Activities in controlling Stage Process
The activities of controlling Stage Activity Process are:
1. Authorize a work package
2. Review work package status
3. Capture and examine issues and risks
4. Take corrective action
1. Authorize a work package:
A package should cover the work to create one or more products. If the product requires more than one work package to create than it should be broken down into further products with the supporting product descriptions. A work package may include cross reference elements of the project plan the stage plan or any of the project initiation documentation. When each work package has been created it is then reviewed with the team manager. We make sure they accept it and we will tell them to begin work.
The team manager will look at their own plans, produce them a detail team plan and will provide the updates required to the stage plan to reflect the timing of the work packages. As a part of this we will be, updating configuration item records for the products to be produced, updating the quality register for the quality activities that will be needed, and then as we come across new risks or issues we need to update existing ones willing to keep the risk register and the issue register updated as well. As a result of all that we give them the authority to deliver a work package.
Package Configuration Item records,
Issue register stage plan
2. Review work package status:
The status of work package is reported by a team manager using checkpoint reports and the project manager will normally review checkpoint report to make sure that everything seems to be fine and will also review team plans. While reviewing the work packages, that may be a need to update risk register, update issue register, may even be a need to update configuration item records we should have been being kept up to date. If there is a need to update the issue register or risk register it is the responsibility of the project manager, project support will normally make sure that configuration item records are up to date. Where work has been allocated to individuals or teams, there should be a matching confirmation that the work has been completed and approved. This should be an automatic part of any configuration management method being used. Each product has the necessary approval. Product support should check that the configuration item record for each product is up to date and the project manager need to update the stage plan. In order to make informed decisions and exercise rational control, it is necessary to compare what has actually happened with what was expected to happen. The objective of this activity is to maintain an accurate and current picture of progress on the work being carried out and the status of resources. One of them is that as part of reviewing the status the project manager will normally assess resource utilization and make sure that there are enough resources lined up for the next page.
Project Manager must provide the project board, summary information about the status of the stage and distribute other information to stakeholders and the frequency documented in the communication management strategy has defined by the project board. Also, he will assemble information from all of the various inputs to produce the highlight report. The assembly of that information may have been done as part of the reviewing the status activity and the highlight report will often include a list of corrective actions that have been undertaken. In order to show what steps are being taken to keep the stage of the project on track the actual format of the information coming from each of those sources is down to the project that number of options may have some kind of statistical analysis of what’s in the risk register or the issue register you may have an extract from the stage plan passed a simple chart showing how things are going according to the plan for the stage.
3. Capture and examine issues and risks:
In the course of managing the project, various issues will occur and risks may be identified they will arrive in an adhoc manner and will need to be captured in a consistent and reliable way. Any member of the project corporate or program management or other stakeholders may raise an issue or risk before making a decision on the course of action, each issue or risks should be registered and then assessed for its impact.
The project manager is fully equipped with information about how things are going at the moment. A state should not exceed the tolerances agreed with the project board. The project manager must take corrective action or maintain the status as long as the stage or project is full cost to be completed within the tolerance set by the project board. This activity lies up where a corrective action within the project managers control would not save the stage or the project from going be on the tolerances agree. This applies to all types of issues and risk or aggregation of them that cannot be resolved within the tolerance set by the project board. As it may take some time to gather the information to create an exception report, it is recommended that the project will be alerted as early as possible. The project manager should execute any decision by the project board in response to the escalation and escalating issues and risk is good practice and should not be seen as failure. This is triggered by a tolerance threat and as mentioned before typically and alert to the project board to say that something has happened or something’s arisen and then the project manager take some time to put together the supporting information. That’s part of the project manager will be doing an impact assessment both on the current stage and the project as a whole and we’ll be looking at the options which are available to deal with the particular issue or risk.
4. Take Corrective Action:
Changes and adjustments to the project need to be made in a considered and rational way even when they appear to be easily manageable and within tolerance. In taking corrective action, the objective is to select within the limits of the stage and project tolerances, implement actions that will resolve deviations from the plan. Depending on what action is there will be a need to update the daily look issue register, risk register etc and for any special work that’s needed in order to implement the corrective action and other corrective action trigger will be issued to which the calls authorize a work package activity to be initiated and corrective actions such as a change to a product.
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