Project Delivery Process D200

D200 - Agree reviewers & sign-off authority / responsibility

DEFINITION

State the list of papers to be produced and agree a small empowered group of reviewers and authorisers.

SUMMARY

In a Brief Delivery it is important that decisions can be taken very rapidly.  For this reason, the project manager will normally state the list of papers without consultation.  Appropriate management from the client organisation will be identified as reviewers of these papers, and specific managers will be identified with the authority and responsibility to sign-off the documents.  The final list should be agreed with the client organisation.

Each topic will normally be designed and documented using a Brief Implementation Paper (BIP).  At the outset of the delivery segment, the list of topics must be created and/or revised to define the precise breakdown of topics.  Responsibilities must be defined both for the conduct of the tasks and for the management “ownership” of the topic.

The required papers and sign-off responsibilities are documented in the IP Control Log.  If desired, the Definition of IPs/Topics document can also be used to give a more detailed description of the content and purpose of each paper.  The definitions should be formally agreed and accepted by the client organisation.

This process is used in a Brief Delivery in place of the D100 process in Integrated Design Development and Implementation (IDDI).

PATH PLANNING GUIDANCE

This process is normal practice in a Brief Delivery.  

DEPENDENCIES

Prerequisites (Finish-Start):

• (none)

Prerequisites (Finish-Finish):

• finalisation of the high level design architecture / scope of project

Dependent procedures (Finish-Start):

• all BIP design tasks

RECEIVABLES

• Delivery Approach Definition (DAD) or equivalent statement of overall design architecture

DELIVERABLES

• Definition of IPs/Topics (DoT) (optional)
• IP Control Log (IPCON)

TOOLS

• sample lists of IPs per application area / industry
• IP control log template (IPCON)
• Definition of IPs/Topics Template (DoT)

DETAILED DESCRIPTION OF TASKS

IP Control Log

The IP Control Log is used to define all planned papers and subsequently to control progress and issues.

Other control information may be stated on the IP Control Log.  In particular, it can be used to define other responsibilities such as the prime author and other required signatories.  The following information may be included:

• Reference: An identifying code for control and cross-reference purposes
• Title of the Brief Implementation Paper (BIP)
• Responsible Author: The prime member of the Project Team responsible for investigating the topic and preparing the paper
• Date(s) signed + status: Sign-off by the author - status shows whether this is “in principle” ie the reviewer requires no further change but the topic is open, or “final” ie the paper is now finalised and should not be amended further (other than through the formal change control process).
• Responsible Manager: This is the manager within the client organisation who it is agreed will have prime responsibility for defining, agreeing and signing off matters relating to this topic.
• Date(s) signed + status: Sign off by the Responsible Manager provides a definitive acceptance by the organisation.  Sign off may be “in principle” or “final”
• Other required signatories: These are other personnel within or outside the Project Team who it is agreed should review and sign-off matters relating to this topic.
• Date(s) signed + status: Sign-off by other signatories “in principle” or “final”
• Other circulation:  Other agreed recipients of the paper.  Further notes may be added to show whether this is for review or information only etc and whether draft copies or only final copies should be supplied.
• Document Status: This shows the current status of the document, eg draft, signed “in principle” or finalised.
• Version Number: The current version number of the document
• Planned Publication Date
• Included in Management Summary: Shows whether the contents of this paper should be/have been included in the overall Management Summary design document (if applicable)
• Other comments: as appropriate.

The IPCON template document is set up as an Excel spreadsheet.  Although it is a single table, it prints in two parts - signoff/responsibilities information and status information.

The Definition of Topics (DoT)

The Definition of Topics (DoT) is a similar table to the IP Control Log.  It is used to hold full details of the purpose and nature of each planned paper.  Entries will correspond to the titles shown on the IP Control Log.  It is used optionally to allow other parties, such as user management, to understand the purpose of the papers.  (Further details can be found in process D100.)

Review and agree

Individual's’ involvement, powers and responsibilities should normally be discussed and agreed with the personnel concerned.  Care should be taken to ensure that appropriate participants are chosen.  In particular, Responsible Managers should have sufficient time and interest to perform their role. - they should be involved, responsible, accountable and committed.

In a Brief Delivery, it is important to avoid political disputes.  The chosen reviewers  must have genuine authority to define requirements and accept design decisions regarding the system on behalf of the client organisation.  Preferably, this should be a small empowered group who can meet together to decide any issues that arise.

The definition of sign-off responsibilities forms a crucial part of the project’s mandate.  It is important that the powers and responsibilities are formally agreed by the project’s executive body - eg a steering committee or the sponsor.

Any effect on the Path Plan or Segment Plan should be addressed and agreed.