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.Net Project for a Danish Company

Option Matrix has been working over last 2 years for an IT solutions firm in Denmark that provides portal solutions to sports clubs

Project Management

Project Management process areas cover the project management activities related to planning, monitoring, and controlling the project.

Overview

Project Management process areas cover the project management activities related to planning, monitoring, and controlling the project. There are 5 key process areas and the details are provided below.

Risk Management

This process area is about the step by step tasks required to establish guidelines for decision analysis for significant issues. The purpose of Decision Analysis and Resolution (DAR) is to analyze possible decisions using a formal evaluation process that evaluates identified alternatives against established criteria. The Decision Analysis and Resolution process area involves establishing guidelines to determine which issues should be subjected to a formal evaluation process and then applying formal evaluation processes to these issues.

Quantitative Project Management

Causal Analysis & Resolution – This process area is about the step by step tasks required to perform root cause analysis for identified significant defects and to arrive at and implement action proposals to address the causes of those defects. The purpose of Causal Analysis and Resolution (CAR) is to identify causes of defects and other problems and take action to prevent them from occurring in the future.

In this section, we have provided details of the control processes carried out by the company to ensure that the specified process steps are diligently followed across the company during the execution of projects. There is a further objective to hold discussions for ensuring that the company is organized for success and is constantly identifying / implementing opportunities related to continuous incremental / step improvements related to quality, client satisfaction and repeat business. The summary emails in these processes must be copied to Business Leader as well as HR & Accounting Manager. There are the 3 control processes related to project management and the description is provided below:

Weekly Project Review

We have provided an excerpt from our System manual for this process step:

Purpose

Project Manager reviews every project weekly to identify and implement improvement opportunities

Entry Criteria & Inputs

  • Email from Client stating that project is awarded
  • Email from Quality Analyst describing the discussion in last week review meeting
  • Proof that the project is awarded (Email copy is acceptable)
  • Proposal in prescribed format from Sales Group (Template 1)
  • Electronic copy of all deliverables for completed steps
  • Project Status Sheet (Template 19)
  • Project Metrics Sheet (Template 15)
  • Project Issue Log (Template 20)
  • Project Non-Compliance Log (Template 21)
  • Weekly Client Review Log (Template 22)
  • Project Suggestion Log (Template 44)

List of Activities

  • BA maintains Project Folder in prescribed format (PROC 6)
  • BA maintains Project Status Sheet in prescribed format
  • Quality Analyst maintains Project Metrics Sheet in prescribed format
  • Quality Analyst maintains Project Issue Log in prescribed format
  • Quality Analyst maintains Project Non-Compliance Log in prescribed format
  • Business Analyst maintains Weekly Client Review Log in prescribed format
  • Business Analyst maintains Project Suggestion Log in prescribed format
  • Project Manager convenes the meeting on any work day
  • Meeting is held once a week and should last less than 30 min
  • Review Project Status Sheet (Verification)
  • Review Completed Deliverables (Verification)
  • Review Project Metrics (Verification)
  • Review Issue Log and Decide / Track Corrective Action (Verification)
  • Review Non-Compliance Log and Decide / Track Corrective Action (Verification)
  • It is critical and is the responsibility of Project Manager that at least one improvement action is decided during this review meeting
  • Quality Analyst circulates the summary of discussion by email (Exit Criterion)

Outputs

  • Line Items may be added or status updated in Project Issue Log
  • Date Commitments are provided for deliverables or issues
  • Participants are answerable for their project commitments
  • Backup of Project Folder till completion of latest step or bundle
  • Corrective actions that are either decided or fulfilled are documented

Configuration Management

This process area is about the step by step tasks required to create a project plan and make changes to the project plan if required while ensuring consistent communication with all team members. The purpose of Project Planning (PP) is to establish and maintain plans that define project activities.

Project Monitoring & Control

This process area is about the step by step tasks required to monitor the project and take corrective action to resolve any issues. The purpose of Project Monitoring and Control (PMC) is to provide an understanding of the project’s progress so that appropriate corrective actions can be taken when the project’s performance deviates significantly from the plan.

Integrated Project Management

This process area is about the step by step tasks required to establish measurement objectives, procedures and to provide measurement results. The purpose of Measurement and Analysis (MA) is to develop and sustain a measurement capability that is used to support management information needs.

Daily Project Status Report

We have provided an excerpt from our System manual for this process step:

Purpose

BA sends a daily email to key project stakeholders to update progress and highlight issues

Entry Criteria & Inputs

  • Email from Client stating that project is awarded
  • Work done by team in the day for which the report is sent

List of Activities

  • Email from Client stating that project is awarded
  • Work done by team in the day for which the report is sent

Daily Project Team Review

We have provided an excerpt from our System manual for this process step: Purpose Project Manager meets the Business Analysts every day and sends a daily email to Business Leader and all key internal stakeholders to update the overall status and progress of the active projects

Testing and Go Live
System Testing

Once all modules are done, the QA Analyst does a comprehensive testing and submits his report. Once the QA Analyst is satisfied, the Business Analyst makes a comprehensive demonstration of all project features to the Project Manager. Once the Project manager is satisfied, he writes a formal mail to client that the project is ready for final demonstration. Business Analyst makes a demonstration to client and gets approval with any changes within scope and design boundaries. Client sends an approval mail asking the company to transfer project to their live server.

Beta Testing

Project source code is transferred to live server of client and there is a beta testing phase of 2 months, where the client is advised to ask mock clients to use the application and report bugs. Bugs within project scope are corrected free of cost. At this point, definition of bug is anything that does not work as per design sign-off. The purpose of beta testing is to make the application fully error free and robust to the extent feasible. End of beta testing marks the end of project and any further work is paid work that must be scoped separately.

Entry Criteria & Inputs

  • This activity is mandatory and will be done by Project Manager or Quality Manager every day
  • Work done by team in the day for which the report is sent
  • There is at least one live project on the specific day

List of Activities

Project Manager decides the agenda for the daily meeting and all Business Analysts provide an update on their respective projects Report is sent daily over email by Project Manager to Business Leader with copy to Quality Manager Quality Manager sends the report in absence of Project Manager
The report is made in spreadsheet or document format and sent as attachment to the email (Template 24) There are 4-5 bullet points about every project. The following areas must be highlighted:

  • Number of client reviews done during the week for each project
  • Emerging problems or constraints in any project
  • Expect delay in achievement of any committed milestones
  • Repeat business opportunities from any client