Some important terms defined in brief

Assumption Log

The assumption logs are of two types: high level and low-level assumptions.
Assumptions are anything / parameter in project management / business management, which are not known with definiteness, but these are accepted as true or certain to carry forward planning of knowledge area activities.

These assumptions are verified during project life cycle and as such a log is maintained, so that assumptions are not missed from verification for final acceptance. In business case, the assumptions are considered as high level and in project life cycle are considered as low level.

When going for planning knowledge areas, for so many actions, parameters are assumed for planning in first stage and later when the assumption is not found correct, it is rectified to the desired extent during the project life cycle, be it in business case or project definition.

Expert Judgement

Expert Judgement is a technique, in which judgement is provided for process development, based on available specifications, expertise in product development and is valid for processes of the project management.

The environment considers the education, the knowledge, the skills and experience of the work force involved for project operations.

The judges  team may consist of specialists, journalists who provide judgement for all knowledge areas, based on organizational strategy, project requirement, best practices of the related projects, etcetera for management fields, such as analysis of data and information, outputs, and best management practices of business industry and technical knowledge.

Data Analysis

Data collection and analysis provides  information for knowledge and actions, and is done for all types of data such as for costing, quality, and variances etcetera, for decision making.
Also the type of analysis may  includes the existing project documents ( both during planning and generated during execution stage).  The document selected depends on the type of the processes involved.

Deliverables

They refer to the outcome of the project and establishes that products, service or results are to the satisfaction of customer (As agreed for business) and as such the project deliverables must be acceptable to the customer. Acceptance of deliverables is a requirement for project closure.

Issue Logs

Problems are continuously faced during project life cycle and if solutions are not provided, these becomes issues to be taken up at project at higher level for solutions. The issues are due to gaps in planning or project operations not sincerely taken up or may be due to unknown risks and may include health, safety, security, environment and corporate social responsibility issues.

Project Document Updates

Updates are provided to all formerly control documents throughout the life cycle of the project. The updates to the documents are the changes and as such these should be the part of the change log. These documents include

All generated documents during project life cycle

Joint Inspections

Testing records

Reports

Project history

Operation and Maintenance Manuals

As executed drawings

Quality and HSSE manuals

Contract task performance list

Benefits transferred in stages of the project

Construction Manual

Corporate social responsibility performance report

Requirement Documents

The Requirement documentation is a documentation of all the business requirements, starting from high level in business management to low level in project management. It is part of scope management. The requirements may be categorized. The fulfilling of requirements adds to business value and as such all the requirements from start to end in the project life cycle are tracked with requirement traceability matrix

Activity List
Activity list is the list of activities required to be taken up from project activities. Each activity is defined with work description so that it is understood by the project team and the constructor.

Milestones
The milestones are tools in project management that mark points on the project timeline, that depicts required agreed outputs. These points are to be achieved in project as per the timeline. And if not, the actions are taken in project execution process for stressing that these millstones remain as scheduled.

Basis of Estimation
Time duration of the project is an important aspect, and it needs to be maintained to avoid time overrun and then the cost overrun. The time duration derivations must be based on tested procedures and based on time durations estimation. The document may include

Estimation details
Assumptions if any
Constraint considered
Risk associated with duration estimation

The basis of estimation must inform the confidence level of estimation and the range of variation of duration.

Project Business Documentation

The documents include the project business case and the project benefit management plan. Project Manager must have the thorough study of the documents to align the project development with business.

Quality Control Measurements
Project Quality is assured in quality management document with formats approved for measuring the control quality actions.
Any variation in excess to specified variances must be discussed and new formats be got approved if required.

Project Communications
It is most important project management part and is taken up with verbal and nonverbal means. The purpose is to appraise the stakeholders about the progress of the project milestones, deliverables, cost and time overrun etcetera important for assessment at the high level, and at the low level, that is within the project, the communications necessary for all project process execution,

Risk Register

Risk register it is a key planning tool for risk management plans. The risk assessment is based on probability and it may be true or false. Utmost care is needed to monitor the identified risk timely. The risks are documented in Register along with their attributes. Format of register may contain details as
Risk priority
Description
Probability
Impacts
Risk category
Risk Trigger
Response strategy
Risk owners
Risk period and response date

Agreement
Agreement is a negotiated and usually legally enforceable understanding between two or more parties. The standard documents are available for agreements which can be customized for desired use. (A contract is a specific type of agreement that, by its terms and elements, is legally binding and enforceable in a court of law.) FIDIC and world bank contract document guidelines may be adopted

Procurement documentation
These documentations includes relevant document of pre-tender stage, tender finalization stage and contract administration period. Procurement document closure is necessary before the project closure. Documents in litigation process may be an exception.

Project Closeout begins with a Post-Implementation Review (PIR). The PIR is done after getting feedback from the

Project Team

Sponsor

Costumers

All-important key stakeholders

Other stakeholders

The feedback taken on the desired project scope / requirements is evaluated and discussed in meetings.

The outcome of the meetings is

Finding the good practices

Identify the Lessons learnt

Deposited them in repository for future use

Closing includes the formal acceptance of the project and the ending thereof. Administrative activities include the archiving of the files and documenting lessons learned.

Please refer to format for  Project Completion Report Blog on TechConsults. (www.techconsults.in)