1. VAR Preparation Meeting
Project Name
VAR Preparation Meeting
Date
For
VAR Team
6/23/2018

2. VAR Preparation Meeting
Purpose:
Provide information and prepare for the upcoming <Project name> VAR
Objective:
Review proposed interviewee list
Review proposed VAR agenda.
Contents:
Project Overview
VAR Process
Planning
Execution
Follow-up
Immediate Next Steps
Logistics

3. Background on Project

4. VAR Process (Planning) Timing, Scope, Location, duration, VAR sponsors & team.
Timing : The VAR will be conducted in Location from xx/xx/xxxx to xx/xx/xxxx,
Duration: 4 days.
VAR Sponsors:
VAR Team:
Scope: VAR review will follow the TECOP methodology and will address:
This would relate to your project and what as PM you think is wrong and needs to be addressed

5. VAR Process (Planning) Identify List of Interviewees
VAR process guidelines for identifying interviewees:
The interview list may contain the following:
Project Team
Sponsor & Steering Committee
Operations rep(s)
End User rep(s)
3rd party contacts
any other stakeholders

6. VAR Process (Planning) Arrange Interviews
     Interview Guidelines – from VAR Process
Given the global nature of project project, it is likely that some interviews will need to be held by telephone.
Key points;
Arrange with the project team as the very first interview – this is to give the full project background and latest status (as well as their interview).
Give careful consideration to the order of interviews – is there a specific preference which should be followed if possible.
Also arrange an interview slot with project team on the last day of the review in order to check the factual accuracy of the readout report.
All interviews should be held during the review period. In exceptional circumstances, a key interviewee could be interviewed in advance if they are otherwise unavailable.
Always be prepared for change in the interview timetable, and don’t forget to;
Allow time at start of day to recap from previous day and prepare for day ahead.
Allow time at the end of the day to compare notes and identify key findings.
Allow time for lunch (and arrange catering / restaurant passes if necessary)!

7. VAR Process (Planning) Define and obtain Pre-Read material.
The VAR team can request and obtain, any project document for their review.
In preparation the Project team has planned for the following material to be available in advance of the review.
·         Funding documents (e.g. Investment Proposal) plus approvals
·         Project Plan
·         Project Timetable
·         Recent project status reports
·         Recent Project Steering Committee reports
·         Project overview
·         Risk Register
·         Issues Log
·         Project Organisation Chart

8. VAR Process (Execution)
The execution phase of a review (Actual VAR) is the time when interviews are held and the readout report prepared.
The execution steps are:
·         Initial meeting with review team
·         Interview(s) as arranged
·         Identify key findings
·         Develop recommendations
·         Produce readout report
·         Verify accuracy of readout report with Project Team
·         Present readout report 

9. VAR Process (Execution) Initial meeting with VAR team
Meeting with VAR Team to ensure:
Team introductions around the table (background, business experience, expertise, experience in reviews)
Review team is clear about their roles, the objectives of the review and the timetable.
Explain review process (overview of process, deliverables, terms of reference)
Questions & answers on review process, agenda, schedule
Walk through the template review report. (Sample Attached)

10. VAR Process (Execution) Interview(s) as arranged during planning stage
Interview timings should be carefully planned bearing in mind the following.
Allow time to get to the interview room if necessary (every minute counts).
Know what questions you plan to ask in advance.
If there is more than 1 person conducting the interview, allocate one as main questioner and the other to make notes. As a rule of thumb, two people should interview the critical project stakeholders.
      Formalise notes from the interview quickly afterwards. Some people interview for 45 minutes and spend the remaining 15 minutes producing the specific findings.

11. VAR Process (Execution) Identify key findings
The Review Lead should allow time at end of each day to list findings.
These may help to guide subsequent interviews, although you should neither ask leading questions, nor restrict questions to specific areas.
At the end of the final interview, all findings should be recorded and categorised into the TECOP classifications.
Some people find it useful to write findings on post-it notes or cards in order to aid the categorisation.
Remember to record “positive” findings too.

12. VAR Process (Execution) Develop recommendations
Recommendations should be made for all of the key findings.
Major themes should be clear and unanimous.
Recommendations should be categorised both by urgency (i.e. how soon) and importance (i.e. project impact) using a High, Medium and Low assessment.
The readout report template guides you in this approach.
The team should define specific dates for the high, medium and low urgency items to be addressed.
Similarly, there should be a clear indication of the impact relating to high, medium and low importance recommendation.
Note that it is always possible that a project is performing well and that there are no major recommendations. This is not a failure on the part of the review, nor is it a waste of time.
A small number of key recommendations is preferable to a large number of minor points which dilute the message and may well be ignored.

13. VAR Process (Execution) Produce readout report
Allow plenty of time to complete this. For a 3-day review, typically allow a half-day to produce the report.
For a team-based review, the TECOPP sections are usually prepared first by individual team members.
The summary sections are then completed before a final review of the document.
The standard template in the Appendix should be used for consistency across all project reviews.
Review Readout Report attached

14. VAR Process (Execution) Present readout report
The readout report is usually presented to the project Steering Committee in a 1-hour session. This should be face-to-face wherever possible, otherwise by teleconference.
The readout session should follow straight on after the report has been completed, or as soon as possible afterwards.
There should be agreement on how the message will be delivered before the readout is done.
Usually, the Review Lead will walk through the report with support from other team members (where applicable).
Be ready to back up your findings and recommendations as necessary.
Agree a timetable for project response and follow-up session.

15. VAR Process (Follow-up)
There should be a follow-up session around 6 weeks after the review readout.
This should be arranged at the time of the readout.
The purpose is to ensure that the readout recommendations have been considered and action taken. It is also an opportunity to verify that the review has added value to the project.
Participants in the follow-up should be the Review Leader, Project Manager and Review Coordinator or Programme Director (or delegate).

16. Immediate next steps Finalize list of interviewees – VAR TEAM
Others
Agree who to interview
Arrange Interviews – VAR TEAM / Project TEAM
Review and Finalize VAR agenda – VAR TEAM
Send out Pre-Reads by <Date> – Project TEAM

17. Logistics Housekeeping Arrangements
Have a visual aid for each review day e.g. a map of the day to show deadlines and emphasis, constantly remind team members of immediate goals each day
Review Leader to try to arrive at location and check room / equipment the previous afternoon (especially confirm that projector is available and working).
Review Team room should be large enough for 2x size of review team. Try to have the same room for the entire review period. Ensure room is private and secure.
Aim to ensure that interview list makes explicit: - job title of person - office / room number in which interview will take place - telephone number to be used for remote discussions
Maintain / update dynamically list of interviewees – emphasise to the project / programme manager the need for them to be available to help locate / make appointments with such people.

18. Detailed documents on VAR
Attached are two documents that list in details the VAR procedures