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Establishing Project Office Checklist

 

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Establishing Project Office Checklist

The Project Office Checklist can be used on the initiation phase of the project office to ensure that it includes infrastructure, documentation, appropriate roles and responsibilities allocation required to support the project. Use this checklist to review the project office operation to ensure that it supports the project as originally planned.


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1. Selecting premises

  • Establishing and documenting requirements for premises
  • Choosing practical location of premises
  • Checking the premises to meet the requirements originally documented
  • Ensuring that the premises provide sufficient capacity for the project
  • Making a formal contract for the lease/purchase/use of the premises
  • Stipulating if the premises continue to be available when the project is delayed
  • Installing additional equipment to the premises if required (cabling, air conditioning , etc. )
  • Ensuring that on-site facilities are sufficient (e.g. number of meeting rooms, bathrooms)

2. Maintaining office and communication equipment

  • Providing the project participants with all required office equipment (e.g. computer hardware, project planning software, copiers, fax machines, etc.)
  • Providing technical support to ensure that office equipment remains operational during the project
  • Ensuring spare equipment is available in case of shortage
  • Installing required video and voice conferencing equipment
  • Testing all office and communication equipment before the project launch

 

3. Appointing roles and defining job descriptions

  • Project Director
  • Project Office Manager
  • Procurement Manager
  • Communications Manager
  • Quality Manager
  • Risk Manager
  • Team Leader
  • Defining formal Job Descriptions and adjusting it with all roles
  • Describing responsibilities and performance criteria for each Job Description
  • Assigning appropriately skilled staff to each of the roles

4. Determining standards

  • Planning standards
  • Quality standards
  • Acceptance standards
  • Reporting standards
  • Documentation standards
  • Other relevant standards

 

5. Determining processes

  • Scope management process
  • Time management process
  • Cost management process
  • Quality management process
  • Change management process
  • HR management process
  • Communications management process
  • Acceptance management process
  • Risk management process
  • Procurement management process

6. Creating templates based on PO phases

  • Initiation
    • Business Case
    • Feasibility Study
    • Terms of Reference
    • Job Descriptions
  • Planning
    • Project Plan
    • Resource Plan
    • Financial Plan
    • Quality Plan
    • Acceptance Plan
    • Risk Plan
    • Procurement Plan
    • Communications Plan
  • Execution and Control
    • Timesheet Form, Timesheet Log
    • Expense Form, Expense Log
    • Quality Form, Quality Log
    • Change Form, Change Log
    • Acceptance Form, Acceptance Log
    • Risk Form, Risk Log
    • Project Status Report, Communications Log
    • Purchase Order Form, Procurement Log
    • Progress Report
    • Checkpoint Report
  • Closure
    • Project Closure Report
    • Post Implementation Review

7. Project office maintaining

  • Maintaining project plans by comparing actual status with baseline
  • Building status reports and delivering them to project stakeholders
  • Storing all project documentation and conducting regular project communication
  • Retaining project timesheet, expense, quality, change, acceptance, risk, procurement, communications and registers
  • Providing staff guidance ....


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