Project Management Review Procedure

What is Project Management Review?

A Project Management Review is an exercise performed at the end of each project phase to determine the project’s current state. The project review identifies the deliverables created to date and decides whether or not the project attained its objectives.

Any organization that applies total quality management (TQM) to its processes and projects must build a management review method for regular monitoring of its progress and performance.

Reviewing a project’s or organization’s performance is critical to its success and growth. It is a great practice to hold management review meetings with a continuous improvement agenda.

The project management review procedure outlined below outlines the process of reviewing projects to guarantee their ongoing acceptability and effectiveness in achieving quality performance requirements.

This technique applies to the assessment of the Management System directly relevant to Projects, including Quality, but not HSE, which is addressed in a separate HSE Management Assessment Process.

The procedure also covers the planning, preparation, reporting, and administration of project management meetings.

All projects must have management reviews at least every six months. These will be carried out to review the past performance of the projects in order to assess how the organization as a whole can improve in achieving the management system requirements.
Each Project’s Project Quality Representative or engineer shall facilitate management review sessions.

The reports of Project Management Reviews or any other management reviews shall serve as the foundation for corporate reviews, and these reports, along with the minutes of management meetings, shall be distributed to the respective leaders or department heads.

The project process leaders must agree on specific Project Management Review meeting schedules to guarantee that all projects undergo a Management progress review.

The Project Director, in collaboration with the Project Quality Manager / Representative, will set the specific dates for a Project Management Review.

A Management Review Report must be written in advance for each management review meeting.

This management review can also be thought of as a ‘Lessons Learned’ review for building projects.

Project Management Meeting Preparation

Appointing a Project Review Team – The project head or director shall confirm the date, time, and location of the project management meeting and appoint, one (1) week before the scheduled management review, a Management Review Team to review the effectiveness and continued suitability of the quality management system.

The Project Director will serve as chairman of this Management Review Team, together with the Project Quality Representative as a facilitator and other Project Managers as designated by the Project Director.

The Project Quality Manager / Representative is responsible for preparing a project review report based on the project’s performance, including the project’s quality objectives and defined management system.

This report must include but is not limited to:

i. an introduction;

ii. an executive summary;

iii. follow-up activities from prior management reviews; and

iv. external quality audits. (Subcontractors, Suppliers)

v. Internal Quality Audits;

vi. The status of any Project Procedures/Plans/Policies;

vii. Project nonconformity review;

viii. Review of Preventive and Corrective Actions;

ix. Client complaints or degree of client satisfaction achieved;

x. Changes that could affect the management system;

xi. Difficulties or problems encountered in performing the quality function;

xii. Other issues requiring executive management attention;

xiii. Recommendation for improvement.

Project Management Review Report Distribution: The Project Quality Representative shall distribute the review report to all members of the selected management team at least one (1) week before the review meeting.

Agenda for the Management Project Review Meeting

a) At least one (1) week before the scheduled Project Management Review meeting, the corresponding quality representative shall circulate the agenda for the meeting.

b) This agenda must include at least the following items.

• Project Director’s briefing on the meeting’s purpose.
• Confirmation of the last meeting’s minutes.
• Review the status of actions resulting from the last meeting.
• Examine the Project Management Review Report and select the next steps.
• Any other proposals or ideas for business improvement.

Project Management and Progress Review Meeting

a) Follow the agenda during the management review meeting and use the meeting attendance register sheet to register attendance.

b) The Management Analysis Team shall analyze the Project Management Review Report and, if necessary, explain where system enhancements can be made. The team must provide details to aid the Chairman in allocating any actions resulting from the discussion.

c) If actions are required after evaluating the Project Management Review Report, the chairman shall select the actions, assign staff, and set a completion date for each action as soon as practicable.

d) As a result of examining the project review report, the Chairman shall evaluate whether any revisions to the quality management system are required to ensure the quality management system’s continued applicability and effectiveness in fulfilling the company and project performance standards.

e) The review’s findings must ensure the following:

• Enhancement of the Management System’s and its procedures’ effectiveness.
• Making product improvements in response to client feedback.
• The availability of required resources.

Preparing Project Management Reviews Meeting Minutes

a) The Project Quality Manager/Engineer shall document the minutes of the project management review meeting in Minutes of Meeting format and distribute them to all attendees and department/discipline heads. Recording any action taken as a result of the Project Review meeting, including the person responsible and the completion date.

b) If any changes are made to procedures carried out in accordance with procedure development and management of system documents.

c) When the activity is completed, the person in charge must notify the project quality manager in writing.

d) The project quality representative is responsible for monitoring the status of actions, issuing reminders as needed, and reporting to the project director upon completion or delay of all actions.

Necessary Documents

Notification of Project Review Meeting
Report on Project Management Reviews
Meeting Attendance of Project Reviews Meeting
Minutes of Project Reviews Meeting
Records of Completed Actions Resulting from Project Review Meetings

Appendix A – Project Management Reviews Process Flow

What are the five 5 basic processes of project management?

There are five phases of project management. The project is initiated by stakeholders, who then define and plan it. The team then performs the project and monitors its progress. Finally, after the project is finished, it must be closed down. As listed here:

• Phase 1: Project Initiation
• Phase 2: Project Planning
• Phase 3: Project Execution
• Phase 4: Project Performance and Monitoring
• Phase 5: Project Close

FAQs

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