Project Tracking and Monitoring QMS Training

2 Objective To track and monitor the progress of the project and take appropriate corrective actions to keep the project under control

3 Process Schedule Project Activities Allocate Project Work Execute Project Activities Track Project Activities Status Reporting Customer Calls Customer Complaints Project Management Review Project Introspective Meeting Issue Resolution Train the Project Team Risk Management Defect Prevention Metrics Analysis Software Configuration Management Re-validate the project plan Project Coordination Meeting Project Process Monitoring BCP Monitoring Internal Quality Audits Customer One assessments

4 Schedule Project Activities Project plan forms the basis for detailed scheduling Detailed schedule will consist of: Project tasks Interdependencies between tasks Resource allocation for tasks Critical path Milestones

5 Schedule Project Activities Maximum duration of a task has to be less than five working days Larger tasks are to be broken down further PL considers the time and resource requirements for all project activities that are identified in the project plan E.g..: inspections / reviews, training, SCM activities, review meetings, etc.

6 Allocate Project Work PL allocates work to the team members using Microsoft Project or Work Allocation Forms

7 Execute Project Activities The project team, as allocated by the PL, conducts the project activities and generates work products The activities include the tasks in project life cycle These will be detailed in the slides on Life Cycle Processes collects all the required project data during these activities

8 Execute Project Activities PL ensures that the project file and volume are maintained PL maintains the Project Workbook The project team will have read access to the Project Workbook

9 Execute Project Activities Project Workbook Is an EXCEL Workbook where all ongoing project records are maintained The Project Workbook contains: Issue Log Change Request Log Project Deliverables Log Project Training Log Record of Customer Supplied / Includes Software Products Minutes of Project Management Reviews, Project Introspective / Retrospective meetings, Customer Calls, Project Kick-off and Coordination meetings Project Status for Deliverables, Resources, Project Plan, Invoicing, etc Customer Infrastructure Requirements Customer Involvement Plan Travel Requirements

10 Track Project Activities TMs communicate progress of on-going tasks to the PL PL updates these in the MS Project file PL tracks the project progress against the project estimates in terms of schedules and effort on an ongoing basis In case of disparities, PL takes the appropriate corrective actions This may involve revision of the project estimates and the project plan

11 Track Project Activities PL maintains minutes of all formal meetings that track the progress of project activities monitors the access to on-line systems In case of any disparities, coordinates with respective support unit and resolves refers Mahindra Satyam’s Project Knowledge Base for leveraging the experience of other projects to enhance the process and performance of the project

12 Track Project Activities PL shall contribute to the PKB Using the PKB tool Information contains Best practices and lessons learnt Risks Sample documents Tools DCF / MAR Estimation Sheet(s) Re-use Repository When and where possible to facilitate other similar projects !

13 Status Reporting PL reports the project status to the customer with a copy to the PM Periodicity is as documented in the project plan

14 Customer Calls The project team holds periodic conference calls with the customer as defined in the project plan PL records and maintains the minutes of these meetings

15 Customer Complaints PM logs and resolves customer complaints, if any PL maintains the status of the customer complaints in the Project Workbook PM/PL shares corrective actions resulting from these complaints with QR

16 Project Management Review PM uses the Project Workbook to continuously monitor the health of the project PM discusses the relevant issues with the PL and where necessary with the customer

17 Project Management Review The PM, PL and the project team meet in the Project Management Review Meetings to review the progress of the project decide on corrective actions wherever necessary share information within the project team on project-based issues

18 Project Management Review The input for these meetings is: Project Workbook Metric analysis report and DP Project Risk Report Internal Quality Audit and PPM Reports The minimum frequency of this meeting is Maintenance - Once a month bug fixing minor enhancements production support project At the end of each phase/ Development module / iteration / project Maintenance - major enhancement At end of a work request PL maintains minutes in the Project Work Book

19 Project Introspective Meeting PL conducts a project introspective meeting once in six months PL generates the Project Introspective Report from PKB tool Before this meeting, PL shares with all concerned: Project Introspective Report Project Information in OPTIMA Data Collection Form Latest Metrics Analysis Report

20 Project Introspective Meeting PL/PM discuss in the meeting QMS improvement suggestions Inputs to Project Knowledge Base If found relevant, these will be forwarded to the process management group PL records the minutes of meeting and maintains in the project workbook

21 Issue Resolution Issues are concerns that require mediation/ support/ escalation Issue may be internal to the project cross-functional issues involving other circles, or customer related issues PL identifies, tracks and resolves all project related issues PL interacts with the concerned parties to arrive at action plans for resolving all project issues These action plans will then be tracked to closure All activities related to issue resolution are recorded in the Project Workbook

22 Train the Project Team The team is trained as per the project plan PL maintains the documentation required for facilitating induction of a new team member PL updates the Project Workbook with the information on team members and training(s) conducted

23 Risk Management PL monitors the project every month for the possibility of the occurrence of risks identified risks in risk management tool Whenever, risks occur in the project, the project plan and/or the project schedule will be revised, if necessary When new risks are identified during project execution, the risk management plan in the tool will be revised Project Risk rating (PRR) is monitored.

24 BCP Monitoring BCP Maintenance The Business Continuity Plan (BCP) shall be re-visited, and revised if required Whenever the project plan is modified When changes occur to any of the elements described in it

25 BCP Monitoring BCP Test PL schedules the BCP Test as part of the project activities BCL invokes the BCP Test as scheduled PL conducts the Test PL Logs the results in BCP Test Log BCL analyzes the Test Results

26 BCP Monitoring Invoke BCP When BCL invokes a project BCP, the PM/PL communicates to the customer updates the customer on the progress of business resumption activities prepares a Business Continuity Incident Report sends the report to the BCL of the circle

27 Defect Prevention PL coordinates defect prevention activities as mentioned in the defect prevention plan section of the project plan

28 Metrics Analysis PL coordinates metrics analysis activities as mentioned in the metrics plan section of the project plan As per the baselined software project plan, PL/PM manages the project quantitatively by: Capturing data required for computation of metrics (as per the metrics specified in the metrics plan section) in Data Collection Form. Data sources for these metrics are ONTIME for capturing effort, OPTIMA for capturing schedule, RESOLVE for capturing defects, RISK tool for capturing risks. Performs metrics analysis at regular intervals in the Metrics analysis report. The purpose of performing metrics analysis is to monitor the health of the project and take corrective actions if a particular metric is not performing as per the set target. Causal analysis will be done to identify the root cause. Appropriate corrective and preventive action is identified and the result of the same is documented in Metrics Analysis Report. Statistical Process Control (SPC) is performed for all the control metrics which are identified in process performance models. As part of metrics analysis, actual data is monitored to check if the predicted targets for the goal metric would be achieved. If the target values for the metrics are observed to be out of range PL/PM would document the reasons for exception in the MAR and would trigger corrective action as appropriate.

29 Software Configuration Management PL and SCM group coordinate Configuration audits at the defined intervals to ensure compliance to configuration management procedure

30 Re-validate the Project Plan PL re-validates the project plan at the following milestones / events: At the end of each phase of a project When an exception condition is observed during tracking based on metrics analysis When there are some shortcomings in the project’s performance When there is a significant change in the project requirements and scope In case the work is received in work packets from the customer, then at the start of each work packet. If work packets are large, then at the end of each phase within the work packet In case of prototyping, at the start of each cycle of the development. If cycles are large, then at the end of each phase within the cycle If the project plan does not reflect the actual state of the project, then it will be revised

31 Project Coordination Meeting The PL communicates the changes in the Project plan to the project team and the support units If there is a significant change in the resources, PL may conduct a Project Co-ordination Meeting to re-negotiate the resources This meeting will be in line with the Project Kick-off meeting PL records and maintains the minutes of these meetings in the Project Workbook

32 Customer one assessments Customer one assessment shall be conducted on a monthly basis for identified project deliverables. (Refer…Customer One Assessment Procedure). The applicability of Customer one assessments shall be as per the Customer One Assessment Procedure

33 Project Process Monitoring QR monitors the Project activities on an ongoing basis for compliance with Mahindra Satyam's QMS, and the project specific process as defined in the project plan

34 Internal Quality Audits QR co-ordinates and conducts the Internal quality audit of the project PL tracks the non-conformances in the project found by the auditor, if any, to closure QR ensures that PL implements the identified follow-up action in the project

35 Objective met The progress of the project is tracked and monitored and appropriate corrective actions are taken to keep the project under control

36 Delivery and Deployment