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Check List to Take Over An Existing Project
A project manager is not always
lucky enough to get involved in a project right from its inception. For various
reasons a project manager may have to get involved in a project mid-way or at
times even during the last phase of the project. The ownership of the project
that is being shifted to a new project manager, may either be a well-managed
project or could be the most troubled project being executed.
Projects have a detailed
history behind them and with the limited time that is available during
handing-taking over of a project it may not be feasible for the new project
manager to check and understand each and every detail of the project. Sometimes
the un shared information happens to be the most critical aspect of the project
and can put the new project manager in real difficult situations.
Experienced Project Managers
know exactly what to ask for during these handing / taking over meetings, but
there are times when both the project managers do not have sufficient time to
transfer every bit of the knowledge acquired over a period of time. During such
situations important information is likely to be missed out.
So, what should a project
manager do if he/she has to take over a project mid-way?
With my experience of taking
over on-going projects, I have worked out a detailed check list. However, all the points may not be applicable to all; hence I have worked out an abridged
version of my checklist. I have mainly handled engineering projects so my check
list is directed to engineering projects however, with little modification it
can be used for other projects as well.
clear and well defined tender specifications duly signed by buyer and seller
clearly mentioning detailed scope of work.
of Acceptance of the Project Order enlisting deviations in the contract if any.
of project deliverable at various stages of the project like engineering,
procurement and construction.
Kick off Meeting Minutes between the project team members.
Kick off Meeting Minutes between the project team and the buyer.
no of project change order requests approved by the buyer indicating changes in
costs, and project schedule.
Project Costing sheet.
of meeting of all meetings held between buyer and the PM / Project Team.
of all project status reports submitted to the buyer.
of major bottlenecks in the project and suggested remedial action.
One of my smooth progressing engineering
project was suddenly jolted by numerous emails
and phone calls from the project sponsor asking the Management to expedite
activities at site. The project was going
on quite smoothly as it had the best plan to back it up and we all hoped that
things would go as planned but eventually it did not work out that way. The project sponsors demanded an unexpected change in the project completion date in order to meet their financial goals. The complete project schedule had to be reworked in order to meet the client expectations. Important milestones like site mobilization had to be advanced in order to commence construction activities and complete the project as per the new deadlines. The subsequent paragraphs describes some fundamental steps followed to develop and implement a new project schedule. As
the site team got mobilized we were bombarded with myriad of problems some of
them so mundane that we were at times amazed dealing with the slew of such …
Project Management Plan: A project management plan is the collection of outputs of the project planning processes. It defines how the project is executed, monitored and controlled and closed. The project management plan needs to be updated and revised through out the Integrated Change Control Process. The Project Management Plan consists of (a) Project Scope Management Plan
(b) Project Schedule Management Plan
(c) Project Cost Management Plan
(d) Quality Management Plan
(e) Human Resource Management Plan
(f) Communication Management Plan
(g) Risk Management Plan
(k) Procurement Management Plan
(l) Process Improvement Plan
Other components of the project management plan include (a) Milestone list
(b) Resource Calendar
(c) Schedule, Cost and Quality Baseline
(d) Risk Register Attributes of a Project Management Plan: (a) The project team has to select a set of processes that would be implemented in order to complete the project. There are a total of 44 project management processes that are organised in 9…
What is a Project Schedule? Project Schedule is a list of activities that need to be performed in order to fulfill the project scope. This list is organised in a logical sequence, also called the schedule network logic. The list consists of activity duration, constraints, inter-dependencies among the various activities, activity lead and lag and the resources required to complete the schedule activity. Project schedule specifies the planned start and finish dates of each activity likely to be executed in a project, it also specifies the dates when important projects milestones have to be met. The project scope statement is a key input in developing a project schedule. The project schedule serves as a baseline against which the project progress can be tracked. The 20 Steps for developing a project Schedule: Project schedule development is an iterative process and continues through out the project as work progresses. Project schedule is updated as the duration, resource estimates change …