Bsbpmg532 Topic 3 v1.0

BSBPMG532
Manage project quality
Topic 03
www.parkerbrent.com.au
Review Processes and Implement Agreed Changes
Continually Throughout the Project Life Cycle
 To review the processes affected and agreed changes, you may consult the following:
 Process Improvement Plan
 Process Improvement Plan– is a component of the Project Management Plan. Its definition is
straightforward, it is the plan to improve your projects processes. It involves identifying your
project processes that can be improved based on quality control results and analysing how
improvement can be applied and implemented. Your process improvement plan needs to be
aligned with your organisational policies and procedures and your stakeholder expectations. Your
quality assurance process needs to be supportive of the process improvement plan, which
details the steps for analysing product development processes and project management to
improve and enhance. Here are areas to consider:
o Process boundaries – This is the purpose and scope of your project processes.
o Process configuration – This is used to generate a graphic depiction of your

processes so you can analyse and identify areas of improvement.
o Process metrics – This is used to evaluate process efficiency and set a standard for
measurement.
o Targets for improved performance – These are the areas you have identified in your
process improvement plan that need remedial or corrective actions for
improvement.
 Quality Management Plan
 Quality Management Plan– any agreed changes to project processes would be reflected and updated
in your QMP. Your QMP may also include the implementation plan for agreed changes.
 To implement agreed changes continually throughout the project life cycle you may employ a Plan-
Do-Check-Act or PDCA cycle approach. This is a process improvement model and includes the
following steps:
o Plan- Identify project areas that need corrective measures and must be updated or changed.
o Do- Practice implementation on sample size or small scale.
o Check- Analyse results and determine difference or improvement.
o Act- Determine if the change or update was successful if so, implement on a larger scale.
 The quality management plan is implemented at each stage of the project lifecycle as follows:
Planning
Scoping Implementing
Costing Initiating
o Scoping: Quality is when it is a core part of the project objective (i.e. community or government
permits are required).
o Planning: Quality requirements of the project are determined at this stage. The project quality
plan is written.
o Implementing: The project deliverables are produced to the quality standards.
o Initiating: Testing of the end products and project processes through quality checks, project
audits, etc. are conducted. Status reports are written and provided to relevant stakeholders. If
changes are required as identified by project audits and quality checks, change requests are done
and signed off by the project sponsor.
o Costing: Final project report needs to be written. All project closure activities must be complete
with project records archived.
 Below are the methods used in managing continuous improvement and how these are used:
Methods used in managing continuous improvement How each is used in managing continuous
improvement
Process standardisation Process standardisation involves establishing rules on
how processes, procedures or tasks are to be
completed. This is used as part of continuous
improvement to optimise workflow and improve
quality.
Performance monitoring Monitoring performance of personnel, processes,
outputs and deliverables ensures that problems, both
current and potential, are identified and resolved. It
also ensures that improvements are continuously
implemented throughout a project or a process, rather
than only at the end.
 You may also consider integrating a Total Quality Management (TQM) approach and Six Sigma to
your quality management system for continual implementation of agreed changes.
 TQM is a management approach focused on long-term success by having all members of an
organisation participate in improving processes, products, services, and the work culture. Here
are the eight primary elements of TQM:
o Customer-focused
o Total employee involvement
o Process-centred
o Integrated system
o Strategic and systematic approach
o Continual improvement
o Fact-based decision making
o Communications
 Six Sigma is a management methodology that is focused on reducing process variation
and enhancing process control.
Review Project Outcomes Against
Performance Requirements
 Project outcomes will reflect compliance with quality requirements and tell you if key
stakeholders are:
o On target
o In front of target
o Behind target
Review Project Outcomes Against Performance
Requirements
 A way to review project outcomes is through post-implementation reviews. Here is
how you can conduct your post-implementation review:
o Be honest and open with your assessment
o Be objective
o Review project documents
o Focus on moving forward and look at the past with hindsight
o Weigh both the negatives and the positives
o Conduct a gap analysis to determine how close the objectives were to the results
Requirements
o Determine stakeholder satisfaction

o Determine cost and benefit
o Report findings and recommendations
 Another way to review your project outcome is through your stakeholder satisfaction.
Requirements
 Perform a stakeholder satisfaction analysis

 You can collect your stakeholder satisfaction information either proactively or
reactively through:
o Formal feedback through surveys or questionnaires
o Customer complaints
o Information communications
Identify and Document Lessons Learned
and Recommended Improvements
 Identify and Document Lessons Learned

 The lessons learned throughout the lifecycle of a project should be documented to
register both successes and solutions to issues. Adopting a 'Lessons Learned' approach
creates a record of insights acquired of both successes and areas for improvement
over the duration of the project. Individuals from within the project team and the
team as a whole can make recommendations and suggestions that in conjunction with
you become a valuable database of knowledge.
Identify and Document Lessons Learned and
Recommended Improvements
 Below are the steps in creating a lesson learned register.
Identify
Document
Analyse
Store
Retrieve
o Identify comments, suggestions, and recommendations that may be used for future
projects or processes.
o Document all essential findings.
o Analyse how you can apply findings and lessons learned to existing or future
projects.
o Store your documentation in a repository.
o Retrieve existing or new findings to current projects.
 The lessons learned register may include:

o The date recorded
o The project and process it relates to
o A brief description of the situation in context
o The solution, including detailed steps (or where to find them) for others to follow
o Recommendations for future projects based on the lessons learned from the
situation
 Here are the three key questions that

your lessons learned document should
answer:
o What went right?
o What went wrong?
o What needs to be improved?
 Here is a sample Lessons Learned template that you can use:
Project Name:
Prepared by:
Date:
Lesson Learned Number:
Lesson Learned Proposed Name:
Project Team Role:
Process Group:
Initiating Planning Executing Controlling Closing
Specific Project Management Process Being Used:
Specific Practice, Tool or Technique Being Used:
What was the action undertaken?

What was the result?
What might have been a more preferred result?
What might have created the more preferred result?
What is the specific Lesson Learned?
How could one identify a similar situation in the future?
What behaviour is recommended for the future?
Where and how can this knowledge be used later in this current project?
Where and how can this knowledge be used in a future project?
Who should be informed about this Lesson Learned? (check one)

Project Manager(s) Project Team(s)
How should this Lesson Learned be disseminated? (check all that apply)
Intranet/Web site Intranet/Web site
Other:
Have you attached reference(s), example(s) and/or additional material(s)? YES NO
Name(s) of attachment(s):
1.
2.
Identify and Document Recommended
Improvements
 There are various ways for you to identify quality management issues and
recommended improvements; they may be formal or informal sources.:
 Formal sources include:
o recommendations raised in process audits
o issues raised in contractor reports
o Issues raised at a team meeting and recorded in the minutes
o Issues logged in an issue register
Identify and Document Recommended Improvements
 Informal sources include:

o issues identified by project team members
o casual correspondence with stakeholders
 You may also be proactive in seeking feedback from relevant stakeholders.
 Here are ways you can gain feedback to identify recommended improvements:
o Survey questions – by email or post.
o One-on-one conversations – face-to-face or via phone/online chat.
o Stakeholder meetings – facilitated and structured to gain specific types of feedback.
o Online surveys – can be simple or complex, tracked or anonymous.
 Once you have received your feedback, respond to it accordingly. Consult your
stakeholders on how you can apply any changes that they may suggest and assess how
your project can benefit from these. Collaborate with them on ways to reflect your
acknowledgement of their feedback. When asking for recommendations for
improvements, you may use these best practices:
o Ask questions that focused on how you can meet your goals.
o Use open-ended questions.
o Develop a standard measurement for feedback for easier interpretation.
LEARNING ACTIVITY 3

Bsbpmg532 Topic 3 v1.0

Uploaded by

Copyright:

Available Formats

You might also like

Bsbpmg532 Topic 3 v1.0

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Bsbpmg532 Topic 3 v1.0

Uploaded by

Copyright:

Available Formats

BSBPMG532

Manage project quality

o Process configuration – This is used to generate a graphic depiction of your

o Determine stakeholder satisfaction

 Perform a stakeholder satisfaction analysis

 Identify and Document Lessons Learned

 The lessons learned register may include:

 Here are the three key questions that

Specific Practice, Tool or Technique Being Used:

What was the action undertaken?

Who should be informed about this Lesson Learned? (check one)

 Informal sources include:

You might also like