HARMONISED WAY TO PROJECT MANAGEMENT

HARMONISED WAY TO PROJECT MANAGEMENTObjective:

1. Have a unified filing structure for all projects.

2. Have unified package for various levels needed during the project operation.

3. To minute all meetings held in a given format.

1. FILING STRUCTURE

1.1 Project Scoping

1.1.1 Scope Definition

1.1.1.1 A project charter highlighting the specific targets/goals required shall be given to the PM in a MS Word document.1.1.2 Initiation

1.1.2.1 The management will have a meeting to choose the PM. The PM will then present a project initiation in a PowerPoint format to the staff.

1.1.3 Project Closure

1.1.3.1 At the end of the project there will a project closure meeting with minutes circulated. An analysis of the targets/goals set will be analysed.

1.2 Project Scheduling

1.2.1 Activity Definition, Sequencing and duration shall be made in MS Project. The schedule assumptions must be highlighted during the initiation meeting.1.2.2 A baseline to show actual vs planned durations shall be updated in the MS Project.

1.2.3 Project Schedule analysis To be done in MS Project and presented during Project Progress Review Meetings.

1.2.4 Resource planning (Teams or Individuals or Vehicles) to be included.

1.2.5 Project Network Diagram to be availed to the management.

1.3 Project Costing

1.3.1 Project Budget in MS Excel highlighting the planned, (Quote/Contract Price) and the actual costs be made and reviewed in Project progress Meeting.1.3.2 Cost Forecasting in a Project Implementation Database in MS Access.1.3.3 All Projects tasks must be linked to a PO number and an Invoicing number. 1.4 Quality Control

1.4.1 A Quality Plan, Assurance Plan to be developed in a MS Word document and agreed by the chosen Quality Controller.

1.4.2 Checklists be developed for all stages of works and signed by Team Leaders and be kept by the PM after work completion.

1.4.3 Non conformance to quality e.g. punch-list, NCR be captured in the Implementation Database in 1.3.2 above and/or be stored in the customer format given.

1.5 Project Communication

1.5.1 Minutes

1.5.1.1 All project meetings will be minuted by the PM in MS Word format.

1.5.2 Correspondences

1.5.2.1 All project correspondences in email or faxes will be saved in MS Word document for reference.

1.5.2.2 All hard copy correspondences will be kept by the PM in a project file specific for that project.

1.6 Progress Review/KPI

1.6.1 At agreed intervals, the scope vs. targets will be reviewed and results (in MS Excel) /minutes (in MS Word) kept in the network.

1.6.2 KPIs (generated from the Implementation Database) will be discussed and documented.

1.7 Risk Management

1.7.1 A meeting chaired by the PM will be convened to address:

Risk identification Qualitative, quantitative, safety, environmental

Risk Response planning

Risk Management Monitoring and Control.1.8 Stores Control and Procument

1.8.1 Inventory of all items be done as part of Implementation Database. Current location of field or stores to be highlighted.1.8.1 Delivery documents be in the Word document for delivery notes.