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Template for IDA project (Project ID)
Template for specific development (Contract ID)
Project Management and Quality Plan
Issue 3
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TABLE OF CONTENTS
0 PREFACE – PLEASE READ FIRST.........................................................................1
0.1 Purpose of this document.............................................................................................1
0.2 !er!ie"........................................................................................................................10.# Purpose..........................................................................................................................10.$ %enefits of the Pro&ect '(n()ement (nd *u(+it, P+(n -P'*P.............................20./ Scope of the P'*P......................................................................................................#0. App+ic(i+it, to (rious T,pes of Pro&ects..................................................................$0.3 Re+(tionship of the P'*P to ther Documents........................................................$
1 I4TRD5CTI4......................................................................................................../
1.1 Purpose of the Pro&ect '(n()ement P+(n -P'*P................................................../1.2 Scope of the Pro&ect....................................................................................................../1.# De!i(tions from the P'*P........................................................................................../1.$ References (nd (pp+ic(+e documents........................................................................1./ Termino+o),...................................................................................................................3
2 ERIE6 F T7E PR8ECT..............................................................................9
2.1 Pro&ect description........................................................................................................92.2 De!i(tions since the ITT..............................................................................................92.# :+o(+ Pro&ect Time P+(n.............................................................................................;2.$ Contr(ctu(+ 6or< 5nits...............................................................................................;2./ De+i!er(+es (nd Pro&ect Document(tion...................................................................;
# PR8ECT R:A4ISATI4 A4D RESP4SI%ILITIES....................................11
#.1 7i)her +e!e+ pro&ect or)(nis(tion structure..............................................................11#.2 The Commission=s o+i)(tions (nd responsii+ities.................................................11#.# +i)(tions (nd responsii+ities of other In!o+!ed :roups.....................................12#.$ >e, pro&ect personne+ (nd represent(ti!es..............................................................12#./ Sucontr(ctors............................................................................................................1##. Esc(+(tion Process.......................................................................................................1#
$ PR8ECT PRCESS C4TRLS.........................................................................1$
$.1 P+(ns.............................................................................................................................1$$.2 Pro)ress me(surement (nd monitorin)....................................................................1$$.# Process Contro+s..........................................................................................................1/
/ ACCEPTA4CE A4D PA?'E4TS...........................................................................13
/.1 5se of de+i!er, notes...................................................................................................13/.2 :ener(+ (ccept(nce procedure...................................................................................19/.# P(,ment.......................................................................................................................19/.$ Fin(+ (ccept(nce (nd c+osure of the pro&ect.............................................................19
C4TRL F T7E P'*P......................................................................................20
.1 P'*P Production.......................................................................................................20.2 P'*P Appro!(+..........................................................................................................20
.# L(c< of (dherence to the P'*P...............................................................................20
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3 SECTI4S FR A PR8ECT PR:RESS REPRT..........................................21
DC5'E4T C4TRL.....................................................................................................22
DC5'E4T SI:4FF........................................................................................................22
DC5'E4T C7A4:E RECRD.....................................................................................22
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0 PREFACE – PLEASE READ FIRST
0.1 PURPOSE OF THIS DOCUMENT
#1 This document is a generic document for use by IDA projects. It provides guidance
and template material which is intended to assist the relevant management ortechnical staff, whether client or supplier, in producing a projectspecific document.
It is also useful bac!ground reading for anyone involved in developing or monitoringthe IDA "anagement ystem $IDA"%.
0.2 OVERVIEW
#1 This preface is for information only.
#& The preface is therefore not meant to be retained in the projectspecific document.
#' The remaining sections $numbered 1, &, ',(% constitute a template that should be
used to construct the projectspecific document.
Te)t in normal case is in the most part *boilerplate+ that can be retained,amended or deleted in the document.
Te)t in italics provides instructions on how to complete a section and should beremoved once the section is written.
# The template should be used pragmatically, that is where a section is not relevant it should be omitted. -onversely, the material contained in this document is notnecessarily e)haustive if there is a subject that is relevant to the project, but is notincluded in this document, it should still be included.
0.3 PURPOSE
#1 The purpose of this writing guide is to define the structure and content for /roject "anagement and 0uality /lans $/"0/s% to be used by IDA projects and their suppliers $internal or e)ternal% of software, euipment, services, studies orconsultancy.
#& 2y producing a /"0/ that adheres to the format defined in this writing guide, suppliers and IDA achieve the following objectives3
responsibilities and general principles are defined for managing the relationshipsbetween IDA projects and the suppliers $internal or e)ternal% to these projects of
euipment, software development, services, studies and consultancy.
a basis for uality assessments of the procedures employed by suppliers to fulfiltheir contractual obligations to IDA is defined.
#' This document consists of3
"andatory instructions on sections to be included in the /"0/ 4 which areindicated by the presence, in bold, of the word 5 must 6
-larification and refinement of the instruction shown in italic text.
Te)t which could be used and included in the actual /"0/ 4 written in normal font.
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# The structure of this document must be used as the structure of the /roject "anagement /lan, e)cept where indicated in section 1.' Deviations from the /"0/ .The te)t, which describes how to fill in each section, will obviously be replaced by theappropriate descriptions.
#7 This section must of course be omitted from the deliverable /"0/.
#8 The supplier6s /roject "anager must produce the /"0/. An initial draft of the /"0/ must be introduced for review at the project !ic!off meeting, which normallyoccurs within & wee!s of contract signing. The first issue of the /"0/ must bedelivered within two wee!s after the !ic!off meeting.
0.4 BENEFITS OF THE PROJECT MANAGEMENT AND QUALITY PLANPMQP!
#1 9)perience shows that the most successful relationships between suppliers and purchasers are those which are defined precisely, clearly and completely, and in
which there is agreement on these points before the start of the project.
#& The benefits of an agreed /"0/ are those resulting from the fact that3
there is effective communication between IDA projects and their suppliers ofcomputer euipment, services, software, studies and consultancy,
all business and management transactions are properly directed and authorisedbetween IDA and its suppliers, within the scope of a contracted project,
all changes to project plans, specifications, etc. are adeuately controlled in a specified and agreed manner,
both the IDA project and its suppliers have a clear understanding of projectobjectives, of the progress towards attaining these objectives and any impediment to their attainment,
there is clear agreement between the IDA project and its suppliers on the standards, procedures and methods employed to meet project objectives,
procedures are in place for ensuring that the IDA project receives all items specified by the contract, to agreed standards of uality and timeliness.
the /"0/ is used by the IDA project and its suppliers as a basis for agreement$rather than conflict%.
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Project Management
Plan
ExternalStandards
Best Practices
IDA ProjectManagement
Methodology
PMP Model
Contractor Project Methodology
ProjectCharacteristics
User
RequirementsAlication Area
!ye
Security"Sa#ety
Budget
!ime$scales
Si%e
The Objectives of the Project Management Plan
0." SCOPE OF THE PMQP
#1 This /"0/ must be produced in all cases of contractual relationships with suppliersinitiated by an IDA project. The /"0/ is eually applicable to situations in whichcomputer and communications euipment, computer software, services, studies and
consultancy or any combination of these are to be provided.#& :hen the contract is agreed, the life of the /"0/ will continue until the supplier has
satisfactorily completed all of its obligations under the contract.
#' The /"0/ will define the relationship in terms of3
;rganisation and -ommunication
/roject Time /lan
/rogress "onitoring and
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#& hould the supplier uses its own /"0/ template then there must be a crossreferencetable, included in that /"0/, to demonstrate how the supplier6s /"0/ meets thereuirements of this /"0/.
#' The template should be used pragmatically, that is where a section is not relevant it
should be omitted. -onversely, the material contained in this /"0/ is not necessarilye)haustive if there is a subject that is relevant to a particular /"0/ but is notincluded in the guide, it should still be included in the /"0/.
# In the conte)t of this document the term =project= is to be interpreted to mean *the set of activities by which the upplier satisfies its obligations to the -ommission underthe contract.+ In some cases, the project will refer to a continuing service provided bythe upplier. >or e)ample, provision of consultancy services to the -ommission would constitute a project in this sense. The /"0/ described in this document is applicableto any of these situations, although the specific /"0/ must be tailored to the
particular circumstances.
0.$ RELATIONSHIP OF THE PMQP TO OTHER DOCUMENTS
0.$.1 C%&'()*'
#1 The /"0/ must refer to the contract between the IDA project and the upplier. :henagreed by both parties, the /"0/ will have the force of the contract. It is intendedthat a model /"0/ and this :riting ?uide be sent to each prospective upplier as a
part of the Invitation to Tender $or
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1 INTRODUCTION
1.1 PURPOSE OF THE PROJECT MANAGEMENT PLAN PMQP!
#1
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a reference to appendi) $A% containing a crossreference table to demonstratehow the /"0/ meets the reuirements of this guide.
1.4 REFERENCES AND APPLICABLE DOCUMENTS
1.4.1 R(&* ,%*/&'-
#1 All reference documents must be listed, giving for each its name, its identification,version number and issue date and a seuential number to use as reference in the te)t $
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#& "ention both the e)pansion and the acronym on first use in the te)t. 9)cessive use ofabbreviations and acronyms ma!es reading difficult. That is why it is recommendedthat their use be limited to a few words commonly employed in the field.
#' It is possible to combine this section and the following one into a unified glossary.
Depending on the si@e of the glossary, creation of an appendi) to contain it may helpthe *usability+ of the /"0/.
1.".2 D&'%&-
#1 All terms, the meaning of which may lead to incomprehension, misunderstanding orambiguities, must be defined.
#& /lease refer to the IDA ?lossary first, to find out if the term is already defined.
#' This section is very important, as words are often interpreted in very different waysand thus can seriously affect the understanding of uality reuirements.
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2 OVERVIEW OF THE PROJECT
2.1 PROJECT DESCRIPTION
#1 The purpose of this section is to give a feeling of what the project is about. A short presentation of the project must include3
a brief description of project phases and !ey activities in relation to the overall project
the objectives and e)pectations of this project $this should include the businessand user objectives and e)pectations, and system objectives% i.e. what the projectis aiming to achieve and why it is important to achieve the stated aims
an e)planation of the overall environment of the project to include3
i a brief specification of all constituent parts of the system which are the subject of this project. Include not only the parts for which the /roject Teamis directly responsible $either developed by itself or by others%, but also therelationship with other systems $or subsystems%
ii an overview diagram showing the structure of the system as viewed by theuser, giving system, subsystems and main parts
iii the elements of hardware and software to be developed and those which areto be bought by the /roject Team
the constraints that may adversely affect the progress or result of this project e.g.the dependency on thirdparties, untried technology, restricted protocols
platforms, user cooperation and readiness etc.
any limitations of the system i.e. give a brief statement of which features will belimited, as a result of the constraints identified
the assumptions that need to be indicated here to ensure the smooth running ofthe project e.g. availability of relevant reference documents information in atimely manner, data from users for test purposes etc.
the name and identification of the deliverables that will be produced.
2.2 DEVIATIONS SINCE THE ITT
#1 There could sometimes be a delay of more than ' months between the issue of the Invitation to Tender and the project !ic!off, and it is possible that during this period some components of the project may have been changed.
#& This section must list all the changes. If there are no changes, then the statement *Bodeviation identified+ must be included in this section.
#' If the changes that have been identified result in having an impact that cannot beaccepted in the approved framewor!, the change control procedure must then beused.
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2.3 GLOBAL PROJECT TIME PLAN
#1 The initial global project time plan must to be presented in this section. It can be presented either as a simple 9)cel spreadsheet table $for smaller projects% or in the
form of a ?antt -hart using a more sophisticated project management tool such as "icrosoft /roject or /roject :or!bench, for inclusion in the appendi).
#& The subseuently revised and updated project time plans are to be provided separately so that this /"0/ need not be reissued each month, when the project time plan is reviewed and updated.
#' As a minimum reuirement, these details must be included $for each of the project phases and the !ey activities and milestones% into the project time plan3
start date for the activity
delivery dates
overall contractual deadline
intermediate dates lin!ed to uality assurance type activities such as validation,reviews, project progress meetings etc.
events lin!ed to user6s obligations such as providing euipment, interfaces, data for testing, approval of documents etc.
2.4 CONTRACTUAL WOR9 UNITS
#1 >or each wor! unit defined in the contract $or the wor! in its entirety if it is notdivided in the contract%, the following information must be provided.
description of the unit $brief description if it is already detailed in the contract%
estimation of production deadlines3 it should correspond to deadlines mentionedin the contract for that unit
estimation of the amount of manmonths
estimation of necessary resources in euipment $where applicable%
#& Information can usefully be presented using tables. Information about the wor!loadand resources $listed above% must be consistent with those the supplier already !nowsthrough the proposal or commercial negotiation.
2." DELIVERABLES AND PROJECT DOCUMENTATION
#1 everal types of deliverables e)ist3
products bought by or created under the responsibility of the /roject Team,
products provided to the /roject Team by the IDA project or other involved groups.
#& Those products1 may comprise3
1 Product, esult o% acti)ities or &rocesses( A &roduct may include ser)ice$ hardware$ &rocessedmaterials$ so%tware or a com'ination thereo%( A &roduct can 'e tangi'le e(g( assem'lies or &rocessedmaterials4 or intangi'le e(g( +nowledge or conce&ts4$ or a com'ination thereo% % ( IS5 661, 1
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hardware
software
project related materials
training
system documentation and manuals
#' All deliverables must be identified here. They could be categorised as3
2usiness deliverables provided by the supplier, which will satisfy the businessneeds. The list should be developed and refined to ensure that it contains acomplete and correct specification of both the final products and also the mainimmediate ones, which have to be developed as steppingstones to the final
products.
/roject "anagement deliverables, provided by the supplier, which are produced
to help manage, control and monitor the progress of the project, as well as fulfilling the obligations demanded by the methodology and standards adoptede.g. Design pecification, Development /lan, -onfiguration "anagement /lan,Test /lan, ecurity /lan etc.
Deliverables provided by the client, which are usually related to3
information in the form of documents
software that needs to be integrated or tested with the main businessdeliverable
hardware that needs to be interfaced to the final product
test data for acceptance testing
Deliverables provided by other parties, which are usually related to
specific information in the form of documents
specific piece of software
specific hardware
# >or easy identification, the deliverables may be listed in a matri) table. An e)ampleis given below.
De+i!er(+es Pro!ided
, Supp+ier
Pro!ided
, IDA
Pro&ect
Pro!ided
, ther
:roups
T(r)et
De+i!er,
D(te
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3 PROJECT ORGANISATION AND RESPONSIBILITIES
3.1 HIGHER LEVEL PROJECT ORGANISATION STRUCTURE
#1 A formal project organisation structure $with role titles% must be identified here,which would allow for channels of communication to decisionma!ing forumsbetween the IDA project and the supplier.
#& 9ach role title identified must be bac!ed up by a role description which would specifythe responsibilities, goals, limits of authority, relationships, s!ills, !nowledge ande)perience reuired of the role. These detailed role descriptions would best beincluded in the appendi).
#' The project organisation structure would best be presented in a graphical or chart
form, showing3 the hierarchical dependency between the management group overseeing the
project,
the /roject "anager and the different team leaders $when this level oforganisation e)ists%, and also
the organisational environment of the project with entities e)ternal to thedevelopment $e.g. e)pert group, technical committee, uality assurance, theclient%.
# pecify the highest authoritative level of the project organisation which represents atmanagerial level the 2usiness, Cser and upplier interests of the project. Thisusually ta!es the form of either a /roject 2oard or a /roject teering -ommittee.The composition of the /roject 2oard or the /roject teering -ommittee shouldtherefore comprise of at least
a enior 9)ecutive who loo!s after the business interest of the project $e.g. a senior IDA representative%,
a enior Cser who champions the desired outcome reuired by users and ensurethat the project delivers it $e.g. senior "ember tate
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/roviding all documentation and information necessary for the project withinacceptable delays. This includes sufficient availability of the users and otherinvolved persons
/rocedures and timetables for the acceptance of deliverables which have to be
respected by the IDA project. Approval of a deliverable imply the approval of theusers concerned with the content of the deliverable. A deliverable cannot beconsidered accepted until the IDA /roject "anager has signed it off.
A fast feedbac! from the IDA project to the upplier. This is a necessarycondition to diagnose uic!ly any possible misunderstandings between the
partners. It is therefore important that the IDA /roject comment on minutes ofmeetings and drafts of documents as soon as possible.
3.3 OBLIGATIONS AND RESPONSIBILITIES OF OTHER INVOLVED GROUPS
#1
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3." SUBCONTRACTORS
#1 All the subcontractors that the supplier intends to use in performing its obligations onthe project must be listed here. This list shall specify the name and address of the
subcontractor organisation, the nature of the products or services that it will provideas a part of the project, the contact person and the start end dates for thereuirement.
#&
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4 PROJECT PROCESS CONTROLS
#1 The /"0/ must include a number of control measures to manage, monitor and
communicate the project activities and deliverables. This section shall specify the useof plans, the production of reports that help to measure and monitor project progress,and the controls and measures adopted to ensure the success of the project.
4.1 PLANS
#1 All the clientfocused plans that will be produced and implemented for this projectmust be listed here. Include the target available dates for each of these plans. The
precise list of plans to be included must be agreed with the /roject ;fficer for the specific project.
#& The following list, which is not e)haustive, should be tailored and used according tothe needs based on the si@e and comple)ity of the project3
Acceptance /lan
-onfiguration "anagement /lan
-hange -ontrol "anagement /lan
Installation /lan
"igration -onversion Transition /lans
/roduct upport /lan
/roject ;perational 0uality /lan
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is usually reported in the form of a /roject /rogress
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a project audit to be performed during the lifespan of the project, then it must beindicated here.
#7 Risk Management . It must be specify how the identified project and business ris!swould be monitored and managed. It may be useful to list them in the form of a
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" ACCEPTANCE AND PAYMENTS
#1 The acceptance and payments processes, that are agreeable to the ommission ,
must be described here. The following list, which is not e)haustive, should be tailored and used accordingly based on the si@e and comple)ity of the project. or simplicity, list all the products that have to be formally accepted by IDA$deliverables, intermediate deliveries, documents, etc.% and when this process is tooccur $end of phase or final acceptance%. Indicate when approval is reuired, thetime allowed for comments, and where the decision is to be recorded.
#' The e)ample table below could be used to clearly identify the products reuiring formal acceptance.
Pro&ectph(se De+i!er(+es 5ser BIDARe!ie"s
Fin(+ IDARe!ie" T(r)etAppro!(+D(te
Appro!(+-? or 4
# Approval and disapproval must be formally notified and recorded.
#7 If an acceptance is lin!ed to a payment, a copy of the formal acceptance by IDA must be anne)ed to the invoice.
".1 USE OF DELIVERY NOTES
#1 -onfirm here the supplier6s adherence to the /roject ;fficer6s delivery note usage practice. This means that all deliverable items are to be delivered by the upplier tothe designated contact point for deliveries. ince in most cases deliverables arecapable of being emailed the normal practice is that a covering email should be
sent with the deliverable and the /roject ;fficer6s designated contact willac!nowledge receipt of the deliverable by means of a return email.
#& The covering email should include the following details3
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".2 GENERAL ACCEPTANCE PROCEDURE
#1 The general acceptance procedure that is agreeable to the -ommission must bedescribed here. ome of the points to consider are3
Dates of submission of deliverables for acceptance. These must be agreed inadvance by IDA $see section &.' %. 2earing in mind that the review process mayinvolve users and e)pert groups, a realistic turnaround timescale for commentsto be fed bac! to the supplier should be & wor!ing days. At the end of the &wor!ing day period, the deliverable shall be deemed to be accepted if nocomments are made to the upplier.
:here comments from user and e)pert groups are invited, it should be the /roject ;fficer6s responsibility to collate and decide on the overall acceptability of thecomments before transmitting the final comments bac! to the supplier.
:hen the final comments are fed bac! to the supplier, by the -ommission, an
agreed revision shall be produced by the upplier within & wor!ing days. >ormal signing off by the IDA /roject "anager shall constitute acceptance.
The acceptance of software modules will normally be based on the successful runof tests described in the Acceptance Test /lan.
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communicate with the /roject 2oard /roject teering -ommittee on closure ofthe project and to notify all involved parties
#& It is the /roject ;fficer6s responsibility to send a final acceptance note to the upplier to signify project closure.
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# CONTROL OF THE PMQP
#.1 PMQP PRODUCTION
#1 >or large projects, identify the role titles responsible for preparing and producing thevarious sections of the /"0/. A table may usefully summarise this information. Thisis not necessary for smaller projects or those that do not involve multiple parties.
#.2 PMQP APPROVAL
#1 -onfirm here the adherence to the standard /"0/ approval process which is3
The supplier6s /roject "anager prepares the /"0/.
An initial draft is introduced for review at the project !ic!off meeting, whichnormally occurs within & wee!s of contract signing.
The user representative, the any designated 0uality Assurance authority, and the /roject ;fficer review the /"0/. -ollated comments are then fed bac! to the supplier within the specified turnaround period.
-omments are integrated into the /"0/ in order to produce the final versionwhich has to be approved by the IDA /roject "anager.
The first issue is delivered within two wee!s of the !ic!off meeting.
#.3 LAC9 OF ADHERENCE TO THE PMQP
#1 Define a process that would allow the supplier6s and the -ommission6s ualityauthorities to3
identify the lac! of adherence to the /"0/
evaluate the impact and conseuences as a result of the nonadherence
initiate corrective actions.
#& 9ither describe, in detail, the procedure to be followed or ma!e reference to theapplicable 0uality ystem procedure if available.
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$ SECTIONS FOR A PROJECT PROGRESS REPORT
#1 A project progress report must be structured as defined below.
1 Introduction1(1 Pur&ose o% the document1(2 Intended readershi&1(3 5)er)iew o% the document1( De%initions$ acronyms and a''re)iations1(! e%erences
2 Project acti)itiesummarise activities in the previous reporting period.
ist deliverables produced, presentations given and meetings attended.
3 =or+ &ac+age status Describe the project wor! pac!ages started, continuing or completed duringthe reporting period. ummarise their status $e.g. in progress, suspended,completed etc%.
Project deli)era'les status ist all the /roject deliverables and summarise their status $not started, started, delivered, accepted%
! ;omments on the &roject!(1 :eneral
Discuss the issues arising from the activities performed in the
reporting period.!(2 >ew ris+s
Tabulate all ris!s to the project that have arisen in the reporting period.
!(3 ;ontinuing ris+sTabulate all ris!s to the project raised in previous reports that stille)ist
. Project wor+ &lan >orecast what progress is e)pected in the ne)t period. Jighlight any changes of plan with respect to the /"0/ and last progress
report.
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DOCUMENT CONTROL
Tit+e Project Management and Quality Plan
Issue Issue 3
D(te 1/ ?anuary 2661
Author ?ohn