A PM SQUARED PRESENTATION
ProjectAudit – A Guideline
A PM SQUARED PRESENTATION
A PM SQUARED PRESENTATION
Introduction
There comes a time as a project manager that you will need to conduct a
project aud...
A PM SQUARED PRESENTATION
Introduction
Objective
The objective of the project audit is to evaluate:
• The way your project...
A PM SQUARED PRESENTATION
Indicators of a Troubled Project
Category Indication
Documentation
and process
• There is a lack...
A PM SQUARED PRESENTATION
Action Plan
Step 1
• Define the audit charter
Step 2
• Outline the assessment plan
Step 3
• Cond...
A PM SQUARED PRESENTATION
Once it has been agreed that a project audit should go ahead - a project
charter should be setup...
A PM SQUARED PRESENTATION
Outline the Audit Plan
Finalise the
tasks
Finalise the
timeline
Assign the
team
Confirm
the cost...
A PM SQUARED PRESENTATION
Conduct the audit
Identify
assessment
areas
Develop
the audit
matrix
Define the
questionnaire
Su...
A PM SQUARED PRESENTATION
Present the report
The report for the audit must be presented in a concise and clear manner
that...
A PM SQUARED PRESENTATION
Implement the approved plan
The implementation of the approved plan must be conducted as a norma...
A PM SQUARED PRESENTATION
Project Audit
Reference and support information
A PM SQUARED PRESENTATION
A PM SQUARED PRESENTATION
Identifythe areasor groups for Assessment
The assessment could cover the following areas:
• Proj...
A PM SQUARED PRESENTATION
Conducting the Audit – Projects in Progress
Objective:
To measure what project plans are in plac...
A PM SQUARED PRESENTATION
Conducting the Audit – Governanceand Methodology
Objective
To measure the governance and methodo...
A PM SQUARED PRESENTATION
Conducting the Audit– Project Best Practice
Objective:
To measure if your company uses best prac...
A PM SQUARED PRESENTATION
Conducting the Audit– Vendor Management
Objective:
To measure how the contracts and service leve...
A PM SQUARED PRESENTATION
Conducting the Audit– Resource Management
Objective:
To measure the project teams and how they a...
A PM SQUARED PRESENTATION
Conducting the Audit– Metrics and Reports
Objective:
To measure what reports and metrics are use...
A PM SQUARED PRESENTATION
Perform the Audit – Communication Management
Objective
To measure if reports are timeously distr...
A PM SQUARED PRESENTATION
Conducting the Audit – Change Management
Objective:
To measure how all changes within project ma...
A PM SQUARED PRESENTATION
Conducting the Audit – ProjectImplementation
Objective
To ensure that the quality of the product...
A PM SQUARED PRESENTATION
Closing Summary
• When there is a common, simple approach for Project Management and the correct...
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Pm audit and assessment approach final

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A comprehensive approach when and if you need to conduct a project audit

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Pm audit and assessment approach final

  1. 1. A PM SQUARED PRESENTATION ProjectAudit – A Guideline A PM SQUARED PRESENTATION
  2. 2. A PM SQUARED PRESENTATION Introduction There comes a time as a project manager that you will need to conduct a project audit when the project is not achieving the planned goals and objectives. Even the best planned projects will encounter problems along the way. These hurdles however, do not mean that your project is doomed to failure. The key is to identify these challenges early and take the appropriate steps to get your project back on track. A project audit can be conducted when you have just taken over a project from a project manager or during a project that is underway and you need to have an understanding of why the project is running into trouble.
  3. 3. A PM SQUARED PRESENTATION Introduction Objective The objective of the project audit is to evaluate: • The way your projects are managed • How your project governance and methodology meet the business requirements. Outcome The project audit will provide : • A view of what goes well and what needs to be improved. • An action plan to bring the project back on track
  4. 4. A PM SQUARED PRESENTATION Indicators of a Troubled Project Category Indication Documentation and process • There is a lack of trust in the project process • Processes are informal and improvised • No formal documentation is in place Cost and Schedule • The initial cost does not manage the agreed scope baseline • The schedule for the project is being pushed out from the original baseline Stakeholders • Stakeholders management is not in place Project Resources • The project teams are not aligned with the required project deliverables • There is not enough skills to perform the assigned roles and responsibilities Risks • There is significant exposure to risks with large impact • Mitigation strategies are not working Quality • There is no proper process in place to ensure quality is managed throughout the project process
  5. 5. A PM SQUARED PRESENTATION Action Plan Step 1 • Define the audit charter Step 2 • Outline the assessment plan Step 3 • Conduct the audit Step 4 • Present the report Step 5 • Implement the approved plan
  6. 6. A PM SQUARED PRESENTATION Once it has been agreed that a project audit should go ahead - a project charter should be setup to provide the project manager with the authority to move ahead with the audit and to ensure that there is enough budget to cover the audit. Identify stakeholders State objectives State audit milestones Identify Risks Define the scope Approve the budget • The inputs for the project charter should be agreed with the stakeholders • The project charter should be kept as a project record Define the Audit Charter
  7. 7. A PM SQUARED PRESENTATION Outline the Audit Plan Finalise the tasks Finalise the timeline Assign the team Confirm the costs Review the plan Finalise the plan • During the course of the audit there will be updates to the project plan. • Each plan should be re-baselined against the first baseline to manage and track all of the changes The plan should very clearly outline what tasks/activities will need to be carried out to perform the audit. Once the tasks have been agreed the allocation of the teams and costs can be aligned to allow the project plan to be approved by the stakeholders
  8. 8. A PM SQUARED PRESENTATION Conduct the audit Identify assessment areas Develop the audit matrix Define the questionnaire Submit the questionnaire Setup review meetings Update the audit matrix • One on one meetings with the team can help with completing the questionnaires • Each team member could present to the forum their feedback on why projects are going wrong and how this could be improved this helps to build team morale during the audit The audit will provide an understanding of what needs to be focussed on to bring the projects back to a successful state. To gather the correct information for the audit a questionnaire should be sent out to the team.
  9. 9. A PM SQUARED PRESENTATION Present the report The report for the audit must be presented in a concise and clear manner that allows for easy readying by both the stakeholders as well as the team. The report should clearly show the findings from the audit and provide the solutions to allow for successful project delivery Finalise the Table of Contents Send out first draft of report Update report with feedback Hold a walkthrough meeting Finalise the report Obtain stakeholder approval • The walkthrough meeting is the right time to finalise any changes to your document to ensure approval and the ability to move forward to the implementation of the agreed project process..
  10. 10. A PM SQUARED PRESENTATION Implement the approved plan The implementation of the approved plan must be conducted as a normal project following the agreed process and governance. Training will be required to introduce the amended process and governance Confirm projects to be rolled out Finalise the project roadmap Provide training for the project rollout Monitor the progress of the projects Final review on projects Finalise process and move into project office • It is important to get buy-in from both the stakeholders and team during the implementation of the new process. As you rollout the process allow the team to feedback on what they are happy with and what needs to be changed.
  11. 11. A PM SQUARED PRESENTATION Project Audit Reference and support information A PM SQUARED PRESENTATION
  12. 12. A PM SQUARED PRESENTATION Identifythe areasor groups for Assessment The assessment could cover the following areas: • Projects in progress • Governance and methodology • Project and SDLC processes • Project Vendor Management • Project Resource Management • Project Metrics and Reports • Project Communication Management • Project Change Management • Project Quality Management
  13. 13. A PM SQUARED PRESENTATION Conducting the Audit – Projects in Progress Objective: To measure what project plans are in place to manage the projects Proposed Questions (these can be amended as required) • How do you manage and track your projects? • Are milestones (gates) easily identified? • Does each task have an approved deliverable? • Is each project task assigned the correct resources at the agreed allocation? • Has the project plan been approved and baselined? • How do you track your resources and time allocations? • How do you sign off on deliverables?
  14. 14. A PM SQUARED PRESENTATION Conducting the Audit – Governanceand Methodology Objective To measure the governance and methodologies used to manage and deploy your projects Proposed Questions (these can be amended as required) • How do you ensure that governance is applied to your projects? • What documentation do you use for your projects and where are they kept? • What project folders are setup to store documentation? • Do you have a shared site for all project documentation? • Has the project methodology been approved by the key stakeholders? • What audits are performed on the projects in progress?
  15. 15. A PM SQUARED PRESENTATION Conducting the Audit– Project Best Practice Objective: To measure if your company uses best practices for the project management Proposed Questions (these can be amended as required) • Do you apply the principles of PMBOK for your project management process? • Do you use Prince2 in any of your processes? • How do you align your software deliverables and what process are they based on e.g. Waterfall, Agile, Scrum, Iterative, etc.? • Are the processes integrated to work within your organisation?
  16. 16. A PM SQUARED PRESENTATION Conducting the Audit– Vendor Management Objective: To measure how the contracts and service level agreements are managed for the suppliers and vendors Proposed Questions (these can be amended as required) • How do you manage your relationships with your vendors? • What process do you use for Request for Proposal? • How do you notify vendors that they have been successful? • What contracts are in place to manage the deliverables? • How do you measure the deliverables from the vendors? • What Service Level Agreements do you have in place to maintain operations within your live environment? • What outsourcing are you currently performing? • How do you manage your contracted staff? • What audits are in place to measure the performance of your suppliers and contractors?
  17. 17. A PM SQUARED PRESENTATION Conducting the Audit– Resource Management Objective: To measure the project teams and how they are aligned to project deliverables Proposed Questions (these can be amended as required) • Does each resource have a defined job description? • Does the project team understand their specific role and responsibility within the project? • Are there the correct skills for the projects to be delivered? • Are there enough resources on board to deliver the projects? • Is there an organogram showing how the company structure works?
  18. 18. A PM SQUARED PRESENTATION Conducting the Audit– Metrics and Reports Objective: To measure what reports and metrics are used to track projects within the life cycles and how these are presented to the stakeholders Proposed Questions (these can be amended as required) What metrics are used to measure success or failure within the projects • Tasks completed • Slippage ratios (SPI Index) • Cost slippage (CPI) • Web Analytics • MIS reports • Financial reports • Supplier review reports Where are the reports stored? Do you have a cloud management system to distribute reports to your suppliers and contractors?
  19. 19. A PM SQUARED PRESENTATION Perform the Audit – Communication Management Objective To measure if reports are timeously distributed using the correct information to the agreed team members Proposed Questions (these can be amended as required) • How is the weekly status presented to the forums? • How do you manage issues and risks and reporting back on this? • Do you use dashboard reports on projects and enhancements to show progress? • What regularly scheduled meetings do you have to report back on projects ? • How does the project team track and manage problems and issues? • Who takes the minutes and where are they stored?
  20. 20. A PM SQUARED PRESENTATION Conducting the Audit – Change Management Objective: To measure how all changes within project management are tracked and managed to ensure that there is a minimum impact to the agreed cost, scope and schedule baselines. Proposed Questions (these can be amended as required) • What process is currently in place to manage and control any requested change? • Is there an understanding of what the impact is? • Who is responsible for raising the changes and authorising the outcome of the required changes? • How are these changes tracked back into the roadmap delivery plan?
  21. 21. A PM SQUARED PRESENTATION Conducting the Audit – ProjectImplementation Objective To ensure that the quality of the product is managed controlled and meets the correct standards before being deployed Proposed Questions (these can be amended as required) • What quality standards are in place for the deployment of projects into the live environment? • Are there project-specific instructions regarding the procedures, naming conventions, supporting tools, equipment, standards and metrics to be applied by the project team to achieve quality objectives at each phase of the Project • How is the testing controlled and tracked before deploying the product? • Is there a roll back process in place?
  22. 22. A PM SQUARED PRESENTATION Closing Summary • When there is a common, simple approach for Project Management and the correct tools are available, your project team will be empowered to reach their goals, together and individually. • A easy to use Project Management Methodology gives your business a framework that makes it achievable for your product to move from vision to action. • It will also provide you with a competitive advantage to get your product into the market on time within budget and meeting the quality requirements each and every time.

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