Implementation Phase of a Project
How to Roll out Projects Systematically and Successfully
Aug 3, 2009
Some project managers are very good at planning a project but fall short when it comes to the implementation of the project. Controls, checks and balances keep the project on track. Since the follow-through from the scope and design phase is so important for the success of a project it is vital to consider the second two project management phases in more depth.
Project Management Implementation
Now that the project management implementation phase has been entered into and the groundwork is complete, implement or roll out the project as per project plan. The following will need to be done during this phase:
Project Meetings and Minutes
- Hold regular meetings as required by the project communication protocol guidelines. This would have been defined in the “scope and design” phase.
- These meetings should be properly minuted. Create a “meeting minutes” template which should include apologies, points discussed, what action needs to be taken and attendees.
- Circulate these minutes as soon as possible after the meeting. Implement predefined sanctions, if any, for those who fail to attend.
Communication and Reporting Protocols
Implement other communication and reporting protocols as defined by the project communication protocol guidelines. These could include things like “memo acceptance” forms, read receipts for e-mail, regular reporting to supervisors or managers. This might also include certain types of request requisition forms and the like.
While the Project Manager would not want to micro-manage, a certain amount of documented procedures and bureaucracy is vital for the success of the project.
Product Testing:
Some projects require ongoing testing of a product or products. This is particularly true of software development and roll-out projects. Implement predefined procedures for the testing and remediation of the project.
Document testing:
- Under what conditions
- When
- By whom
- With what objective
- How
- Conclusion report
- Sign off of testing if successful
Remediation if testing failed:
- Send the product back for remediation with all test documentation along with a "test failure" form.
- Communicate with remediation team.
- Estimate delay.
- Adjust project plan
Reporting:
Report on possible delays and the reason for such and how long it will take for the remediation.
Analyze the Project for Scope Creep
Scope creep can adversely affect the outcome of the project if it is not kept in check. Scope creep and how it will affect the project needs to be reported on immediately. Report on how scope creep can be handled in line with any planned for "late start" for the particular task contributing to it.
Contractors and staff who are not meeting deadlines need to be dealt with as set out during the planning phase of the project.
It is advisable to use a good project management software package to manage tasks and resources and how scope creep will affect the overall project. There is a wide range of good quality software tools available.
Important Factors During Implementation Phase:
The following of predefined communication protocol is vital during this phase of the project. If something goes wrong it needs to be addressed as quickly as possible to avoid impacting too severely on the rest of the project. Scope creep should be addressed immediately by using the proper communication protocols.
Testing and remediation protocols should be strictly adhered to.
Communicate continually.
Obtain Approval and Sign Off:
Now that the project has been rolled out successfully, there are just two things left to do before moving into the “commissioning and hand over” phase:
- Obtain approval for the “commissioning and hand over” phase to start.
- Sign off the implementation” phase.
Project Management Commissioning and Hand Over Phase
This stage of the project is basically the “tying up of loose ends” part of the project . The procedure is as follows:
- Review final product by way of presentation with the project sponsor and the client.
- Transfer product responsibility by way of a "sign off" and formally hand over the product.
- Project evaluation and analysis to be completed.
- Document all findings and get the project sponsor and the project committee to sign off report.
- Release and redirect staff with the appropriate documentation.
- Sell, return or redirect tools and equipment along with a report on any damage or problems.
- Complete and file any outstanding documentation.
The hand-over phase will give the project manager the opportunity see what went wrong and what went right during the project; and why.
Source:
Project Management Planning and Control Techniques, Rory Burke, 3d ed.
Articles Related to Project Management Phases:
Project Management Implementation Ground Work
Project Management Methodology
Project Management Feasibility Studies
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