Project Update Checklist

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1. Planning.
   • Be sure that baselines of your project are developed and approved.
   • Develop a change management strategy (a strategic plan that determines how updates and changes to your project are best handled).
   • Have an update assessment toolkit that includes tools and approaches for processing updates and evaluating the project’s readiness for change.
   • Establish and compose a team that will receive, review and control change/updates.
   • Document guidelines, templates and checklists that explain the team how they should act when dealing with project updates.
   • Develop a sponsorship model that explains how approved updates will be estimated and funded.
2. Requesting.
   • Get and review the issue log of your project.
   • Identify those issues that have a significant impact to project activities.
   • Analyze the issues deeply to define what baseline parameters they influence.
   • Examine current project state against the baseline parameters to determine any gaps or deviations.
   • Find out whether the identified issues are associated with the gaps or deviations.
   • Group all the issues by their impact (e.g. Time Issues Group, Cost Issues Group, HR Issues Group, etc.)
   • Make an update/change request for each group.
   • Submit all update requests to the senior team for review and approval.
3. Reviewing.
   • Engage the change management team in receiving and reviewing update requests.
   • Use your assessment toolkit to process updates and be sure that the project is ready for updating.
   • Evaluate an amount of resources required for implementing every requested and approved update to the project.
   • Make the total cost estimate that explains how much funding is required to process updates/changes.
   • Create a funds request form to request the sponsor for the necessary funds.
4. Approving.
   • Be sure the sponsor has received the funds request form.
   • Communicate with the stakeholder to identify what decision is made (the request is either approved or rejected).
   • Return the request to the team if the sponsor rejects it.
   • Start negotiating various requirements (process, regulatory, monetary, technical etc.) for update implementation with the sponsor.
   • Make and approve a plan that is aligned with the change management strategy and explains how to proceed further with update control.
   • Send the plan to the team for implementation.
5. Controlling.
   • Request the team for regular reports on update implementation status.
   • Review those reports to be sure the project is changed and updated as required.
   • Review change logs to get the latest status on updates.
   • Keep the sponsor aware of the update status as well.
   • Request the team for the final report when all updates are processed and made to the project.
   • Use the report to make sure the entire project is updated in alignment with the change management strategy.
   • Share the report with the sponsor and other...

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