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Quality and Assurance Management within the Transformational Flow Tutorial

1 Quality and Assurance Management within the Transformational Flow

This lesson focuses on the relationship between quality and assurance management and the transformational flow. It also covers the various roles and their areas of focus in quality and assurance management. In addition, it focuses on the information in the documents used in the process. Let us begin with the objectives of this lesson in the next screen.

2 Objectives

By the end of this lesson, you will be able to: ? Discuss the quality and assurance strategy ? Explain the quality and assurance plan ? Explain the relationship between quality and assurance management and transformational flow ? Describe the roles and their areas of focus in quality and assurance management ? List the information available in the documents used in quality and assurance management In the next screen, we will focus on the quality and assurance strategy.

3 Quality and Assurance Strategy

The following are some important information about the quality and assurance strategy. A key focus of the quality and assurance strategy is to ensure that the integrated assurance of the programme avoids multiple, overlapping reviews. The quality and assurance strategy should be established by an organisation to provide strategic direction to its assurance regime. It applies to business change within the organisation and its fundamental and integrated relationship with its financial approval and decision-making system. The strategy must be approved by the Sponsoring Group and it should cross reference the monitoring and control strategy. In the next screen, we will discuss the quality and assurance plan.

4 Quality and Assurance Plan

The Quality and assurance plan implements the quality and assurance strategy. The following are a few facts about the quality and assurance plan. The quality and assurance plan identifies the responsibilities for quality, assurance, review and control. It describes how and when the programme will carry out audits, health checks and reviews. The plan also describes the resources needed for the successful completion of specific quality activities. It details how and when the work will be monitored and reported. The plan also provides input to ensure that the required resources and time commitment are a part of the programme plan. It considers the assurance coverage of constituent projects and scheduling activities to avoid assurance overlap and overload. The plan should be developed using a risk based approach to ensure that the assurance provision is appropriate and meets the requirements of all the parties who are in need of assurance. In the next screen, we will discuss the relationship between quality and assurance management and transformational flow.

5 Quality and Assurance Management within the Transformational Flow

The table on the screen depicts the relationship between quality and assurance management and transformational flow: In ‘identifying a programme’, a programme should specify its assurance approach and the critical success factors within the programme mandate. There should be an independent assurance of programme brief and program preparation plan. ‘Defining a programme’ includes the creation of related strategies and plans. Quality and assurance, information management and formal review of the programme are conducted prior to getting the approval to proceed. Corporate policies must be investigated and considered while developing individual strategies. In ‘managing the tranches’, quality in processes, tools and techniques that are described in individual strategies is embedded. Quality and assurance measures are applied to the programme, and regular audits and gated reviews are conducted. These reviews include performance reviews of internal and external partners. In ‘delivering the capability’, a strict quality regime is focused on product quality. The Integrated assurance approach, which might include the gated review process, ensures that the regime is in place to cover program and projects. In this process, programmes will regularly engage with suppliers. Let us move on to ‘realising the benefits’. During pre-transition, there needs to be a focus on assurance that the business is preparing for and is ready for change. The transition should be handled optimally and critically. During post-transition, activities to embed the change and realise the benefits occur. During ‘closing a programme’, formal reviews of strategies and plans and other programme documentation are conducted. In the next screen, we will discuss the roles and their areas of focus in quality and assurance management.

6 Roles and Areas of Focus in Quality and Assurance Management

In this screen, we will focus on the roles and areas of focus of the Senior Responsible Owner or SRO (read as S-R-O), Programme Manager, Business Change Manager or BCM (read as B-C-M) and Programme Office. Let us first discuss the roles and areas of focus of the SRO. The SRO consults the Sponsoring Group on the approach to programme assurance. He ensures that an adequate assurance regime is in place for all aspects of quality in the programme. In addition, the SRO signs off the quality and information management strategies. The SRO also initiates assurance reviews and audits, and maintains focus on the programme management principles. Next, we will discuss the roles and areas of focus of the Programme Manager. The Programme Manager develops and implements the quality and assurance strategy. He also plans and coordinates the delivery of outputs from projects that are suitable for achieving the desired outcomes and benefits. Further, he develops and implements the information management strategy and plan. In addition, the Programme Manager initiates assurance reviews of the project and supplier performance, and ensures that the lessons learnt are implemented. Let us discuss the roles and areas of focus of the BCM. The BCM implements the transition, realisation, and review of benefits from project outputs. He also initiates assurance reviews of change readiness and business performance. This will ensure that the business change lessons that are learnt are implemented. Now, let us discuss the roles and areas of focus of the Programme Office. It establishes and maintains the programme’s quality and assurance plan as well as the information management plan. It ensures that appropriate audits, assurance and review processes are carried out for the programme as defined in the respective strategies. The programme office also provides information to support the assurance reviews.

7 Quality and Assurance Management Documents Information

In this screen, we will discuss some documents used in quality and assurance management. Let us first focus on the quality and assurance strategy document. The purpose of the quality and assurance strategy document is to define and establish activities for managing quality across a programme. It includes the details of processes that will be used to track programme performance against principles, key areas and success factors. It also includes integrated assurance arrangements for the programme and aspects of programme that will be subject to review, and control and quality criteria to be applied. The quality and assurance strategy also includes information on how lessons learnt will be managed. In addition, it includes the descriptions of functions, roles and responsibilities of quality management and any link to independent assurance and trigger for these activities. The document also includes the details of actions taken as a result of the activities discussed and the interfaces with the corporate management systems and monitoring and control strategy. It also includes the specific standards and regulations that need to be followed. Let us now discuss the quality and assurance plan document. The purpose of the quality and assurance plan is to set out the timetable and arrangements for carrying out the quality and assurance strategy. The plan includes the schedule of activities required to implement the quality and assurance strategy, and explanation of how the assurance arrangements will be deployed. It mentions who will undertake quality assurance and review and control activities aligned with the activities in other plans. It will also provide a description of how and when the programme will conduct audits, health checks and reviews. It provides information on how and when the work quality will be monitored and reported, and mentions the estimated effort and cost.. The plan also contains the schedule for planned assurance review.

8 Summary

Let us summarise what we have learnt in this lesson: The quality and assurance strategy ensures that the integrated assurance of the programme avoids multiple overlapping reviews. The quality and assurance plan identifies responsibilities for quality, assurance, review and control. The relationship between quality and assurance management and transformational flow can be defined on the basis of identifying a programme, delivering capability and closing the programme. The SRO initiates assurance reviews and audits The BCM implements the transition, realisation, and review of benefits from project outputs. The documents used in quality and assurance management are the quality and assurance strategy and quality and assurance plan. Next, we will look at a few questions based on the lessons covered so far.

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  • PMP, PMI, PMBOK, CAPM, PgMP, PfMP, ACP, PBA, RMP, SP, and OPM3 are registered marks of the Project Management Institute, Inc.

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