of information and data that are important?
-Status reporting
-Estimating the project
-Risk identification
-Problem solving and option appraisals
-Availability of information
-Knowledge and information management
Why is status reporting important?
The Project Manager can better understand the project’s status in relation to cost, schedule and quality against the acceptance criteria
Why is estimating the project important?
So more realistic schedules and costs can be developed based on past data
Why is risk identification important?
Corrective action or escalation can be determined
Why is problem solving and option appraisals important?
Options and solutions to problems can be generated based on past experience
Why is availability of information important?
To inform decision-making at key points (e.g. gate reviews) and ensure the relevant information is available
Why is knowledge and information management important?
-Understand when best to schedule quality assurance and quality control activities
-Assess what was done on past projects and when the optimum time in the life cycle is to schedule activities
Give 6 reasons why activities may be re-planned after a review
-Requirements not met
-Motivation and satisfaction of team is low (can impact productivity)
-Problem with supply chains and contractors (might mean finding new suppliers or renegotiating terms)
-Committed costs and cash flow are above original forecasts
-Changes to the risk profile or cost contingency are needed because of new/changed risks
- Poor stakeholder communication
Decision gates:
-Held by who?
-When?
-What do they check?
-Project Sponsor
-End of concept and definition phases (if necessary every few months in the deployment phase)
-Check the business case is still valid and the project is on track to deliver desired outcomes
Give 3 things that will happen in the premature closure of the project
-Business case will become invalid
-Funds and staff withdrawn
-Move into transition and adoption phases to make use of what’s been completed where possible
Who carries out an internal audit and what does it include?
Project office or project assurance member
Review of progress, risks, problems etc.
What happens if a project fails an audit?
Non-compliance will be raised and the project stopped until rectified
Post-project review:
-When is it held?
-What does it look at?
-What does it investigate?
-Transition phase
-Looks at the risk register, change register and issue log to compare the original PMP to the current
-Investigates the use of processes and performance of individuals and teams
Who undertakes the Benefits Review?
Project Sponsor
Who is at the centre and disperses information flow to all stakeholders?
Project Manager
-Ensure the project’s outputs are being used effectively
-Verify the outcomes align with the business case
Benefits of decision gates
- Senior stakeholders remain engaged, ensuring they’re aware of the project’s current status and outlook, meaning they’re able to provide any necessary input and support. The project sponsor, as chair of the project’s steering group, is accountable for the decision to continue or not.
- Clear communication is encouraged between everyone involved. They help ensure that everyone is on the same page when it comes to expectations, with a joint understanding of the project’s progress.
- They help you manage and mitigate risks, by allowing you to regularly review progress and identify issues early on.
Value of benefit reviews
he benefits of carrying out benefit reviews are that they:
help determine whether the project has successfully delivered its intended business benefits.
provide opportunities to tweak and enhance the outcomes by identifying where improvements can be made. This approach helps to maximise the project’s impact and increase the chances of a successful outcome.
help inform future decision-making, refine strategies, and optimise approaches for subsequent projects.
encourage a culture of responsibility and transparency by holding the project team and stakeholders accountable for the project’s success.
Five of the main formats for reports are:
- Written reports
- Visual presentations
- Dashboard reports
- Verbal briefings
- Infographics and summary documents
