Project Monitoring and Effective Project Review
Use Project Management Review to Identify Project Execution Problems
Jan 22, 2009
There are a number of effective uses for a project review and they should be planned into the project plan. Project reviews can be viewed as a distraction from getting the job done but this is a short-sighted view as it is very easy for a project team to lose sight of original objectives when working hard on a project.
When to Do a Project Review
A project review should be part of project monitoring. It can be carried out by the project manager with the team or a selected part of the team or by someone independent of the project. The second option tends to create a more objective picture and is more likely to identify risks, issues or problems. The project review can be done during execution at selected points or post implementation as a project summary report. Post implementation project reviews are typically post-mortem in style and often focused on appraisal of the project and lessons learnt.
Project Execution and a General Project Management Review
Project reviews carried out at any time during project execution are focused on performing either a general project management review or a specific project review. The purpose of a general project management review is to ensure that the:
- Parameters of a successful project are in place such as strong sponsorship, adequate and experienced project resources, good project plan with effective project controls, regular risk management and so on
- Project objectives, scope and plan are being executed and changes are being controlled properly
- Implementation deliverables are on track and those deliverables are of an appropriate quality
- Project status is on track and risks and issues are being managed
- Project reporting is accurate, clear, concise and complete
Specific Project Review
Specific project reviews are used at selected project points to confirm that deliverables are fit for purpose. This may be done internally by an independent member of the project team or by an external person. Reviews might include:
- Design review to ensure that the design meets the requirements
- Quality review to ensure that procedures and documentation are complete and of the required standard
- Compliance review to ensure that the project complies with applicable regulation, legislation or internally mandated policies
- Service readiness review to ensure that technology, processes and procedures are ready for use
Impact of Project Review
Often a project review will identify corrective actions or suggest a number of recommendations and this then requires the project team to do more work. Consequently, project managers may see project reviews as a distraction and the project team may see them as more work. However, a more realistic and pragmatic assessment is that a project review identifies risks, issues and problems early, before the project is finished. It also keeps the project team focused on producing deliverables fit for purpose -- if they know the deliverables will be reviewed and may need to be corrected. Therefore, project reviews serve a valuable purpose and the project manager should plan them into the project plan.
Project Monitoring and an Effective Project Review
Project reviews should be planned in as needed by the project manager whether or not they are requested by management or an interested group such as quality or compliance. They are a useful part of project monitoring and using effective project reviews will ensure that deliverables are fit for purpose, and because they have been planned it will not adversely impact the project schedule.
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