The Implementation phase of the Project Management Process puts the project into action. The Implementation phase consist of four sub phases: Execution, Monitoring & Control, and Move to Production.
Monitoring and Controlling progress of a project’s implementation plays a very important role in the successful implementation of a project.
Tracking of Action Items The Project Office at ASU uses Action Items (a list of tasks) to track outstanding items needing to be completed. The Action Items list is initially created from the Work Breakdown Structure (WBS). Weekly team meetings are held to review/update listed action items as well as to add additional items as the need arises. This is done to ensure that activities in the critical path are completed on time so that the timeline of the project does not slip. These meetings also serve the purpose of protecting the project from unintentional scope creep. (link to Action Items Spreadsheet)
Tracking of Issues Throughout the project implementation, there will be times when action items turn into irresolvable issues at the project team level. These action items are then escalated into issues to be engaged and resolved by the Project Sponsor and other stakeholders of the specific process in question. (link to Issues Spreadsheet)
Status Reports The Project Office distributes electronic status reports of all technology-related projects on a bi-weekly basis. These reports are sent to all Project Sponsors, Team Members, and the Technology Steering Committee; primarily to show the health of each of the projects currently being implemented. (Link to Status Reports)
Any change within a project that affects the Scope, Timeline, or Budget of the project is subject to the change request process. The Project Manager submits the change request to the Project Sponsor on behalf of the Project Team. Once the change has been approved, it can be added to the scope of the project. (Link to Change Control Document)
As a project moves to completion and the new service or process has been moved into a production environment, there are safeguards that need to be in place to ensure uninterrupted service to the end-users.
Before the project can move into the Close Out phase of the Project Lifecycle, it must pass through the DIR Project Delivery Framework Implementation Review Gate. The Review Gate is a serious of questions that need to be addressed. Routing and signatures of the Review Gate Document may be required depending upon the Classification Level of the project (see below).
Level 1 Review Gate Document needs to be completed and submitted to the CIO of the implementing institution for approval
Level 2 Review Gate Document needs to be completed and submitted to the Project office of the implementing institution for approval
Level 3 Review Gate Document needs to be completed by the project PM and saved within the project file of the implementing institution.
The project is ready to move into the Close Out Phase of the Project Lifecycle.
