PJM

QUALITY MANAGEMENT
PROCEDURES
<Company Long Name>
<Subject>

Author: <Author>
Creation Date: March 10, 1999
Last Updated: June 6, 2021
Document Ref: <Document Reference Number>
Version: DRAFT 1A

Approvals:

<Approver 1>

<Approver 2>
Quality Management Procedures Doc Ref: <Document Reference Number>
June 6, 2021

Document Control

Change Record
5

Date Author Version Change Reference

10-Mar-99 <Author> Draft 1a No Previous Document

Reviewers

Name Position

Distribution

Copy No. Name Location

1
Library Master Project Library
2 Project Manager
3
4

Note To Holders:

If you receive an electronic copy of this document and print it out, please write your
name on the equivalent of the cover page, for document control purposes.

If you receive a hard copy of this document, please write your name on the front
cover, for document control purposes.

<Subject> Measurement Procedure 7 of 5

File Ref: 526958824.doc (v. DRAFT 1A )
Quality Management Procedures Doc Ref: <Document Reference Number>
June 6, 2021

Contents

Document Control.....................................................................................................................
Change Record....................................................................................................................
Reviewers.............................................................................................................................
Distribution..........................................................................................................................
Introduction................................................................................................................................
Purpose.................................................................................................................................
Scope & Application...........................................................................................................
Related Documents............................................................................................................
Quality Review Procedure.......................................................................................................
Purpose.................................................................................................................................
Scope.....................................................................................................................................
Definitions............................................................................................................................
Organization, Roles, and Responsibilities......................................................................
Tracking Information.........................................................................................................
Status.....................................................................................................................................
Procedure Steps...................................................................................................................
Quality Audit Procedure..........................................................................................................
Purpose.................................................................................................................................
Scope.....................................................................................................................................
Definitions............................................................................................................................
Organization, Roles, and Responsibilities......................................................................
Tracking Information.........................................................................................................
Status.....................................................................................................................................
Procedure Steps...................................................................................................................
Measurement Procedure...........................................................................................................
Purpose.................................................................................................................................
Scope.....................................................................................................................................
Definitions............................................................................................................................
Organization, Roles, and Responsibilities......................................................................
Tracking Information.........................................................................................................
Status.....................................................................................................................................
Procedure Steps...................................................................................................................

<Subject> Measurement Procedure 7 of 5

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Introduction

Purpose

The purpose of this document is to define the procedures for Quality Management
that will be used on the <Project Name> for <Company Long Name>.

Scope & Application

This document defines the following topics for Project Management of the <Project
Name> for the <Project Phase>:

 Quality Reviews
 Quality Audits
 Measurements

The procedures described in this document are to be applied to both <Consultant>

and <Company Short Name> responsibilities across the project.

Related Documents

1. <Consultant> Proposal for <Project Name>

2. Project Management Plan for <Project Name>

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Quality Review Procedure

Purpose

The purpose of this procedure is

Scope

This procedure applies to

Definitions
<Item> <Definition>

Organization, Roles, and Responsibilities

Tracking Information

Use the following information to plan, perform, and track quality reviews:

Status

The valid statuses for a quality review are:

Status Description

Procedure Steps

1. Plan Reviews

1.1 Plan review types (for example formal inspection or peer review) using PJM
Quality Management Standards and Guidelines.

1.2 Document in the Project Management Plan what review type is to be used for
each deliverable, who is responsible for the review, and whether the customer is
involved in the review.

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1.3 Document review dates in the Project Management Plan.

2. Prepare for Review

2.1 Ensure that the review item is ready for review.

2.2 Define a checklist appropriate to the review.

2.3 Obtain project standards appropriate to the item under review.

2.4 Get background material appropriate to the item under review.

2.5 Nominate review staff and roles, and forward the document under review to
the reviewers.

[2.6 Review the document. Note issues on the Review Comments List where a
formal inspection review type is used, as preparation for the review meeting].

Suggestion: Use the Review Leader Form included at the end of this section
to help with section 2 activities.

3. Conduct Review

3.1 Review the document against the checklist created in step 2.2 , standards, and
other input material. Note errors, omissions, and issues on the Review Comments
List.

3.2 List any issues external to the document under review that need to be
considered.

4. Complete Forms

4.1 Categorize the errors, omissions, and issues for severity and priority.

4.2 Complete the Review Leader Form.

4.3 Distribute the completed form to the member of the team designated by the
Team Leader to resolve the issues.

NOTE 2: At a minimum, complete the Review Comments List and Review Leader
Form for a review.

5. Monitor Actions

5.1 Ensure that all issues are resolved by either a resolution of the issue or an
agreement not to take action.

5.2 Update the Review Leader Form and Review Comments List to show the
outcome, completing the clearance box on each of these forms.

5.3 Retain the forms for the project library as a record of the review activities.

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Quality Audit Procedure

Purpose

The purpose of this procedure is

Scope

This procedure applies to

Definitions
<Item> <Definition>

Organization, Roles, and Responsibilities

Tracking Information

Use the following information to plan, peform, and track quality audits:

Status

The valid statuses for a quality audit are:

Status Description

Procedure Steps

1. Plan Audits

1.1 Plan project audits during preparation of the Project Management Plan (PMP).

1.2 Identify required resources (trained auditors).

2. Prepare for Audit

2.1 Define the agenda (scope and scale of the audit).

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2.2 Collect results and reports from previous internal or external audits.

2.3 Define a checklist for the audit.

2.4 Collect any other evidence such as plans and reports related to the area under
audit, such as problem analysis or risk lists.

3. Conduct Audit

3.1 Sample the processes under audit, and discuss plans with the project staff.

3.2 Complete Audit Action Forms for each item which requires action (and which is
agreed upon by the audited group), including the corrective action section. Obtain
agreement of action items from the audited group.

4. Produce Report

4.1 Complete the Audit Report based on Audit Action Form details, and summarize
the findings.

4.2 Distribute the findings to the staff involved in the audit. Include in the
distribution list the Quality Manager when more than six minor actions or any
major actions are identified.

5. Monitor Actions

5.1 Monitor any corrective action that is taken.

5.2 Follow-up audit where many actions are needed.

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Measurement Procedure

Purpose

The purpose of this procedure is

Scope

This procedure applies to

Definitions
<Item> <Definition>

Organization, Roles, and Responsibilities

Tracking Information

Metrics Collection

The following information is collected from data during this project:

Project

 Percentage of effort spent on reviews of documents

 Percentage of effort spent on rework of documents
 Effectiveness of reviews of documents
 Effectiveness of system testing
 Average hours required to fix a defect during development
 Percentage of bad fixes for development
 Variances between estimates and actuals (effort and time)

Business Process






Performance




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Metric Categories

Rework

Rework is defined as:

 Rework due to poor code

 Rework due to poor design
 Rework due to operations error (no backup)
 Rework due to wrong procedures
 Rework due to performance
 Rework due to procedure changes

Business Process Categories

 Process improvement (reduced cycle time)

 Documentation elimination (reduced paperwork)
 Capacity improvement (increased volume)
 Head count (reduced headcount)
 Quality improvement (reduced errors)

Status

The valid statuses for a measurement are:

Status Description

Procedure Steps

Follow these steps to collect, analyze, and report data:

1. Identify metrics to collect.

2. Collect metrics from project measurements.
3. Collate and prepare a Metrics Report (PJM Template).
4. Analyze metrics for improvement opportunities.
5. Communicate issues to management.
6. Report metrics to management using the End Report preparation.

Measurement Procedure 7 of 5
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