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  1. 1. Project Management Review Internal Audit Report No. 2002/3 Presented by: Mayus Nath Snr Consultant - IT Audit, Internal Audit Section Date: 23/01/2003
  2. 2. Project Management Review <ul><li>Introduction </li></ul><ul><ul><li>Rationale for review </li></ul></ul><ul><ul><li>Main recommendations </li></ul></ul><ul><ul><li>Our assessment of QUT PM framework and areas for improvement </li></ul></ul><ul><ul><li>Conclusion </li></ul></ul>
  3. 3. Project Management Review <ul><li>Rationale </li></ul><ul><ul><li>Corporate governance requires controls and assurance processes (value for money is obtained and risks are managed) </li></ul></ul><ul><ul><li>QUT IT governance process includes: </li></ul></ul><ul><ul><ul><li>Evaluation and approval process </li></ul></ul></ul><ul><ul><ul><li>Project oversight mechanisms through steering committees </li></ul></ul></ul><ul><ul><ul><li>Executive feedback mechanisms (includes reports to ITSGC) </li></ul></ul></ul><ul><ul><ul><li>Project management </li></ul></ul></ul><ul><ul><li>Uneven approach PM principles were applied across projects and transparency of the project selection process could be improved </li></ul></ul>
  4. 4. Project Management Review <ul><li>Recommendations: </li></ul><ul><ul><li>Improve the transparency of project evaluation and selection process </li></ul></ul><ul><ul><li>PM Methodology be developed and implemented </li></ul></ul><ul><ul><li>Systems development/implementation methodology to be formalised </li></ul></ul>
  5. 5. Project Management Review <ul><li>Selection and Evaluation of Projects </li></ul><ul><ul><li>The methodology for selecting projects should be documented </li></ul></ul><ul><ul><li>The criteria should distinguish which projects have the greatest potential to contribute to business objectives and include factors such as: </li></ul></ul><ul><ul><ul><li>On-going maintenance costs </li></ul></ul></ul><ul><ul><ul><li>Existing infrastructure </li></ul></ul></ul><ul><ul><ul><li>Project harmonisation </li></ul></ul></ul><ul><ul><ul><li>Cost benefit analysis of the full project </li></ul></ul></ul><ul><ul><li>ITSGC decisions to be communicated to all the stakeholders in an effective and efficient manner </li></ul></ul>
  6. 6. Project Management Review <ul><li>PM Methodology (define the responsibility, authority and accountability of the team and guide the project through a structured set of activities with visible progress and control to achieve the desired results) </li></ul><ul><ul><li>Includes: </li></ul></ul><ul><ul><ul><li>Project classification system (team, integration, technical, environmental complexities) </li></ul></ul></ul><ul><ul><ul><li>Business case </li></ul></ul></ul><ul><ul><ul><li>Project integration management (project plan, execution and change control) </li></ul></ul></ul><ul><ul><ul><li>Project scope management (Planning, Definition, Approval, and Change Control) </li></ul></ul></ul><ul><ul><ul><li>Time, cost and human resource management </li></ul></ul></ul><ul><ul><ul><li>Quality and risk management </li></ul></ul></ul><ul><ul><ul><li>Communications management </li></ul></ul></ul>
  7. 7. Project Management Review <ul><li>Our assessment of current QUT project management framework and areas for improvement: </li></ul><ul><ul><li>Project notification needs to be formalised with a template for ease of use </li></ul></ul><ul><ul><li>Project proposals should clearly state costs and benefits of each stage of the project </li></ul></ul><ul><ul><li>Project strategy plan needs reference to further detailed plans for risk, quality, communications management </li></ul></ul><ul><ul><li>Development of a project plan </li></ul></ul>
  8. 8. Project Management Review <ul><li>Our assessment of current QUT project management framework and areas for improvement (cont’d): </li></ul><ul><ul><li>Monitoring: </li></ul></ul><ul><ul><ul><li>Status Reporting should include: </li></ul></ul></ul><ul><ul><ul><ul><li>Milestones and deliverables with planned and actual completion dates </li></ul></ul></ul></ul><ul><ul><ul><ul><li>reasons for slippage (if any) </li></ul></ul></ul></ul><ul><ul><ul><ul><li>progress of activities on the critical path </li></ul></ul></ul></ul><ul><ul><ul><li>Actual costs need to be recorded so that they can be monitored against budgets </li></ul></ul></ul>
  9. 9. Project Management Review <ul><li>Our assessment of current QUT project management framework and areas for improvement (cont’d): </li></ul><ul><ul><li>Other plans: </li></ul></ul><ul><ul><ul><li>Risk management </li></ul></ul></ul><ul><ul><ul><li>Quality management </li></ul></ul></ul><ul><ul><ul><li>Communications management </li></ul></ul></ul><ul><ul><ul><li>Implementation management (includes training, business continuity issues, business process re-engineering) </li></ul></ul></ul>
  10. 10. Project Management Review <ul><li>Our assessment of current QUT project management methodology and areas for improvement (cont’d): </li></ul><ul><ul><li>Post implementation review </li></ul></ul><ul><ul><li>Project closure </li></ul></ul>
  11. 11. Project Management Review <ul><li>Conclusion </li></ul><ul><ul><li>To improve on our current governance process: </li></ul></ul><ul><ul><ul><li>Improve the transparency of project selection and evaluation process </li></ul></ul></ul><ul><ul><ul><li>Develop and implement a project management framework </li></ul></ul></ul><ul><ul><ul><li>Develop and implement a systems development/ implementation methodology </li></ul></ul></ul>
  12. 12. Project Management Review <ul><li>DISCUSSION </li></ul>
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