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Adaptive Processes Simpler, Faster, Better Adaptive Processes 2 Contents What are Audits? Why Audit? Who is an Auditor? How to Audit? –Knowledge of Auditing Principles –Knowledge of management system –Knowledge of the project / process –Audit Reporting Auditing : Dos and Donts

Adaptive Processes You must undergo Introduction to Quality and Quality Management System Training prior to attending this course

Adaptive Processes Simpler, Faster, Better Adaptive Processes 4 What are Audits? A systematic and independent examination to determine whether quality activities and related results comply with planned arrangements and whether these arrangements are implemented effectively and are suitable to achieve objectives. - ISO 8402 A Quality Audit is a structured review of other quality management activities. The objective of quality audit is to identify lessons learned that can improve the performance of this project or of other projects within the performing organization. : PMBOK 2000

Adaptive Processes Simpler, Faster, Better Adaptive Processes 5 In Simple Terms…. An audit checks whether it is possible to meet the project objectives An audit is a check on the health of a project An audit checks whether project procedures enable smooth flow of work

Adaptive Processes Simpler, Faster, Better Adaptive Processes 6 Why there is so much resistance to Audits? Seen as a fault finding exercise Project Managers don’t feel they get any value out of the exercise Seen as a mere ritual for certification purpose Seen as Check List filling exercise Past focused in stead of being future focused –Focus is on What did not happen –Unable to point out current deficiencies which could impact future

Adaptive Processes Simpler, Faster, Better Adaptive Processes 7 Why most audits are ineffective? Most auditors have a fault finding mind-set Unable to add value to the Project Past focus

Adaptive Processes Simpler, Faster, Better Adaptive Processes 8 The Real Purpose of Audits Identify potential risks that the project is facing or likely to face Learn Best Practices from the Project Share Best Practices from your project / your past experience Elicit key concerns that the PM has See if you can help the PM in some aspect Check process compliance to defined plan and organizational management system Compliance is important but not every thing about an audit!!!

Adaptive Processes Simpler, Faster, Better Adaptive Processes 9 How to make an Audit effective? Helping the PM in identifying aspects (risks, potential issues) that he / she might have missed Provide suggestions on issues that the PM is facing At least be a forum for the PM to let out his / her concerns Comeback and organize help for the PM Identify possible improvement areas for the project How to improve the efficiency of the process

Adaptive Processes Simpler, Faster, Better Adaptive Processes 10 How to make an Audit effective? Provide due credit to positive observations also Include other members other than the PL/PM Audit aspects which are in initial phases to indicate what could be the impact rather than auditing only through the rear view mirror

Adaptive Processes Simpler, Faster, Better Adaptive Processes 11 Types of Audits First party audit – Internal audit – Implementation and Improvement Second party audit – By the customer / customer representatives – Contractual fulfillment Third party audit – By Auditing Firms like BVQI, KPMG, TUV etc. – Implementation and Improvement –Compliance to standards requirements

Adaptive Processes Simpler, Faster, Better Adaptive Processes 12 Projects Success depends on… Customer Focus Project Leadership Involvement of Team Process Approach System Approach to Management Continual Improvement Factual Approach to Decision making Mutually Beneficial Relationship Focus of audit is to check if the project is on track to achieve success