Reviewing the performance of any project or organization is key to its success and growth. This is best practice to conduct management review meetings for agenda of continuous improvement. Any organization that implements total quality management or TQM on their processes and projects must establish a management review procedure for regular review of its progress and performance.
The below project management review procedure describes the process for reviewing the projects to ensure its continuing suitability and effectiveness in meeting the quality performance requirements. This procedure applies to the review of the Management System directly related to Projects including Quality, but excluding HSE which is dealt with in a separate HSE Management Review Process.
Procedure also details the planning, preparation, reporting and conduct of project management meetings.
Management Reviews shall be conducted at least every 6 months for all projects. These shall be conducted to review the past performance of the Projects to determine ways that company as a whole may improve in meeting the management system requirements.
Project Quality Representative or engineer of each Project shall facilitate management review meetings.
The reports of Project Management Reviews or any other management reviews shall be used as a basis for Corporate Reviews and these reports along with minutes of the management meetings shall be send to the respective leaders or department heads.
Specific Project Management Review meeting schedules shall be agreed by the project process leaders to ensure all projects undertake a Management progress review.
Specific Dates for a Project Management Review shall be determined by the Project Director in conjunction with the Project Quality Manager / Representative.
For each Management Review meeting, a Management Review Report shall be prepared in advance.
This management review may also be considered as a ‘Lessons Learnt’ review for the construction projects.
Project Management Meeting Preparation
Appointing Project Review Team
The Project head or director shall confirm the date, time and venue for the project management meeting and appoint, through a notification one (1) week before the scheduled management review, a Management Review Team to review the effectiveness and the continuing suitability of the quality management system.
This Management Review Team shall include the Project Director as chairman, Project Quality Representative as facilitator and other Project Managers as determined by the Project Director.
Project Quality Manager / Representative shall prepare a project review report based on the performance of the project including the project quality objectives and its documented management system. This report shall include but be not limited to:
i. Introduction;
ii. Executive Summary;
iii. Follow up actions from previous management Reviews;
iv. External Quality Audits; (Subcontractors, Suppliers)
v. Internal Quality Audits;
vi. The status of any Project Procedure/ Plans/ Policies;
vii. Review of Project nonconformity;
viii. Review of Preventive and Corrective actions;
ix. Client Complains or degree of Client satisfaction achieved;
x. Changes that could affect the management system;
xi. Difficulties or problems encountered in performing the quality function;
xii. Other issues that required executive management attention;
xiii. Recommendation for improvement.
Distributing Project Management Review Report: The Project Quality Representative shall distribute the review report at least one (1) week before the review meeting to all members of the nominated management team.
Management Project Review Meeting Agenda
a) A minimum of one (1) week prior to the scheduled Project Management Review meeting taking place, the respective quality representative shall circulate the agenda for the meeting.
b) This agenda shall at minimum contain the following items.
i. Project Director’s briefing on the purpose of the meeting.
ii. Confirmation of minutes of last meeting.
iii. Review status of actions arising from the last meeting.
iv. Review of Project Management Review Report and determine actions required.
v. Any other business improvement ideas or suggestions.
Conducting Project Management & Progress Review Meeting
a) Follow the agenda during the Management Review meeting and record the attendance at the meeting using Meeting Attendance Record sheet.
b) The Management Review Team shall review the Project Management Review Report and where appropriate discuss where improvements to the system can be made. The team shall provide details to assist the Chairman in assigning any actions as a result of the discussion.
c) Where actions are necessary upon reviewing the Project Management Review Report, the Chairman shall when possible determine the actions, assign staff and fix a completion date for each action.
d) The Chairman shall determine if any revisions to the quality management system are necessary, as a result of reviewing the project review report to ensure quality management system’s continuing suitability and effectiveness in meeting the company and project’s performance requirements.
e) The outcome of the review shall ensure the following:
i. Improvement of the effectiveness of the Management System and its processes.
ii. Complying product improvements related to customer requirements.
iii. Availability of necessary resources.
Preparing Minutes of Project Management Reviews Meeting
a) Minutes of the project management review meeting shall be recorded on Minutes of Meeting format by the Project Quality Manager/Engineer and distributed to all attendees and department/discipline heads. Recording any action arising from the Project Review meeting, including any person responsible and the target date for completion.
b) If there are any amendments to procedures conducting in accordance with procedure development and management of systems documents.
c) Upon completion of the action, the person responsible shall inform the project quality manager in writing.
d) The project quality representative shall monitor the status of actions and shall issue reminders as necessary and report to the project director upon completion or delay of all actions.
Necessary Records
Project Review Meeting Notification
Project Management Reviews Report
Meeting Attendance of Project Reviews Meeting
Minutes of Project Reviews Meeting
Records of Completed Actions arising from the Project Review Meetings
Appendix A – Process Flow of Project Management Reviews
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