Overview

Purpose

The purpose of this article is to provide a reference guide for the primary system functions associated with completing a project review.  The includes:

1. Manage Review: Changing the review status as a review progresses through relevant stages of artefact supply, scoring and risk assessment and scored.
2. Artefact Supply: The steps involved in loading of project artefacts for the work products in readiness for their scoring and risk assessment.
3. Scoring and Risk Assessment: The steps involved in completing a Review.

Pre-Requisites

This document assumes the following has been setup and provisioned:

1. All planning components have been completed. For this guide refer to:
   1. Training Management organisational unit
   2. Project 1: Example Project assurance unit
   3. Review commenced 22/09/23 review
2. In this guide the "User" should be a Project Director and/or Project Manager that is tasked with performing the project review. 

Expected Outcomes

By the end of this document, the reader will be able to complete the project review function of:

1. Setting a project review status for all stages of a project review 
2. Executing a project review 

Manage Review

Begin Review Execution

Prior to commencing the Review, ensure the set project phase has been completed. Refer to user guide "Set Phase for a Review".   

To commence the review, from the SolutionAmp Home page ensure the Execute tab is selected.

The project review status will need to be set for each stage of the review as it is completed.  To set the status, select the Manage Review Status as shown below

The assessment review stages are:

1. Artefact Supply: during this stage the project team gather all artefacts that represent a specific work product.  Artefacts are attached in SolutionAmp as evidence of their contents and completion status of a work product. Some organisations may choose to attach a link to their document repository. 
2. Scoring and Risk Assessment: this is the main stage of a review during which the scoring is completed.  The scoring assessment is based on the artefacts that are supplied above.  
3. Scored: once the scoring is completed, the status is set to Scored.  This will enable all reporting of the review outcomes to be presented in the Report section in SolutionAmp.

To set and change the review status, select the status field, and select the applicable status.  In the example below, Artefact Supply has been selected.

Review Assessment

Artefact Supply

Once the review status has been set to Artefact Supply, the project team will commence collecting artefacts for all work products within the specified review phase.

Attaching artefacts to their equivalent work product is performed from the Home Screen Execute tab, by selecting "Options > Perform Review" shown below

Then select View, shown below

The Add Artefacts screen will be displayed.  Next, select Show

Selecting Show from the screen above will display all work products for each domain.  Select Add Artefacts for each work product

Artefacts may be added via an Upload Files option and/or URL section, shown below

Once all artefacts have been added to the work product, select the Done option to return to the previous screen.

The process must be repeated for all work products until all artefacts have been attached to their equivalent work product.  As you upload your work products, the Add Artefacts screen will show a completion rate against each of the Domains.  Orange indicates the completeness of a specific domain as shown below.

Once the artefact Supply process is completed, the review status will need to be changed to Scoring and Risk Assessment for the assessment to continue. It is advisable to provide all artefacts before the scoring and risk assessment commences, however this is not mandatory.

Scoring in Progress

Once the review status has been set to Scoring and Risk Assessment, the scoring is ready to commence.

Scoring work products can be commenced by selecting Perform Review from the shortcut menu, as shown below.

The project reviews screen will be displayed including the project phase and review status.  Select View.

The Review Work Products screen will be displayed.  Select Show for any Domain to commence the scoring activity.  In the example below, Business Architecture & Design is the Domain selected.

Select either Show and then Scoring to commence scoring a particular work product, or just click within the scoring field below.  In the example below, the Business Requirements work product will be scored.

The Review Work Product screen is displayed with a list of unique questions for each work product.  These questions represent the attributes that a work product is required to meet for it to be considered complete.

All work product questions from the Review Work Product screen must be answered.  Available responses for each question are:

1. Yes: The artefact(s) supplied for the work product meet the attributes of a given question. You can add comments.
2. No: The artefacts supplied for the work product do not meet the attributes of a given question.  If No is selected an Exception Note will be displayed; the default exception note may be left unchanged, or the reviewer can over-write it if additional clarity is required for this response.
3. Not Relevant: The question is not relevant to the project being reviewed.  If this response is selected an Override Justification field is displayed.  The reviewer must provide justification as to why the question is not relevant.

Once all questions are answered on the above screen, select Next at the bottom right of the screen to display the approvals question screen.  This screen is used to answer common approval questions for each work product.  Once all questions are answered, the aggregated work product score is displayed.  Select Next to complete the work product scoring activity

Once scoring is completed, the work product analysis screen is displayed to provide a summation of the work product scoring activity. This includes the Calculated Score for a work product that is derived from the question responses and Exceptions based on the questions which received a No response.  See below example

To complete the scoring of a work product, select Done in the bottom right corner. A risk assessment will only be required if the scoring result is below a certain threshold (default is 80%).

In the example provided, the No responses and Calculate Score have shown the work product to be incomplete and represents a risk to the project.  Select Risk Assessment to complete a risk assessment for the work product

Based on missing work product attributes identified during the scoring process, SolutionAmp will identify a risk and the consequences of that risk for review, as shown in the screen below

The user will review the risk statement and risk consequences and derive the severity by selecting the Likelihood and Impact if the event the risk is realised.  Note also that the consequences can be amended and over-written by the user.  In this example the user has set the likelihood to Likely, and the impact to Major, resulting in a risk Severity of High, as shown below

As a result of the assessment, SolutionAmp will suggest a risk Action Plan to mitigate the risk consequences.  The user should review the action plan and re-rate the Likelihood and Impact of the risk once the action plan has been completed.  

Note the Risk action plan can be amended and over-written by the user.  In this example, the user has set the After Mitigation Likelihood to Unlikely, and the Impact to Minor.  The resulting severity is determined to be Low as shown below.  Select Done to complete the Risk Assessment

The process must be repeated until all work products have been scored, and their resultant risks (if any) have been assessed.  At any stage during the scoring process you can select Learn More for a work product per below

Select Learn More and a detailed description will be shown for the selected work product. 

Once all work products have been Scored and Risk Assessed, update the review status to be Scored to complete the process as shown below.

Scored

The review status can be set to Scored if the scoring for all work products is performed and the risk assessment is complete for all work products that have their score below the defined threshold (default is 80%).

Once the review has been completed, the project review is no longer available in the Execute tab of SolutionAmp.  The results of the review are available in the Report tab.  Refer to the Manage Report user guide.

From the Report tab, details of the review findings are presented in full detail including:

1. Uncertainty Trend Graph: This is a graphical representation of planned work expected to be completed by the current project phase versus the completed work for the current project phase, as determined by the scoring review.
2. Scores and Risk: Provides the details of all scoring results, including all work product risks, risk consequences, and risk action plans to mitigate identified risks.