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Quality Built In into Projects Project Quality Gates May 2011
©2011 SAP AG. All rights reserved.2 Topics Project Quality Gate Value Proposition Project Quality Gate Process and Tools
Project Quality Gate Value Proposition
©2011 SAP AG. All rights reserved.4 SAP places Quality Built-In at the center of projects that we deliver for our Customers. Quality oversight and early visibility of potential problems have a profound impact on reducing project risk and drive Customer Value. Project Quality Gate Process supports this: The Project Quality Gate process is a formal way of specifying and recording the transition between critical stages in the project lifecycle. Each Project Quality Gate verifies that acceptance is meet for the deliverables required and actions to be completed for the associated critical stage. The Project Quality Gate Plan is defined in the Project Management Plan
©2011 SAP AG. All rights reserved.5 Project Quality Gate Value Proposition Objectives: Assure quality at the milestones of the project Assure that all key deliverables and actions have been completed in compliance with best practices Avoid customer dissatisfaction Enable project managers to continuously communicate and build quality into the project Benefits: Enhance project quality Minimize project risk exposure Manage expectations and monitor customer satisfaction Improve transparency of the project Reduce cycle time: get it done right the first time
Project Quality Gate Process and Tools
©2011 SAP AG. All rights reserved.7 Project Quality Gate Concept Project Quality Gate means: Formal assessment of the quality and integrity of the project deliverables Formal checklists are used throughout the life of a project Formal sign-off and acceptance occurs at each gate Measure customer satisfaction throughout the project Information is assured to be communicated to the correct stakeholders during the project Purpose and Impact The intention of Q-Gates is to ensure that when we reach significant milestones in the project we check the Quality of the delivery: Are we on track? Are all deliverables complete? Are they fit for purpose? Do the Partner/Customer agree? Is risk managed? Can we start the next phase without delay
©2011 SAP AG. All rights reserved.8 Project Quality Gates are defined in the Project Management Plan and are set at critical stages in the project lifecycle. Four quality gates are mandatory: Project Preparation Phase Blueprint Phase Realization Phase Final Preparation Other 3 gates are optional as agreed with the customer. Four (of seven) Q-Gates are mandated for SAP Projects 2 2 1 1 3 3 4 4 1 1 2 2 3 3 4 4
©2011 SAP AG. All rights reserved.9 Result Follow-Up Scope Delivery events Review efforts ROLESROLES Project Quality Gates Executed at end of each Project Phase, it is a formal way of specifying and recording the transition between critical stages in the project lifecycle Evaluate quality of each deliverable in the phase based on questionnaire and actual deliverable Formal approval of the Quality Gate Focus on Project Management + limited coverage of Functional/Technical topics Prior to the end of each stage in the project lifecycle, before moving into the next phase Preparation – 0,5 Hours Assessment Meeting– 2-4 Hours Pass/No Pass Status (based on Approval from QA Manager and Delivery Manager) QA manager dispatch all follow-up activities and ensure that they have been executed QA Manager (Role) Mandatory - Moderator QA Subject Matter ExpertOptional (On demand) - Questioner Project ManagerMandatory - Presenter SME (Project team)Optional (On demand) - Supporter Delivery ManagerMandatory - Approver Other Optional ParticipantsOptional Project Q-Gates Process
©2011 SAP AG. All rights reserved.10 Project Quality Gate Process Approach Preparation call to establish pre-requisites Quality Gate Meeting duration half day to full day, owner is Project Manager Project Manager presents overall project status and Team Leads the status of each key deliverable Project Manager and Customer Project Manager review deliverable quality and verify completeness and accuracy Sign off Quality Gate scorecard Action items for follow-up are established. All address specific project matters for second opinion & follow-up Key Deliverables The key deliverables assessed at each project quality gate are listed in the Project Quality Gate Scorecard.
©2011 SAP AG. All rights reserved.11 Project Quality Gate Review Meeting Prior to meeting: Project Manager prepares Quality Gate scorecard by indicating the project phase deliverables according to project WBS and assures deliverables will be available for review Project Manager is owner of the meeting and presents the status of the project phase. Project Manager or Team leads (deliverable owners) present deliveries according to the scorecard Project Manager and Customer Project Manager evaluate content and quality of each deliverable Project Manager records result of the review in the scorecard and the deadlines and action owners for open points/tasks. Acceptance Level 1: Accepted Acceptance Level 2: Conditionally accepted. Quality improvement to the deliverable is needed. A comment describes the next steps depending on the estimated impact to the project. Acceptance Level 3: Not available or not accepted. Fulfillment is needed. A comment describes the next steps, depending on the estimated impact to the project. Project Manager captures customer satisfaction ratings to success measures identified in the Project Management Plan and records actions for improvement. Project Manager and the Customer Project Manager summarize the minutes and action items (area at the bottom of the scorecard) and release decision taken for the Quality Gate After Quality Gate Review: Verify that follow-up actions have been taken place, provide scorecard to Phase Acceptance and Closure
©2011 SAP AG. All rights reserved.12 Quality Gate Review Meeting – Agenda template Topic Responsible 2 -3 hours 2Assessment Presentation of status of project Project Manager Review of status of stage deliverablesTeam Leads Maintenance of scorecardProject Manager Identification of action items and satisfaction Project Manager 15 Min 1Kick-off Project Manager 30 Min 3 Other Project Matters Discussion all 30 Min 4Sign-off scorecard, summary of action item Meeting close Estimated Time Project Manager Customer Project Manager Customer Project Manager ratings Yogesh to provide updated version
©2011 SAP AG. All rights reserved.13 Project Quality Gate – Scorecard Excel format, stores all Quality Gates during the lifecycle of the project. Each Quality Gate has its own scorecard as sub-sheet Review mandatory key deliverables in checklist to properly reflect the specific project WBS The scorecard provides a default list, based on the ASAP WBS. All key deliverables are documented in the ASAP Roadmap with templates Other required project specific deliverables can be added on demand. Verify that each deliverable has achieved the acceptance criteria Assign under column “Acceptance” the level of acceptance on the 1-3 numerical scale Assign under the column “Impact to Project” the level of impact on the 1-3 numerical scale Use the “Comments/Actions” field to record the reasons of any conditional acceptance and the action plan to produce an acceptable deliverable Capture customer satisfaction ratings to success measures identified in the Project Management Plan and record actions for improvement The Project Q-Gate assessment will be concluded by specifying the minutes of the assessment down the list of deliverables including the sign-off/release of the Q-Gate
©2011 SAP AG. All rights reserved.14 Evaluating individual deliverables Project Manager & Quality/Delivery Manager(s) assess quality of deliverables in the scorecard: content review is focus of the Quality Gate How to evaluate the deliverable? Deliverable is physically available and in the right format/using the agreed template Example: Final version of Business Blueprint is shown on screen Deliverable has followed the appropriate sign-off procedure Example: Business Blueprint has been physically signed off by Customer and Project Manager or e- mail is shown where Customer and PM approved the document Deliverable is actively used for the purpose it’s meant for Example: Business Blueprint will be used to accept the configured solution at the acceptance test Deliverable content is realistic and assessed against any specific acceptance criteria Example: Take a snapshot on a specific page and review level of detail. Judgment on required action is also related to the question: What risks does this incomplete deliverable bring to the project’s success? This is indicated by Impact indicator Low, Medium, High Example: A final Blueprint which is not signed-off may bring a high risk to the project, and as such will be recorded as 3-Red for Impact and requires immediate action.
©2011 SAP AG. All rights reserved.15 Meeting Minutes: Quality Gate Released? Indicates that this quality gate is passed. There might be some action items in place in order to complete or improve certain deliverables. Indicates that this quality gate is not passed. There are serious action items in place and the Project Management insist to organize a second assessment to re-evaluate the actioned deliverables. No brings a serious message that the overall quality of (some of) the key-deliverables is insufficient and causes a serious risk to the success of the project. YES NO
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