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Project Queue Keep Customers Informed and Supportive

Project Queue Keep Customers Informed and Supportive

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Published by Gautam Koppala
Project Queue Keep Customers Informed and Supportive by gautam koppala
Project Queue Keep Customers Informed and Supportive by gautam koppala

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Published by: Gautam Koppala on May 06, 2010
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05/06/2010

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Project Queue Keep Customers Informed and Supportive There is typically no shortage of project work for the average Projects organization. Other than ongoing systems management, support and administrative operations, much of what goes on in Operations is treated as project work. While duration, complexity and degree of end-user interest may vary, eventually, each projectwill compete for its share of attention.....thus presenting the Project managerwith a scheduling dilemma, and a public relations nightmare.To mitigate this situation, effective and proactive communication is vital, and,the Project Queue can be a useful tool in that communications process.Consider the benefits of a project queue....The project queue establishes a track record for projects planned, completed andunderway.The project queue documents key assumptions and expected DELIVERABLES for allprojects.The project queue demonstrates the extent to which team is involved in key business initiatives.The project queue illustrates its attention to business objectives in planning and choosing projects.But, also weigh the risks......A project queue may raise questions and conflicts about chosen projects, expectations and priorities. However, this is not necessarily as bad as it sounds; ifPROJECT SCOP and objectives have not been properly structured and defined, it is better to find out sooner, rather than later.Consider the contentâ
¦.Whether your queue is on paper, distributed via e-mail or created on the companyintranet, there are a three steps to meaningful content:Be brief and to the pointEmphasize project results and benefitsInclude the basics .....WHO: who is the project for, and who is involved in planning and execution?WHAT: what is the project about, including scope & objective?WHERE: where will the project take place?WHEN: when will the project start and end?WHY: the reasons and benefits to be realized?Suggested Topics and Sections for the Project Queueâ
¦.Project DemographicsList the name of the project & any related subprojects, project location, Project Manager name and contact information (phone number, location, e-mail).Project Sponsor & CustomerList the names and contact information for project sponsors, vendors and customers.Project DescriptionDescribe major project goals, objectives and scope of work - be as concise as possible.Key Assumptions
 
State key assumptions forming the basis for successful project completion.Project Timing & MilestonesIdentify starting and ending dates for major deliverables and milestones.StatusState current project status, and include descriptions of next steps and phases.Also needed to include the technical status in break up wise and also over all status with dependencies with time lag and lead subjections.ReferencesTo keep the queue brief and to the point, include references to documents and files providing more detailed project information. Produce the result.....Since the Project Queue is used to publicize current and future projects, carefully consider the method of production and distribution. Choose the method thatwill both draw the most attention and also increase the likelihood that the queue will actually be read. You will also need to plan distribution frequency andschedule content updates. Depending on the nature of your projects, you may choose to produce monthly or quarterly queue updates, with more frequent updates for critical projects.In addition, be sure to allocate sufficient time and resources for queue preparation, but remember to keep it simple. To that end, establish a standard format, and choose a readily accessible system for production and distribution, one that allows for easy edits and updates. Time devoted to queue preparation should be focused and limited.Once you weigh the value, prepare your content, and determine the method and frequency of distribution......get ready to queue it up!SubjectCustomer AcceptancePurposeTo obtain final customer acceptance of the completed worksScopeIf the customer has been involved in the test & commissioning activities, this process should be a simple formality, if not then the customer will need to be offered the completed system, or parts thereof, for inspection, test and/or trial.Any matters arising that either prevent acceptance, or cause acceptance to be issued on a conditional basis, must be captured as part of the Defect and/or Change Control Registers.INPUT-
 
Site Verification Plan, Commissioning Records, Defects Register template, DesignChange Register1Project Manager / Project EngineerRelease System for Customer TrailsWhen the system, or parts thereof, are considered practically complete and ableto be used for the intended purpose, the customer should be notified in writing,with an offer to witness / accept the system, or part thereof.If there are known defects or outstanding works at this time that are likely toinfluence the customer's acceptance or rejection of the offer to witness & accept the system, these should be identified (refer to Defect & Outstanding Works Register)2Project Manager / Project EngineerAgree Operational Trials / Acceptance Test Requirements & CriteriaWhere practicable, try to gain customer approval based upon attendance at or supply of prior test & commissioning results / records.In the case of large or complex system/s, detailed acceptance test requirementsand criteria should have been documented and agreed in advance in the Site Verification Plan. If not, then this will need to be completed. A schedule may be required to co-ordinate activities if many parties are involved over an extendedperiod of time.3Project EngineerPrepare for Operational Trials / Acceptance TestsEnsure roles & responsibilities are communicated clearlyAuthorised operators & verifiers have adequate system access - particularly if operational trials are to be conducted by persons other than CompanyDocumentation is prepared ready to record test outcomes4Project Engineer / CustomerConduct Operational Trials & Acceptance TestsEnsure results & outcomes are captured adequately; to enable validation againstthe appropriate acceptance criteriaWhere necessary, mark up as-built records to capture any adjustments or fine tuning made during the trials / tests. This may include changes to:Functional SpecificationSoftware Configuration ManualDetailed design schedulesDetailed design drawings5Project Engineer / Technician

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