keep the project moving

8/13/2019 Keep the Project Moving

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KEEP THE PROJECT MOVING 1

Kari Thompson, Kelly Coe, and Stephanie Sapp

IDPT 715

Step 8: Keep the Project Moving

Michael Greer

07/14/2013


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Keep the Project Moving

Section I: Strategy for Periodic Progress Checks

Progress checks of the entire project will be done on a weekly basis. On Monday

morning, the Project Manager will review the Checklist: Keep the Project Moving documentagainst the Project Status documents gathered from that previous Friday (see Section IV). Fromthis document, the Project Manager will determine priorities for the week as well as strategiesand objectives that need to be met in order to keep the project on target. Once completed, thePeriodic Progress Check document will be reviewed with the Project Sponsor. With the ProjectSponsors approval, the Period Progress Check Summary will be distributed to all project teammembers by 12:00pm via email.

Checklist: Keep the Project MovingDate: ____________

(to be completed every Monday morning)

Review Project Status documents from previous Friday. Make notation of any issuesrequiring follow-up.

Adjust Project Scope Statement if necessary. Review information on each deliverable regarding:

o Inspect project deliverables developed thus far o Determine if the quality is acceptable at current point during the project o Review and document Sign-Off Sheetso File approval sheets in deliverable physical file o (if applicable) Provide Project Sponsor with final deliverable and physical file withsign off sheets for final review

Compare Planned Completion Date versus Targeted Completion Date for eachdeliverable

o For any project ahead of task, alert other team members. Adjust schedules ifnecessary

o For any project behind task, make note to follow-up with SME within 1 businessday

Compare all Project Status documents with the Gantt Chart to determine if deliverablesare on target for completion date.

o Assist with minor variances o Field major variances to appropriate personnel

Compile all findings into the Periodic Progress Check document. Present findings to Project Sponsor at 11:00am Monday morning meeting. Address Project Sponsor concerns. Complete Periodic Progress Check Summary and distribute to project team Follow-up with necessary SMEs and begin the problem-solving process for obstacles

(see Section III)


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Section II: Daily To-Do List for Project Manager

Project Manager Daily To-Do List

(Proof of Concept)Deliverables Reviewed:______________________________________ ______________________________________ ______________________________________

Address scope changes as they occur (if applicable) Review items for follow-up and resolve open issues Spend at least two hours in engaging in Management by Walking Around

o Make note of things that are going particularly wello Make note of potential risks. Schedule a follow-up if necessaryo Address real obstacles as they occur

Keep a running list of Lessons Learned

Section III: List of Potential Problems and Alternatives

Below is a list of potential problems the Project Manager may come across as theproject is being executed. There are also recommended resolutions. For other problems thatmay arise, we offer a Problem Solving Strategies flow -chart.

1. Potential Problem: SMEs/ID balancing multiple obligationsPrevention Plan: SMEs/ID receive time estimates for each project (from the

Effort/Duration table). This information is given early so these professionals can adjusttheir work schedule.Resolution if problem persists: The Project Manager will first attempt to problem solvewith the SME or ID. If no resolution can be found, the Project Manager will field theissue to the Project Sponsor. At this point, the Project Sponsor will use his/her positionto either (1) release SME or ID from other obligations or (2) help find an alternative SMEor ID to assist with task completion.

2. Potential Problem: Conflict Between Team MembersPrevention Plan: Roles and responsibilities are clearly defined from the beginning.

Project team members will be given helpful tips on conflict resolution and encouragedto contact Project Manager if conflict is impacting performance.Resolution if problem persists: If Project Manager is unable to resolve conflict, the issuewill be forwarded to the Project Sponsor who will have the final say in how the conflictis handled.

3. Potential Problem: MD, Legal Personnel, or Project Sponsor is not satisfied with thedeliverable


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Section IV: Method and Schedule for Review Approval and Closeouts

In order to keep the project on track, specific dates have been assigned to each of the

project deliverable sub-tasks. Additionally, a number of sign-offs or written approvals arerequired for each deliverable. The Project Manager will possess a master list of the sign-offdates. When reviewing the Periodic Progress Checklist on Monday mornings, the ProjectManager will look to see if appropriate sign-off documentation has been submitted. The ProjectManager will file the written approval with th e deliverables physical file. If not, the ProjectManager will be alerted to a potential issue in the schedule and will make a note to follow upwith the appropriate person.

Sign-Off SheetDeliverable:____________________________________________

Date: _________________________________________________Personnel:_____________________________________________

Does the deliverable pass inspection? YES

o Make a copy of this sign-off sheet and submit to Project Managero Notify next SME that content meets acceptable quality

NOo Contact SME and document the date: _________o Document targeted completion date: _________o Make a copy of this sign-off sheet and submit to Project Manager

Project Manager Master Checklist (Sign-Off Sheets)(Proof of Concept)

Exercise Physiology:_ (6/28/13) Initial deliverable review with Project Sponsor_ (7/2/13) Draft reviewed by Project Sponsor_ (7/8/13) Final content reviewed by MD ___ (7/24/13) Final product reviewed by Project Sponsor

Safe Use of Exercise Equipment: ___ (7/24/13) Initial deliverable review with Project Sponsor ___ (7/28/13) Draft reviewed by Project Sponsor

___ (8/5/13) Final content reviewed by MD ___ (8/16/13) Final product reviewed by Project Sponsor

Observation, Feedback, Analysis and Coaching: ___ (8/16/13) Initial deliverable review with Project Sponsor ___ (8/17/13) Project blueprint reviewed with Project Sponsor ___ (8/24/13) Draft is reviewed by Medical Doctor and LegalPersonnel ___ (8/24/13) Draft is reviewed by Project Sponsor ___ (8/30/13) Final product reviewed by Project Sponsor

Exercise Prescription: ___ (8/31/13) Initial deliverable review with Project Sponsor ___ (9/1/13) Project blueprint reviewed with Project Sponsor ___ (9/8/13) Draft is reviewed by Medical Doctor and LegalPersonnel ___ (9/8/13) Draft is reviewed by Project Sponsor ___ (9/10/13) Final product reviewed by Project Sponsor

= Received and filed


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Section V: Plan for Routinely Reporting Project Status

The accountable person for each deliverable will be responsible for submitting theProject Status document to the Project Manager every Friday:

Project Status ReportDeliverable___________________________________________________Personnel____________________________________________________Date___________Planned Completion Date________________ Targeted Completion Date________________***If the Targeted Completion Date is different than the planned completion date, notify yourProject Manager immediatelyDeliverables completed:

Upcoming tasks to be completed the next week:

Document any anticipate or real obstacles:

Do these obstacles require immediate follow-up? ____ YES _____ NO

Miscellaneous Comments:

Once the Project Sponsor reviews these Project Status reports on Monday morning, thePeriodic Progress Check document will be filled out, reviewed with the Project Sponsor, and thePeriodic Progress Check Summary will be submitted to the project team ( see Section I ).

If there are any major issues, a project team meeting can be arranged for. However, thisapproach will be used as a last resort so the project team has the maximum amount of time towork on their specific deliverables.

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