Vision for Change
Are there clear, easily understandable statements of:
- the need for change?
- the vision of what should be achieved?
- the project scope, success criteria and route map for delivery?
- how things will be when the project is complete?
Business Case and Alignment
Is there a business case for the project including:
- options appraisal confirming the recommended option as best value for the University?
- non-recurrent project costs and recurrent whole life costs which include effort from all areas?
- credible assessment of benefits?
- alignment with the University Strategic Plan?
- market analysis and procurement strategy?
- risk analysis and delivery plan?
- requirements for post project “business as usual” service delivery ?
Has funding and authority to proceed been secured?
Sponsorship and Stakeholder Buy In
- Is there clear evidence of senior level of support for the project?
- Has an appropriate individual been identified as the Project Sponsor/Senior Responsible Owner?
- Has an appropriate individual been identified as the Senior User to represent the groups who will use the services delivered by the project?
- Has the project identified all other critical groups of people who will be affected by the project and obtained their buy-in and agreement to the vision?
- Have reporting requirements been confirmed for the University groups and committees who will have an interest in the project as it progresses?
- Is there clear evidence that lessons learned from previous similar projects at the University or elsewhere will be used positively to improve project governance and outcomes
- Are there ongoing activities to maintain the engagement of key stakeholders and to what extent are these successful?
- Is the project team representative of the stakeholders whose operational input will be essential for success?
- Is the project team and other supporting teams appropriately skilled to deliver the project?
- Is there evidence of appropriate staff development and recruitment being undertaken to strengthen the project team?
- Has the project undertaken active team building to establish team cohesion and shared belief in the project aims and approach?
- Is there evidence of ongoing and effective interworking between team members?
- Is the team adequately resourced and supported to successfully deliver the project?
- Has the project established a clear and appropriate communications strategy and is it being used effectively?
- Is the stakeholder analysis inclusive of all groups impacted by the project?
- Have adequate resources been devoted to ensuring effective communication?
- Has the project ensured communications are targeted and relevant to audience?
- Have cultural and behavioural impacts been assessed and appropriate actions identified?
- Are communications focused, consistent, timely and likely to build trust and deliver results?
- Do communications include effective feedback loops and is there clear evidence that engagement is being used to drive project decision making and not simply as a public relations exercise?
- Is the communications plan a key element of the project delivery strategy and is it regularly reviewed and updated?
- Does the project have a Project Manager with day to day responsibility for running the project?
- Has the project established an effective governance structure with Project Board, appropriate subgroups, project office etc?
- Does the Project Board meet sufficiently regularly to review project progress?
- Has the project established and maintained clear business leadership and user input throughout the project?
- Has an appropriate individual been identified as the Senior Supplier to represent the groups who will deliver the project?
- Have organisational structures been identified/established for post project “business as usual” service delivery?
- Do all staff involved in project governance understand their responsibilities and are they appropriately supported to discharge these?
Risk Management and Assurance
- Has the project identified key risks and maintained and reviewed the risk register throughout the project?
- Is there evidence that risk management is being used to drive effective decision making?
- Has the project established reporting processes and KPIs such that Project Manager, Project Sponsor/Senior Responsible Owner and Project Board can monitor progress, and deal with issues?
- Are there effective financial control and reporting processes?
- Has the project established effective review processes and is their clear evidence that appropriate action would be taken to abandon or delay the project if progression requirements were not met?
- Does the project employ appropriate and effective external review processes to provide guidance and assurance on project progress - particularly for significant project decision or transition points?
- Has the project vision and business need been translated into a clear and unambiguous brief by the Project Manager and team?
- Has the project established and maintained a detailed project plan identifying actions, responsibilities, resources and timelines?
- Has the project established risk, issues and change management processes?
- Is there clear evidence of effective resource management?
- Are there effective processes for learning and adapting the approach based on experience during the project?
- Have reporting formats and frequency been agreed and is project management reporting clear, consistent ant timely?
- Do regular progress reports reflect the interests the Project Board and other project stakeholders?
- Where external spending is required has the procurement strategy been agreed with Procurement Office and is this being followed?
- Has the project established clear baseline measures such that there is a statement of what took place before the project started?
- Is there a detailed implementation plan?
- Are there appropriate contingency arrangements such that go live can be delayed or aborted if things go wrong?
- Does the plan provide adequate information and training etc for stakeholders whose ways of working are to be changed by the project?
- Has the project ensured adequate help and support mechanisms are in place for people both during and after the change?
- Is there a plan to resource the resolution of issues that become apparent after go live?
- Can the implementation be rolled back in the event of a serious failure post go live?
- Has the relevant technical and user documentation been completed?
- Is there a plan and agreed criteria for closure of the project and re-deployment of project team?
Is there a plan to conduct a post project review to identify the learning from the project and how any outstanding issues emerging from the project will be handled?
Has the project established appropriate measures to identify the improvements made against the baseline, and to act as a starting point for further improvement?
Are there clear processes and responsibilities defined for benefits realisation and on-going improvement?