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Project Update Checklist


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Project Update Checklist Requested updates or changes to processes and activities of projects are usually made under control and approval of senior management teams. In this Project Update Checklist you can read about key steps the senior management team of your project needs to take to register and manage project updates.

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  1. Planning.
    • Be sure that baselines of your project are developed and approved.
    • Develop a change management strategy (a strategic plan that determines how updates and changes to your project are best handled).
    • Have an update assessment toolkit that includes tools and approaches for processing updates and evaluating the project’s readiness for change.
    • Establish and compose a team that will receive, review and control change/updates.
    • Document guidelines, templates and checklists that explain the team how they should act when dealing with project updates.
    • Develop a sponsorship model that explains how approved updates will be estimated and funded.
  2. Requesting.
    • Get and review the issue log of your project.
    • Identify those issues that have a significant impact to project activities.
    • Analyze the issues deeply to define what baseline parameters they influence.
    • Examine current project state against the baseline parameters to determine any gaps or deviations.
    • Find out whether the identified issues are associated with the gaps or deviations.
    • Group all the issues by their impact (e.g. Time Issues Group, Cost Issues Group, HR Issues Group, etc.)
    • Make an update/change request for each group.
    • Submit all update requests to the senior team for review and approval.
  3. Reviewing.
    • Engage the change management team in receiving and reviewing update requests.
    • Use your assessment toolkit to process updates and be sure that the project is ready for updating.
    • Evaluate an amount of resources required for implementing every requested and approved update to the project.
    • Make the total cost estimate that explains how much funding is required to process updates/changes.
    • Create a funds request form to request the sponsor for the necessary funds.
  4. Approving.
    • Be sure the sponsor has received the funds request form.
    • Communicate with the stakeholder to identify what decision is made (the request is either approved or rejected).
    • Return the request to the team if the sponsor rejects it.
    • Start negotiating various requirements (process, regulatory, monetary, technical etc.) for update implementation with the sponsor.
    • Make and approve a plan that is aligned with the change management strategy and explains how to proceed further with update control.
    • Send the plan to the team for implementation.
  5. Controlling.
    • Request the team for regular reports on update implementation status.
    • Review those reports to be sure the project is changed and updated as required.
    • Review change logs to get the latest status on updates.
    • Keep the sponsor aware of the update status as well.
    • Request the team for the final report when all updates are processed and made to the project.
    • Use the report to make sure the entire project is updated in alignment with the change management strategy.
    • Share the report with the sponsor and other...

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