Monitoring, Evaluating and Controlling Project Quality & Project Risks

Managing Project Quality

Aka Quality Assurance is the process of implementing the Quality Plan and monitoring that the Quality Objectives are met and that ineffective processes and causes of Poor Quality are identified.  Specifically,

  • The focus is on the processes used in the project
  • Standards are followed and met to assure that the final product will meet the Stakeholders’ needs, expectations, and requirements
  • It is a Conformance Cost in the Cost of Quality framework
  • Quality tools
Controlling Project Quality

It ensures that the project Outputs are complete, correct, compliant with standards and meet the Customer expectations.  This is done by measuring, monitoring and controlling all steps, attributes, and variables used to verify conformance or compliance to the specifications.

Tools & Techniques for controlling Quality

All the Tools & Techniques are used for implementing Quality, specifically Fishbone, Pareto, Run & Control Charts, Check & Tally Sheets, etc.  In addition:

Root Cause Analysis (RCA)

It is used to identify the causes of Quality problems, including defects, to determine how they can be remedied.  The Quality Tools learnt in PM-12 are also used in RCA.  Here is the 5-Why technique which involves iterative question-asking technique used to explore the cause-and-effect relationships underlying a problem; answer to the previous question is converted into the next question, ultimately getting to the root cause answer.

Example of Root cause analysis
Monitoring, Evaluating and Controlling Project Quality & Project Risks

Problem:  Excavator, an important source on the project, not starting

Affinity Diagram

This diagram is used to organize data, say QA non-compliances or QC failures, according to their natural relationships, for review and analysis

Scatter Diagram

Scatter diagram is used to determine the relationship between variables and the Quality of the results.  (compare actual results to what was anticipated, of if the defects have a relationship with any variation in the process)

Monitoring, Evaluating and Controlling Project Quality & Project Risks
Monitoring, Evaluating and Controlling Project Quality & Project Risks
Monitoring, Evaluating and Controlling Project Risks

As the Project progresses, how well it grapples with the problems and saves itself from Time and Cost overruns depends on how well Risk Management was planned and now implemented.  Specifically, as the Project progresses:

  • Risk Triggers are closely watched
  • If an Identified Risk occurs, its Response Plan is implemented and CR, if needed, used
  • If an Identified Risk does not occur, the sources tied to the Risk are released back to the Organization
  • If an Unidentified Risk occurs, Corrective Actions are taken to minimize the impact of the Risk, and MR are sought from the Management
  • As an Identified/Unidentified Risk occurs and Response Plans/Corrective Actions respectively are applied, the situation is monitored for any Residual Risk or emergence of any Secondary Risk
The Risk Register is updated with the developments;
  • Risks which are no more valid are closed by crossing out. At the end of the Project, all entries in the Risk Register would have been closed
  • Identification & Analysis process of New Risks continues till the Project ends
  • Every opportunity is availed to convert a Threat into Opportunity
  • Identified Risks are regularly reviewed/reassessed for possible escalation/de-escalation, and change of Response Plan accordingly
  • Risk Audits are carried out to establish the efficacy of the Risk Management Plan, the Risk Identification & Analysis process and the Risk Response Plans
  • The status of Risks is briefed as the first agenda item at every Project Status Meeting

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