PROJECT REVIEW

PRESENTED BY:RAJAN MITTAL PARMEET SINGH MANVEER SINGHSIMRANJEET SINGH ROHIT CHANDRA

LMT School Of Management

CONTENTS WHAT IS A PROJECT REVIEW? WHAT ARE THE GOALS OF A PROJECT

REVIEW? HOW IT BENEFITS IMPORTANCE OF PROJECT REVIEW TYPES OF PROJECT REVIEWS PROJECT REVIEW STAGES TYPES OF PROJECT STATUS MEETING

WHAT IS A PROJECT REVIEW?

Project Reviews are examinations of projects or events for the purposes of:

Reviewing the events that occurred. Evaluating not only what happened, but also why

those events happened. Determining the correct actions to take to improve

the results of the next event or project. Project Reviews can occur at any time during a

project and can be used to evaluate the success of both events and projects.

WHAT ARE THE GOALS OF A PROJECT REVIEW?

Put into place a set of documented, well-understood procedures and guidelines that are available to all participants prior to the event.

Make clear to all participants that the process will be positive and blame-free.

Ensure that lessons learned from Project Reviews are shared widely and have a positive effect on future projects.

Provide an appropriate balance between the cost of Project Reviews and the return on investment to the team and organization

Provide a flexible set of tools and methods that will allow project teams of all sizes

IMPORTANCE OF PROJECT REVIEW

Project manager conducts reviews to find out:Project can accomplish business goals.Roles of organization are understood properly

and implemented. It is worthwhile to take up the project at all

before entering into major contracts.The project is managed effectively and the

team members are sure of completing the projects.

Why do a Project Review?

Project Review benefits the Management

Teams

Project Managers

Individual Contributors

MANGEMENT By gaining insight into the way that the organization is

working. It enhances our ability to distinguish between common causes

and special causes of variation in the project development process.

The organization can work collaboratively towards a common understanding of the system.

It builds common metrics so we can track our efforts across projects.

It provides an opportunity to exercise fact based management. It facilitates the development of a clearer vision of

improvement in the system. It helps in visualizing what change would look like.

TEAMS Teams learn how roles and responsibilities can be

redesigned to enhance product development. It provides an historical link through which we can build or

accumulate theory and knowledge. It provides an opportunity for teams to take effective

action and have control over the future that increases job satisfaction, morale, and our ability to take joy in work.

Teams can build on their understanding of common assumptions.

It provides a structured process for developing shared learning and shared meaning.

PROJECT MANGERS Project managers learn how to improve project

management methods and infrastructure to enhance productivity and ensure that project goals are met.

It helps us identify and work towards common, known, related goals.

It separates the people from the system. It provides different points of view and perspectives so

we can evaluate our assumptions. It enhances our understanding of the current reality.

INDIVIDUAL CONTRIBUTORS

Individual contributors learn how to improve tasks and deliverables to increase effectiveness.

It increases our understanding of key elements needed to support productive work.

It helps us see how our actions impede or enhance the success of the project.

It reveals weakness and strengths in our project documentation and communication methods.

It provides an opportunity to get closure.

TYPES OF PROJECT REVIEWS

STATUS REVIEW DESIGN REVIEW PROCESS REVIEW

STATUS REVIEW

It is a most common and frequently conducted review in the organization taking up the project

Status review is usually conducted at two levels: Cursory review Comprehensive review The frequency with which project review are

conducted also depends on the frequency with which a problem occurs.

Status reports that are substantiated by meaningful numerical figures on cost performance, time and scope.

Project review must be conducted with the aim of solving the problem rather than meting out the punishment

A problem solving project review has three

steps:Identification of existing problemIdentification of factors that cause problemExploring solutions that can solve a problem

DESIGN REVIEW

Primary objective of conducting a design review is to check whether the design of product or service being produced is of desires performance quality

Design review is a tool for reviewing the performance factor than the cost, time and scope of a project

A design review should cover aspects like: Conditions of manufacturability, serviceability, tooling

and processes to ensure better integration of design with manufacturing to ensure overall optimization

Safety of operators and maintenance personnel and precautions taken to minimize the damages

Scope statement along with technical specifications based on which the performance of end products can be evaluated

PROCESS REVIEWS

Primary objective of conducting a process review is to determine whether the processes are going on as a planned and any improvements are possible

It is conducted either once in three months or at the major milestones in a project, which ever comes first

The two objectives of process review:To preserve the performance of project

processes those are going well

To improve the processes those are below standard

Process reviews are conducted by a project manager with having limitations

PROJECT REVIEW STAGES

Initial stages of the project life cycle i.e. after the project proposal has been submitted.

At the stage when in depth evaluation is conducted.

During the implementation of the project.When the project is completed.When auditing has to be conducted.

REVIEW AFTER SUBMISSION OF PROJECT PROPASAL

A review at this point would help the project manager to know whether:

The proposal is worth the resources on undertaking an initial investigation

Proposal is in keeping with the existing business strategies

The proposal is flexible, in case it does not comply with the existing business strategies

REVIEW IN THE IMPLEMENTATION PHASEDifferent types of reviewing techniques to

monitor the project in the implementation phase

Status review, design review and process review are carried out during this phase of project

REVIEW OF TIME OF COMPLETION OF PROJECT

A project is closed either when it is accomplished its objective

The project manager conducts a review at this stage to :

Evaluate the project efficiency by comparing the delivered output with the planned one, in terms of time, cost and performance standards

Ensure that the benefits are well documented for use in the future projects

Document the lessons learned as these may be helpful in the management of future projects

REVIEW IN THE POST IMPLEMENTATION STAGE

This kind of review is usually conducted any time between three to six months after completion of project

Evaluate the benefits of the project.Judge the effectiveness and efficiency of

delivered output of the project.Suggest corrective measures.Document the lessons, as these may prove

helpful in managing the future projects

PROJECT STATUS REVIEW MEETINGS

Meetings are effective and essential means of conducting project reviews in an organization

Meetings are aimed at reviewing the project status and have a specific agenda

Project manager usually use a top down approach for conducting a project status review meeting

Following aspects have to be decided upon before holding a review meeting:

Frequency of meeting Preparing agenda Meeting coordinator Recording and distributing minutes

FREQUENCY OF MEETING No hard and fast rule Depends upon length of project Infrequent meetings may loose control over project

PREPARING AGENDA List the issue that are to be discussed Helps the project manager to ensure that everyone

participate in discussion Depending on the importance of topic, the agenda

specifies for time limit for discussing a topic

MEETING COORDINATOR Fix the place and time for the meeting Arranges for required equipment

Precautions that have to be taken in order to avoid the problem arising out of breach of protocol

Participant must be given enough notice Agenda given to them must contain background information

about the topics Heads of relevant depts.. Must be informed about the

requirement of expert subordinates New comers must be introduced Participant must be listed in alphabetical orders

Significant contribution must be acknowledge Participant must be informed well in advance if meeting is postponed or cancelled Meeting will be success if all the participant

agree upon the objectives

RECORDING AND DISRIBUTING MINUTES Important part of the project documentation Provide proof that certain problem were

discussed

ADVANTAGES OF PROJECT STATUS REVIEW MEETING

Make the team more cohesiveKeep the team inform about project progress Identify the potential problemsMake sure team has clear idea of where the

project is goingEnsure that the entire team is willing to put in

their efforts to meet the objective

TYPES OF PROJECT STATUS MEETING

LONG DISTANCE STATUS MEETING Enable two way communication between the parties By means of audio conferencing or video conferencing Open job report is prepared

VISIBILTY WEBSITE One way communication between project manager and parties

involved Best way to keep people inform about the project developments Ability to link team members spread across different

geographical locations

THANK YOU