Project Tracking and Monitoring

QMS Training

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Objective

To track and monitor the progress of the project and take appropriate corrective actions to keep the project under control

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ProcessSchedule Project Activities

Allocate Project Work

Execute Project Activities

Track Project Activities

Status Reporting

Customer Calls

Customer Complaints

Project Management Review

Project Introspective Meeting

Issue Resolution

Train the Project Team

Risk Management

Defect Prevention

Metrics Analysis

Software Configuration Management

Re-validate the project plan

Project Coordination Meeting

Project Process Monitoring

BCP Monitoring

Internal Quality Audits

Customer One assessments

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Schedule Project Activities

Project plan forms the basis for detailed schedulingDetailed schedule will consist of:Project tasks Interdependencies between tasksResource allocation for tasksCritical pathMilestones

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Schedule Project Activities

Maximum duration of a task has to be less than five working daysLarger tasks are to be broken down furtherPL considers the time and resource requirements for all project activities that are identified in the project planE.g..: inspections / reviews, training,

SCM activities, review meetings, etc.

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Allocate Project Work

PL allocates work to the team members using Microsoft Project or Work Allocation Forms

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Execute Project Activities

The project team, as allocated by the PL,conducts the project activities and

generates work productsThe activities include the tasks in

project life cycleThese will be detailed in the slides on Life

Cycle Processescollects all the required project data

during these activities

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Execute Project Activities

PL ensures that the project file and volume are maintainedPL maintains the Project WorkbookThe project team will have read access to the Project Workbook

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Execute Project ActivitiesProject Workbook Is an EXCEL Workbook where all ongoing project records

are maintained The Project Workbook contains:

Issue Log Change Request Log Project Deliverables Log Project Training Log Record of Customer Supplied / Includes Software

Products Minutes of Project Management Reviews, Project

Introspective / Retrospective meetings, Customer Calls, Project Kick-off and Coordination meetings

Project Status for Deliverables, Resources, Project Plan, Invoicing, etc

Customer Infrastructure Requirements Customer Involvement Plan Travel Requirements

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Track Project Activities

TMs communicate progress of on-going tasks to the PLPL updates these in the MS Project filePL tracks the project progress against the project estimates in terms of schedules and effort on an ongoing basisIn case of disparities, PL takes the appropriate corrective actions This may involve revision of the project

estimates and the project plan

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Track Project Activities

PL maintains minutes of all formal meetings that track the progress of project activitiesmonitors the access to on-line systems In case of any disparities, coordinates with

respective support unit and resolves refers Mahindra Satyam’s Project Knowledge Base for leveraging the experience of other projects to enhance the process and performance of the project

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Track Project Activities

PL shall contribute to thePKB Using the PKB tool Information contains

Best practices and lessons learnt Risks Sample documents Tools DCF / MAR Estimation Sheet(s)

Re-use Repository

When and where possible to facilitate other similar projects !

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Status Reporting

PL reports the project status to the customerwith a copy to the PM

Periodicity is as documented in the project plan

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Customer Calls

The project team holds periodic conference calls with the customer as defined in the project planPL records and maintains the minutes of these meetings

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Customer Complaints

PM logs and resolves customer complaints, if anyPL maintains the status of the customer complaints in the Project WorkbookPM/PL shares corrective actions resulting from these complaints with QR

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Project Management Review

PM uses the Project Workbook to continuously monitor the health of the projectPM discusses the relevant issues with the PL and where necessary with the customer

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Project Management Review

The PM, PL and the project team meet in the Project Management Review Meetings to review the progress of the projectdecide on corrective actions wherever

necessaryshare information within the project

team on project-based issues

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Project Management Review

The input for these meetings is: Project Workbook Metric analysis report and DP Project Risk Report Internal Quality Audit and PPM Reports

The minimum frequency of this meeting is

Maintenance - Once a month

bug fixing minor enhancements production support project At the end of each phase/ Development module / iteration / project Maintenance - major enhancement At end of a work request

PL maintains minutes in the Project Work Book

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Project Introspective Meeting

PL conducts a project introspective meeting once in six monthsPL generates the Project Introspective Report from PKB toolBefore this meeting, PL shares with all concerned:Project Introspective ReportProject Information in OPTIMAData Collection FormLatest Metrics Analysis Report

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Project Introspective Meeting

PL/PM discuss in the meetingQMS improvement suggestions Inputs to Project Knowledge Base

If found relevant, these will be forwarded to the process management groupPL records the minutes of meeting and maintains in the project workbook

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Issue ResolutionIssues are concerns that require mediation/ support/ escalationIssue may be internal to the project cross-functional issues involving other circles, or customer related issues

PL identifies, tracks and resolves all project related issues PL interacts with the concerned parties to arrive at

action plans for resolving all project issues These action plans will then be tracked to closure All activities related to issue resolution are recorded

in the Project Workbook

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Train the Project Team

The team is trained as per the project planPL maintains the documentation required for facilitating induction of a new team member PL updates the Project Workbook with the information on team members and training(s) conducted

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Risk Management

PL monitors the project every month for the possibility of the occurrence of risks identified risks in risk management toolWhenever, risks occur in the project, the project plan and/or the project schedule will be revised, if necessaryWhen new risks are identified during project execution, the risk management plan in the tool will be revisedProject Risk rating (PRR) is monitored.

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BCP Monitoring

BCP Maintenance

The Business Continuity Plan (BCP) shall be re-visited, and revised if requiredWhenever the project plan is modifiedWhen changes occur to any of the

elements described in it

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BCP Monitoring

BCP Test

PL schedules the BCP Test as part of the project activitiesBCL invokes the BCP Test as scheduledPL conducts the Test PL Logs the results in BCP Test Log BCL analyzes the Test Results

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BCP Monitoring

Invoke BCP

When BCL invokes a project BCP, the PM/PL communicates to the customer updates the customer on the progress of business resumption

activities prepares a Business Continuity Incident Report sends the report to the BCL of the circle

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Defect Prevention

PL coordinates defect prevention activities as mentioned in the defect prevention plan section of the project plan

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Metrics Analysis

PL coordinates metrics analysis activities as mentioned in the metrics plan section of the project planAs per the baselined software project plan, PL/PM manages the project quantitatively by:

Capturing data required for computation of metrics (as per the metrics specified in the metrics plan section) in Data Collection Form. Data sources for these metrics are ONTIME for capturing effort, OPTIMA for capturing schedule, RESOLVE for capturing defects, RISK tool for capturing risks.

Performs metrics analysis at regular intervals in the Metrics analysis report. The purpose of performing metrics analysis is to monitor the health of the project and take corrective actions if a particular metric is not performing as per the set target. Causal analysis will be done to identify the root cause. Appropriate corrective and preventive action is identified and the result of the same is documented in Metrics Analysis Report. Statistical Process Control (SPC) is performed for all the control metrics which are identified in process performance models. As part of metrics analysis, actual data is monitored to check if the predicted targets for the goal metric would be achieved.

If the target values for the metrics are observed to be out of range PL/PM would document the reasons for exception in the MAR and would trigger corrective action as appropriate.

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Software Configuration Management

PL and SCM group coordinate Configuration audits at the defined intervals to ensure compliance to configuration management procedure

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Re-validate the Project PlanPL re-validates the project plan at the following milestones / events: At the end of each phase of a project When an exception condition is observed during tracking

based on metrics analysis When there are some shortcomings in the project’s

performance When there is a significant change in the project

requirements and scope In case the work is received in work packets from the

customer, then at the start of each work packet. If work packets are large, then at the end of each phase within the work packet

In case of prototyping, at the start of each cycle of the development. If cycles are large, then at the end of each phase within the cycle

If the project plan does not reflect the actual state of the project, then it will be revised

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Project Coordination Meeting

The PL communicates the changes in the Project plan to the project team and the support unitsIf there is a significant change in the resources, PL may conduct a Project Co-ordination Meeting to re-negotiate the resourcesThis meeting will be in line with the Project Kick-off meetingPL records and maintains the minutes of these meetings in the Project Workbook

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Customer one assessments

Customer one assessment shall be conducted on a monthly basis for identified project deliverables. (Refer…Customer One Assessment Procedure). The applicability of Customer one assessments shall be as per the Customer One Assessment Procedure

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Project Process Monitoring

QR monitors the Project activities on an ongoing basisfor compliance with Mahindra

Satyam's QMS, andthe project specific process as defined

in the project plan

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Internal Quality Audits

QR co-ordinates and conducts the Internal quality audit of the projectPL tracks the non-conformances in the project found by the auditor, if any, to closureQR ensures that PL implements the identified follow-up action in the project

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Objective met

The progress of the project is tracked and monitored and appropriate corrective actions are taken to keep the project under control

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Delivery and Deployment