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Project Follow-up Checklist


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Project Follow-up Checklist Once your project is approved, funded and planned, your team needs to start following up this project through implementing planned tasks and activities. The time between the project’s start and finish is called "follow-up". In this Project Follow-up Checklist you can learn how to perform and implement your project during the "follow-up period".

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  1. Managing Variances (Changes)
    • Organize status meetings to identify and discuss changes happening across all project processes and activities
    • Apply variance control procedures that are defined in your project plan
    • Receive and complete change requests
    • Analyze any changes made to the schedule, budget, resources and quality of your project
    • Request senior stakeholders for approval if there are any changes that have an impact to project objectives
    • Measure project performance to check if ongoing variances require a corrective action
    • Make necessary adjustments to the project plan as required
    • Review cost estimates to define if there is a need to make changes to the cost baseline and budget
    • Sequence and analyze risk responses in order to determine effectiveness of your response strategy
    • Manage changing stakeholder needs
    • Document lessons learned from variance management (causes of variances, reasons behind corrective actions, etc.)
  2. Controlling Scope
    • Be sure your management team adequately responds to change requests
    • Check if variance control procedures are effective
    • Assess impact of change
    • Carry out additional planning if required
    • Review approved change requests
    • Implement approved variation to scope
    • Alter cost, time, quality and other baseline criteria to ensure smooth development and follow-up of your project
    • Update project papers and records as variation to scope is applied
    • Notify stakeholders if necessary
    • Take corrective actions to prevent scope creep
    • Document lessons learned from scope control
  3. Managing Cost
    • Establish, document and communicate cost management procedures
    • Monitor and measure cost performance to detect cost variances from the baseline
    • Ensure that all changes made the cost baseline are recorded accurately
    • Prevent incorrect or unauthorized changes from being included in the baseline
    • Discuss and agree critical changes to the baseline
    • Revise cost estimates and update the project budget as the baseline is changed
    • Take corrective actions if human resources are swapped
    • Document lessons learned from cost management
  4. Responding to Risks
    • Repeat the basic cycle of risk management (Identify, Quantify and Respond) to identify and respond to new risks
    • Manage negative risks to prevent project failure
    • Identify and exploit positive risks (opportunities)
    • Use your contingency plan to make your project safe
    • Review and approve changes to risk management procedures, if required
    • Update the risk management plan as new changes are approved
    • Document lessons learned from risk management
  5. Managing Quality
    • Establish quality management procedures to prevent errors and duplication from occurring in project activities and processes
    • Be sure there are no critical errors that impact on project customer
    • Measure, analyze and test interim deliverables to determine whether they conform to customer requirements
    • Identify and fix any problems that cause the greatest number of defects/errors
    • Sample/pilot project processes and products
    • Forecast future trends to ensure acceptable project quality
    • Rework defective items, where required and appropriate
  6. Controlling Schedule
    • Identify and analyze any deviations from the schedule and their causes
    • Update the schedule as deviations are identified and analyzed
    • Notify stakeholders of schedule updates
    • Balance resources to ensure they are allocated smoothly among all project activities and processes
    • Apply scope change procedures if activity start or finish dates are changes
    • Deploy and allocate more resources if schedule changes cause deadline extension
    • Discuss with stakeholders about increasing the budget...

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