We follow simple seven steps to complete each Project Control audit. These steps include:
1. Conduct interviews across the project team and record response to queries that relate to specific areas (such as Planning & Scheduling, Cost Engineering & Estimating, Progress Performance Evaluation, Change Management, Project Risk Management and Project Reporting) of project control.
2. Interview the project control staff regarding functions and project deliverables.
3. Review and audit of project costs, schedules, progress and performance measurements based on the Project Control Audit Check List.
4. Select at one or ALL (depends on requirement) project control function to examine from initiation to completion of the procedure. (i.e. cost forecasting)
5. Review the results and observations from Steps 1 through 4 with the Project
Manager or Site Manager and the Project Controls lead.
6. Distribute Project Control Audit Report to Client
Step 1 – Conduct Project Team Interviews
A Project Controls Survey pertaining to the workings of the project controls function is used to determine individual understanding of the specific areas mentioned above.
In addition to these areas, several key individuals outside the project controls function are also asked to quantify their own view of their Team’s ability to affect Project Performance. At least four (4) individuals are interviewed. Each area of Project Control includes sub-topics of pertinent discussion points and questions that are to be answered in terms of a number between 1 and 10. The number one indicates complete disagreement with the statement or questions. Ten (10) is an indication of strong agreement with the statement or question. Four (4) to six (6) is considered to be within the normal or neutral zone. Four (4) indicates below average and six (6) is considered to be above average. Results from the survey are analyzed by looking at the average score for each area and the most frequent response for response to specific statements or questions. The maximum score for each area is based on the number of pertinent discussion points and questions that applicable for a project during the audit. Results are presented in the PROJECT CONTROL AUDIT report tabulated in the report section, FINDINGS – Areas of Project Control Score Card.
Step 2 – Interview Project Control Staff
Each component of the Project Controls is discussed and inspected with the Project
Controls staff, including overall and specific cost and schedule areas. The personnel are questioned to learn of their understanding of the processes and the current status of project controls deliverables.
Step 3 – Review Project Control Audit Check List
Each available component of the Project Control Audit Check List is discussed and reviewed with the project controls team. The check list will be updated and presented in the PROJECT CONTROL AUDIT report tabulated in the report section, FINDINGS.
Step 4 – Review one project controls process from initiation to completion
The process of collecting, organizing and reporting project cost, schedule or progress data is reviewed in each audit to check for consistent analysis. One specific process will be selected for an in depth review and audit. All pertinent documents are reviewed for content, satisfaction of project requirements and compliance. Exceptions are noted.
Step 5 – Review Steps 1 through 4 with Project Manager or Site Manager and the Project
Upon completion of the Audit, findings, project requirements and Company standards are reviewed with the project team. Specifically, the review is with the Project Manager and the Project Controls lead. All exceptions, good and bad, are presented to the project team in a clear and decisive way that is founded upon the specifics of the relative project.
Step 6 – Distribute Project Control Audit Report to Project Team and Business Unit Management.
Prepare a written report of the Project Control Audit objectives, procedures, findings and results for the survey. Make recommendations for improvement and develop recommendations for future projects. Upon finalisation, the Project Control Audit report will be distributed or routed to the Client authorised team.