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Independent and regular evaluations of project performance provide the confidence that the project is progressing in a satisfactory manner. These reviews monitor the effectiveness of project processes and pinpoint project risks. The QA team documents QA reviews using QA reports to indicate status and make recommendations. Because minimizing risk is an integral part of quality management, the contracting officer, who is responsible for risk management on the project, should ensure that risk management reviews parallel QA reporting intervals specified in the QAP.
QA reviews take place at the checkpoints cited in the QAP. Reviews include separate interviews with the client, supplier, members of the purchase/SCM team, and other project stakeholders. Evaluation criteria and approval authority have been outlined in the QAP, which should be revisited by the QA team with the review participants.
Upholding quality standards is a team effort. The client, supplier, and purchase/SCM team share joint responsibility with the QA team for executing the QAP. Critical success factors to executing the QAP include:
- The client, supplier, and purchase/SCM team abide by decision-making structures and processes for advising corrective actions and implementing QA recommendations in a timely manner.
- QA recommendations are addressed at the appropriate level.
- Involve independent QA staff early in the project; this will allow time for them to develop project knowledge and prepare for an integrated review process.
- Client and purchase/SCM team invite QA representation at key meetings, site visits, and project activities.
- The client and purchase/SCM team address points of risk identified in QA reports in a timely manner, using the risk management plan to assess risk trends and evaluate recommendations and risk mitigation strategies.
- Respond quickly to implement QA recommendations or revise processes.
- Maintain thorough and accurate documentation of all inputs and outputs of the processes, reporting, tracking, recommendations, and corrective action activities.
- QA review should help channel communications among the client, the purchase/SCM team, and the suppliers. A three-way feedback mechanism will alert participants to early signs of risks and avoid costly corrections later in the project.
- Document lessons learned to use for reviews on the Postal Service intranet knowledge site.
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