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Project Status Checklist


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Project Status Checklist By reading this Project Status Checklist you will find out what aspects are to be reviewed during the monitoring & control phase of your project. The checklist will be helpful for project managers and planners. It is designed in the form of a to-do list.

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 1. Planning.

  • A formal management plan for your project has been designed and approved and now it is used to implement project activities.
  • The plan addresses the following parameters of the project:
    • Definition and scope
    • Objectives and requirements
    • Costs and benefits
    • Staffing
    • Timing
    • Risks
    • Communication
    • Procurement
    • Critical success factors
    • Contingency planning
    • An appropriate governance model is designed and approved for the project.
    • Stakeholders are identified and their expectations are counted in the PM plan.
    • Accountabilities and responsibilities per stakeholder are clearly defined.
    • Every stakeholder commits appropriate resources to the project.
    • Steering Committee is in place and functions appropriately.
    • Team members are involved in doing project tasks.
    • Estimates of funding and staffing resources are sufficiently detailed and documented for use in the planning process.
    • Adequate resources are provided to the project to ensure success.
    • An approach to managing the project has been defined, documented and accepted by the project manager and key stakeholders.
    • PM standards and procedures are established and documented in the project policy.

2. Scheduling.

  • A detailed project schedule is designed so every task is scheduled and placed on calendar.
  • Individual and interdependent tasks have reasonable durations.
  • Every team member has an individual schedule for the next 2-3 weeks.
  • Target dates and due dates are established for every task.
  • A list of deliverable milestones is designed.
  • All project delays are adequately accounted for, communicated to all stakeholders and adjusted to the overall project schedule.

 3. Control.

  • A structured approach to project control is approved and now used to break the work effort of your project into manageable and auditable pieces.
  • Milestones of deliverables are effectively tracked and compared to the PM plan.
  • Deviations (if any) between current scope of your project and original scope expectations defined in the PM plan are identified and measured.
  • Corrective actions are taken in case actual results are substantially different from expectations defined in PM plan.
  • Feedback mechanisms and communication channels are used to track and control the work effort.
  • Critical Path and PERT Analysis (equivalent methodology) are used to keep track of the project.
  • Aggregated project tracking data is used as a basis for calculating the overall % complete of the project.

 4. Estimating.

  • Multiple estimation methods are employed and used during the course of the project.
  • Project success metrics are formally captured, analyzed and used as a basis for other project estimates.
  • Current estimates of project time and resources are based on the current project phase.
  • "Actuals" are compared against estimates to analyze variances and correct the project.
  • An aggregated project estimate is designed and includes the following features:
    • Ranged estimates of cost and time
    • Sensitivity analysis
    • Risk rating
    • Quality assurance overheads
    • Contingency
    • Team members are involved in detailed estimating.

 5. Reporting.

  • Adequate procedures for project coordination and status reporting across project boundaries are in place.
  • Senior management reviews status of the project at appropriate intervals.
  • A project status report is designed and submitted to senior management for reviewing. It includes the following information:
    • Overall progress of the project
    • Performance (achievements & milestones)
    • Open issues
    • Unresolved risks and unexploited opportunities
    • Cost and time performance against the plan
    • Corrective actions taken
    • Quality metrics
    • Stakeholder involvement level
    • Meetings are held at reasonable intervals ...

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