Management Review Procedure - Ohio Higher Ed



Project Identification | |

|Project Name |Project Number |

| | |

|Program Manager |Project Manager |

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|Date Submitted |Submitted By |

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I. PURPOSE

A Management Review is a formal assessment of a project by a designated review team to determine if project deliverables are consistent with the objectives, intent, design, and purpose of the project and if the project is proceeding according to the project development planning documents and quality plans.

The purpose of a Management Review is to examine progress, determine the status of plans and schedules, confirm system allocations to meet requirements, and evaluate the effectiveness of management approaches.

Objectives of the Management Review process are to ensure project activities move forward according to plan, determine if there is a need for alternative planning or a change in project direction based on the evaluation of the product development status, and maintain overall control of the project.

II. SCOPE

Management Reviews may be done any time; however, they are normally scheduled at the end of each phase of the project development lifecycle. Management Reviews identify whether plans are being followed and progress is being reported accurately.

Management Reviews are also used to evaluate and measure the effectiveness of management procedures.

Management Reviews are conducted by those directly responsible for a project.

III. REQUIREMENTS

A. Prerequisites

1. Management Reviews are scheduled, project tasks. The Project Plan should have provisions for Management Reviews and the reviews should be included in the Project Schedule and Project Budget. Their timing is determined by the Project Plan and project Software Quality Assurance Plan (SQAP). Resources should be allocated to conduct and participate in Management Reviews.

2. Unscheduled Management Reviews may be requested at the discretion of the Project Manager, Functional Managers, or Software Quality Assurance manager as the need is determined.

3. The Review Leader is chosen by the project manager.

4. A Management Review should only be conducted when a statement of objectives for the Management Review exists and the software product being examined is available.

5. A Subject Matter Expert (SME) should present an overview of the Management Review procedures for the review team.

6. Regulations, guidelines, policies, standards, or procedures against which the software product is evaluated should be available.

7. Management Review team members are expected to be familiar with the objectives of the review and evaluate the product in advance of the review.

B. Expected Performance and/or Process

The defined roles for a Management Review are the Decision Maker, Review Leader, Recorder, and Management Review Team Members. Technical Staff and other roles that may provide support to the review team, as needed. Technical knowledge may be necessary to conduct a successful Management Review.

Roles may be shared among the team members and team members may perform multiple roles, for example, the Review Leader may also serve as the Recorder. Management Review assignments are performed by available personnel who are best qualified to evaluate the software product.

Project Manager

1. Determine the need for a Management Review session based on provisions in the project planning documents.

2. Select the Review Leader and confirm the Decision Maker. (Triggers for a Management Review session include reaching designated project milestones or completing specific project events.)

Review Leader

3. Identify and select individuals to perform Management Review session roles.

Decision Maker

4. Determine the Management Review session objectives.

Review Leader

5. Make arrangements for the review session, including announcing the session, selecting and notifying team members, assigning specific responsibilities, distributing the software work product for review, and ensuring the review team is familiar with the objectives of the review.

6. Set a timetable for distribution of review material, the return and classification of comments, and forwarding comments to the work product author for disposition.

Management Review Team Members

7. Examine the software product and other review inputs prior to the review.

8. Report anomalies detected during the examination to the Review Leader.

9. Track preparation time, record the total and provide to the Review Leader. (Records should be maintained to determine the Total Cost of Quality.)

Review Leader

10. Classify anomalies in general and specific categories to ensure that review meeting time is used effectively.

11. Forward anomalies to the software work product author for disposition.

12. Conduct the Management Review meeting and ensure its objectives are met.

13. Gather individual preparation times and record the total.

Management Review Team Members

14. During the review meeting the whole review team examines plans, and the progress against applicable plans, standards and guidelines.

15. Evaluate the software product against the review objectives.

16. Evaluate the project status including the status of plans and schedules.

17. Review anomalies identified by the review team prior to the review.

Recorder

18. Document the meeting. Record each problem area. Produce a list of anomalies and action items to correct them.

Decision Maker

19. Determine if the Management Review session objectives have been met. Inform the Recorder and the Review Leader.

Recorder

20. Prepare Management Review report. The Management Review session is fully documented with a report that lists all anomalies detected, action items, and a list of other recommendations to management. The Management Review report consists of documented evidence that identifies the project being reviewed, review team members, software product reviewed, specific inputs to the review, Management Review objectives and whether they were met (the Decision Maker provided this information). The report also contains a list of resolved and unresolved anomalies, action items, and management issues. The list of items includes status (open, closed), ownership and target date (if open), or completion date (if closed), and any recommendations made by the review team on how to dispose of unresolved issues and anomalies and whether the software product meets applicable regulations, standards, guidelines, plans, and procedures without deviations.

Review Leader

21. If needed, recommend additional reviews are conducted to follow up on the items reported (the Decision Maker provided an assessment of whether the review session objectives were met). Subsequent reviews should cover anomalies and related action items.

22. Verify action items assigned in the meeting are resolved. A Management Review is complete when all review session activities have been accomplished and all items listed in the Management Review report are accomplished.

23. Place the Management Review reports and artifacts under Configuration Management (CM) controls.

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