Quality Assurance PlanTypical Risk Controls Risks associated with projects can be eased or allayed by the existence of controls. Controls can have an effect on risks ranging from little or no effect to one of significant reliability. Controls may prevent risks from developing within a project; they may detect the existence of risks; they may correct or alleviate risks. For every project risk that is identified during a quality assurance/risk assessment review, at least one control should exist that will reliably and effectively mitigate the risk. More than one control may exist for a risk. The degree of resolution and control for each risk is a matter of analysis and judgment. Risks with a significant impact and a high probability of occurring should have more controls related to them than risks of lesser significance and/or low probability. Administrative Commitment: A high level of administrative commitment toward a project will help to assure project success. Commitment includes ongoing interest, active oversight, participative management, investment of resources, and assignment of staff. Administrative commitment establishes the importance of the project and conveys this importance to the entire project team. Commitment helps to resolve uncertainties and ambiguities. It enhances prioritization and general morale. Budgets: Budgeting is an essential tool used for planning and managing projects. Budgeting can include financial elements as well as labor, resource, and overhead elements associated with project efforts. Budgeting establishes a basis for estimating and planning project phases. Comparisons of actual outlays to those budgeted can be used to improve project performance. Change Management: A good change management methodology provides a structure for assessing projects and incorporating changes to the project and its goals as necessary. Change management should include assessments of the impact changes have with respect to project deliverables and timelines. Structured change management will include authorizations and approvals of administration in order to assure changes are in keeping with organizational as well as project goals. Contingency Plans: Contingency plans should be developed for those aspects of the project that are critical to success. For example, if in-house staffing is adversely impacted due to sudden turnover, a plan identifying contract personnel with preliminary agreements made with supplying agencies may be implemented to minimize project delay. Documentation: Documentation is essential to the good management of every project. Documentation should be developed in accordance with specified standards and guidelines. Documentation establishes a history of the project and it communicates valuable information. Documentation should be structured. It may include project requirements, prerequisites, design methodology, development and test plans, budgets, justifications, and many more relevant items. Documentation can provide a management trail detailing project activities and decisions. It facilitates project assessments and modifications as appropriate. Insurance: Insurance policies can cover a broad spectrum of risks associated with projects. Insurance policies may be required of contractors and vendors in order to assure their business continuity. Each project must be evaluated to determine whether insurance is an appropriate control for identified risks. Management Reporting: Management reporting encompasses various methods including status reports, projection for deadlines, resource utilization estimates, adherence to desired timelines and more. Good management reporting enhances the overview of a project and facilitates accomplishment of goals and objectives. Management reporting provides feedback of information as necessary and it enables decision-makers to alter priorities and resource allocations to accommodate changing requirements. Management Review: Management review of project activities provides opportunities to actively engage management in the project. Project status can be assessed; project changes can be evaluated; progress can be judged; resources can be reallocated as necessary. Active management participation should assure the project remains on course toward accomplishment of defined objectives. Performance Bonding: Bonding for specific performance is utilized to ensure that contractors or vendors perform specifically according to contract requirements. Failure to perform can result in penalties accruing to the contractor and/or awards made to the party depending on the performance. Each project must be evaluated to determine if bonding is an appropriate incentive to be used to control contractor performance. Policies & Standards: Formal policies and standards addressing the initiation and conduct of a project provide a solid structure that governs all aspects of a project. Policies and standards articulate staff conduct and methods for reporting and communication. Policies and standards contribute to uniform and consistent performance of project task assignments. Problem Management: A problem management methodology can facilitate identification and resolution of project difficulties in an effective and efficient manner. Sound management techniques will assure that problems are addressed in a satisfactory manner. Quality Assurance: A quality assurance program provides opportunities to evaluate the progress of a project and assess deliverables at relevant milestones. Errors or non-compliance with requirements and standards can be identified prior to implementation in a production status. Post-implementation reviews will confirm project success and the quality of project deliverables. Scheduling: A project scheduling methodology will assist in properly defining timelines, staff and resource requirements, and it will facilitate practical assessments of project status. A good methodology will help establish reasonable schedules and it will assist in defining the projects primary elements. Various project scheduling tools exist that can facilitate the project scheduling process, e.g. Microsoft Project software, spreadsheets, shared calendars, etc. Tools appropriate to the project should be utilized whenever possible. Staffing Controls:
Steering Committee: A project steering committee can be useful in providing a high level overview of the project. It can give general guidance with respect project progress. A steering committee can be expected to assist with the resolution of broad problems or conflicts with general business policies and philosophies as they might develop. Supervision: Good project supervision can help facilitate communication between project management and project staff. Effective supervision assures that staff are working on the correct assignments at the proper times resulting in desired outcomes. Supervision can impart a greater feeling of project ownership and participation to staff. Testing: Formal test plans and procedures will facilitate identification of problem areas associated with a project. Problems can develop within technological elements or procedural elements of a project. Testing will provide a means for the problems to be identified and resolved. A sound testing methodology is essential to the implementation of a project in a production environment. Training: Training improves skills levels and professional competency of staff assigned to projects. Courses specifically tailored to project methods and objectives can provide a basis of common understanding and operation for staff. Relevant training can facilitate communication and improve proficiency. | |||