Project Status Checklist

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 1. Planning.

• A formal management plan for your project has been designed and approved and now it is used to implement project activities.
• The plan addresses the following parameters of the project:
  • Definition and scope
  • Objectives and requirements
  • Costs and benefits
  • Staffing
  • Timing
  • Risks
  • Communication
  • Procurement
  • Critical success factors
  • Contingency planning
  • An appropriate governance model is designed and approved for the project.
  • Stakeholders are identified and their expectations are counted in the PM plan.
  • Accountabilities and responsibilities per stakeholder are clearly defined.
  • Every stakeholder commits appropriate resources to the project.
  • Steering Committee is in place and functions appropriately.
  • Team members are involved in doing project tasks.
  • Estimates of funding and staffing resources are sufficiently detailed and documented for use in the planning process.
  • Adequate resources are provided to the project to ensure success.
  • An approach to managing the project has been defined, documented and accepted by the project manager and key stakeholders.
  • PM standards and procedures are established and documented in the project policy.

2. Scheduling.

• A detailed project schedule is designed so every task is scheduled and placed on calendar.
• Individual and interdependent tasks have reasonable durations.
• Every team member has an individual schedule for the next 2-3 weeks.
• Target dates and due dates are established for every task.
• A list of deliverable milestones is designed.
• All project delays are adequately accounted for, communicated to all stakeholders and adjusted to the overall project schedule.

 3. Control.

• A structured approach to project control is approved and now used to break the work effort of your project into manageable and auditable pieces.
• Milestones of deliverables are effectively tracked and compared to the PM plan.
• Deviations (if any) between current scope of your project and original scope expectations defined in the PM plan are identified and measured.
• Corrective actions are taken in case actual results are substantially different from expectations defined in PM plan.
• Feedback mechanisms and communication channels are used to track and control the work effort.
• Critical Path and PERT Analysis (equivalent methodology) are used to keep track of the project.
• Aggregated project tracking data is used as a basis for calculating the overall % complete of the project.

 4. Estimating.

• Multiple estimation methods are employed and used during the course of the project.
• Project success metrics are formally captured, analyzed and used as a basis for other project estimates.
• Current estimates of project time and resources are based on the current project phase.
• "Actuals" are compared against estimates to analyze variances and correct the project.
• An aggregated project estimate is designed and includes the following features:
  • Ranged estimates of cost and time
  • Sensitivity analysis
  • Risk rating
  • Quality assurance overheads
  • Contingency
  • Team members are involved in detailed estimating.

 5. Reporting.

• Adequate procedures for project coordination and status reporting across project boundaries are in place.
• Senior management reviews status of the project at appropriate intervals.
• A project status report is designed and submitted to senior management for reviewing. It includes the following information:
  • Overall progress of the project
  • Performance (achievements & milestones)
  • Open issues
  • Unresolved risks and unexploited opportunities
  • Cost and time performance against the plan
  • Corrective actions taken
  • Quality metrics
  • Stakeholder involvement level
  • Meetings are held at reasonable intervals ...

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