Project management procedures
- Project management process
- Audit procedure
- Project review meetings and planning
- Risk management
- Customer supplied items
- Document control, quality records and filing
- Closing projects
- Handling, storage, packaging and delivery
- Verification of supplier provided services and products
- Subcontractor selection and evaluation
- Training
- Back up of electronic files
- Local level procedures
Project management process
Details of a project proposal are considered and reviewed by the Business Development Manager (BDM) and Project Leader. They meet with client to discuss proposed project ensuring the following have been taken into consideration:
- the University has sufficient recourses to undertake the proposed project
- the time period required to complete the project can be achieved
- the return to the University as a result of undertaking the project
- the expected income from the project
- the expected expenditure associated with the project.
The Business Development Manager (BDM) and project team put
together a detailed project proposal.
Guidelines and
templates can assist with the preparation of a proposal.
The Business Development Manager (BDM) enters the project proposal into the
Project Quality System (PQS). View the
small project process for consultancies and testing (internal
access only) (RTF file). These projects are
initially set up on the Project Quality System. Cost centres for this type
of activity shall be closed on an annual basis.
Audit procedure
Internal and external audits are conducted at planned intervals to assess the effectiveness of the system and compliance across the University.
The results of audits must be documented together with evidence of corrective action taken to remedy deficiencies found during the audits. The Management Representative (ISO Quality Officer) brings results of audits to the attention of relevant staff. Internal and External Audit Reports and associated action plans are forwarded to the Senior Management Group and then to the University Audit Committee. Any appropriate issues are then reported to University Council as part of UACs regular reports.
Internal audits
Internal audits are conducted by the administrative unit Planning and Assurance Services. Process for conducting internal audits
Internal Auditing for ISO9001:2000 (RTF file, 53kb) - this document provides the rationale and regime for 2008 internal auditing.
External audits
External audits are conducted by
SAI Global
Project review meetings and planning
The procedures assumes that the cost centre operates under an annual business plan that defines:
- mission and values
- business and business objectives
- performance measures
- monthly income and expenditure targets.
The annual business plan would normally constitute the first of a 3-5 year plan. The purpose of the monthly meeting is to ensure that each month's results meet or exceed requirements of the business plan. It is suggested that the following positions attend (the attendees are recommendations only therefore the attendees at a local level should be the appropriate project management staff for that particular area):
- Director/Head of School
- Business Development Manager (BDM)
- Divisional Finance Officer
The attendees will:
- review the previous month's performance and forecast future schedule
- compare results and trends with the annual business plan
- identify and decide on corrective action
- assign responsibilities.
All issues that are identified as not meeting the standards
set by the quality system are to be forwarded to the Management
Representative.
Risk management
Risk management and the appropriate
guidelines for risk assessment
are addressed in the Project Quality System.
Customer supplied items
The University will identify, verify and safeguard customer
supplied items provided for use or incorporation into a product/service. If
any customer property is lost, damaged or otherwise found unsuitable for
use, this shall be reported to the customer and records maintained. Please
note that customer property can also include intellectual property. For
further intellectual property information please contact the
University's Solicitors.
Document control, quality records and filing
Quality records are collated and maintained for ongoing reference in a safe readily accessible file or archive. Quality records are according to clients' requirements, or as designated by each division. Obsolete quality records are periodically removed from the file or archive and destroyed under the control of the Business Development Manager (BDM).
The BDM has primary responsibility for ensuring that quality records relating to proposals and projects are kept. However, these records can be kept by other appropriate staff (eg project leader, administrative support) according to the relevance of their role in undertaking the project activity and what is considered to be essential. Whilst it is acceptable that a single file is not required, the BDM must have accessibility to all project files on request. All records relating to a proposal and project are to be clearly marked for identification. It is recommended that PQS project ID number or cost centre number methodology be used for file order.
Proposal and project quality records include:
- proposal documentation
- project records, including proposal documentation, standard university contracts and copies of non-standard contracts, project information form, milestone and final reports and other essential correspondence
- assessment of subcontractors/suppliers and client feedback.
Electronic versions of quality records, which may include large databases, multimedia reports etc should be referenced on the file and named/indexed such that a unique reference is dedicated to the particular file. Electronic files should be stored on an appropriate system, which is subject to backup and archiving. In addition copies by way of disc or CD should be kept and stored.
- Document creation guidelines (internal access only) (RTF file) have been developed to assist in the development of quality documents
- Records management information (Chancellery)
The Project Checklist - RTF (pc)
and Word (Mac) -
provides guidelines to assist with the content of your project file(s).
Closing projects
Upon receipt of the final financial statement the Business
Development Manager (BDM) should ensure that the closed project file is
complete with all essential records. The whole project file should then be
archived.
Handling, storage, packaging and delivery
The conformity of products during internal processing and delivery to the client shall be maintained. Divisional and Institute processes ensure that adequate controls are implemented to include identification, handling, packaging, storage and protection.
Specific requirements as part of a project that may specify methods for handling, preparation and delivery shall be controlled and documented as part of that contract.
Division project report templates that demonstrate an
acceptable layout for title page and contents shall be used for reports. In
addition, project reports are to have a professional appearance consistent
with excellence in customer service and the scope of the work.
Verification of supplier provided services and products
When specified in a project contract that the client wishes
to inspect services or products at subcontractor/supplier's premises
arrangements are to be made by the Business Development Manager (BDM) and/or
project leader and subcontractor/supplier to make this contractual agreement
available.
Subcontractor selection and evaluation
Before engaging a subcontractor you must seek legal advice from the University's Solicitors. They will provide support and assistance in the establishment of a suitable contract and also review existing head contracts to ensure the appropriateness and legality of the proposed subcontractor engagement.
Guidelines and selection criteria for this arrangement can be found at:
- Engaging contractors
- Financial handbooks (staff portal)
-
Contractor OHSW Evaluation Checklist (Word doc)
Training
The ISO Quality Officer will organise necessary training for
the Business Development Manager (BDM) network. Records shall be kept by the ISO Quality Officer
identifying the type of training and attendance. In addition to this training the University provides
staff development - training
seminars available to all staff. Additional training may be conducted at a local level
and the Business Development Manager (BDM) shall keep records of this type
of training.
Back up of electronic files
The University databases (including Research Master, Finance
1 and Project Quality System) are backed up daily. Back up is carried out by
Information Strategy and Technology Services Unit. Each back up tape is kept
for a period of at least three weeks.
Local level procedures
Each Division/Institute has its own quality procedures: