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Project Management & Project Audits. The SAMARA tool.
(System for Audit Management And Risk Analysis)
PRINCE 2 : Directing a Project
Directing a Project
DP1 Authorising Initiation
DP2 Authorising a Project
DP3 Authorising a Stage DP4 Giving Ad Hoc Direction
End of a Stage
DP5 Confirming Project Closure
End of the Starting up a project
End of Initiation Stage
End of the Project Premature Close Operationnal and Maintenance acceptance Customer Acceptance End of Project Report Follow on Action recommendations Post Project Review Plan Lesson learned Log Project Closure Notification Follow on Action recommendations Lessons Learned Report Post Project Review Plan
Project Management Team Project Brief Draft Business Case Customer's Quality Expectations Risk log Initiation Stage Plan
Project Initiation Document (PID) Business Case Quality Log, Issue Log Next Stage Plan
End Stage Report Updated Business Case Risk Log Project Plan PID Next Stage Plan
Project Start up Notification Autorisation to Proceed
Approved PID Autorisation to Proceed
Progress Information Autorisation to Proceed Premature Close
Agenda for today :
How do we define an Audit? What we don’t Audit Common Project Failures Tools and Techniques SAMARA Conclusion
How do we define an Audit
A project management Audit is a formal health check and report on the state of an identified project at a particular point in time. It consists of:
WBS verification and integrity Risk identification and mitigation Measurement of Risk impact Compliancy check against accepted norms.
The Audit should also verify the usage of PM tools and techniques. Note that it is the project that is being Audited, not the Company!
How do we define an Audit (2)
We will Audit the project on (1): The project Work Breakdown Structure and it’s relevance Risk identification, costs, levels and severity The mitigation measures and costs The impact of the risk and remanance Progress vs. Objectives (independent appraisal using MS project) We will Audit the project on (2): A 300-point “key Criteria” questionnaire on project compliance Individual questionnaires at detail level Work Package / major Task budgets and Costs Project Governance Management Deliverables.
Not included in the Audit -
Business appraisals Financial Audit Technical appraisals of the work itself People - although could be identified as risks, etc. Vendor control – other than at a project level Activity outside of the project scope.
Common Project Failures
No project governance or systemic management of the project No or inadequate risk assessment or analysis Poor budgeting and contingency planning Resource shortages, or inadequate project resourcing No project stage definitions, with closures and sign off No or inadequate issue identification, tracking, escalation and resolution Quality definitions, IKOs, KPIs, milestones and deliverables not clear Customer expectations not established or managed Actions not managed, logged, tracked, and escalated to resolution No or inadequate financial incentives on the project team Business cases, Project Mandates, management demands badly expressed Return on Investment (ROI) not compared with TCO – Total Cost of Ownership And many more ! Suppliers not subject to adequate vendor control
Reasons to have Audits.
Audits may be one-off events or regular occurrences. They can be called for a variety of reasons, such as; Project already “in the red” Dead-lines missed, budget over-runs, high material losses, staff issues. Independent appraisals of true project status – “benchmarking” Assist the Project Manager or sponsor to get objective clarity Determine contingency requirements Analysis of risk and plan the mitigation of the risk Present the project status to Management in a clear and non-technical manner.
Tools and Techniques of the Audit.
PRINCE II – the chosen methodology MS project – for typical project plans – CPA, achievement v deadlines Interviews with key staff. Issue Log, Risk Log, Action Log – create or verify. Project Walk-throughs. Application of experience Powerpoint Presentation software. SAMARA – System for Audit Management and Risk Assessment
Samara Screen Dumps - Project Information -
Samara Screen Dumps - WBS Levels -
Samara Screen Dumps - WBS Entries -
Samara Screen Dumps - Risks -
Samara Screen Dumps - Mitigations -
Samara Screen Dumps - Stages -