Project Manager Task List

Monitor the project schedule and self-identified performance metrics on a daily or weekly basis

  1. Document when tasks are completed and any variance between due date and actual completion date
  2. Ensure that the verification and validation steps specified are being carried out by the responsible team members.
  3. Report status of project performance metrics to stakeholders as appropriate.  Follow previously identified Communication Plan
    • Schedule
    • Budget
    • Scope change
    • Problems/Issues

Project Manager Weekly Update to Slasify

All previously identified Project Performance Metrics should be updated and reported to Slasify on a weekly basis.

  1. Variance to project schedule (ahead, on time, behind).
  2. Variance to project budget (lower, on budget, above).
  3. Problem/Issue frequency (No problems, Yes problems, if so, list problem, root cause and corrective action)

Project Manager Guide

Phase 1:  Project Initiation and Planning

  1. Identify Critical Success Factors (CSFs)

Critical Success Factors (CSFs) are elements necessary for a project to achieve its mission.  These can be discussed with the client during prior to or during the Project Kick-Off Meeting

Examples of other Critical Success Factors could include:

Minimal business disruption during start-up of a new system

Project finished on time

Project finished on budget

  1. Create Performance Metrics/How to Measure Project Health

Actual performance compared to the original plan can be used as an indicator of project success and may have an impact on your risk management plan for an ongoing study

Examples of performance metrics include:

    • Time (How are we going against schedule)
    • Cost (How are we going against budget)
    • Resources (How much time are we spending on the project)
    • Scope (Is the scope creep in line with expectations)
    • Quality (Are we reviewing and fixing quality problems)
  1. Establish Steps for Quality Assurance

Document how you will ensure that the project deliverables are accurate.

  1. Consider Security Requirements

There may be specific security or infrastructure requirements.  This would need to be pointed out and discussed prior to finalizing the project schedule.  This can be discussed prior to or during the project kick-off meeting

  1. Discuss Preferred Data Retention 

Discuss how long Project Manager and Slasify should retain any client data or materials after completion of project.  This can be discussed prior to or during the project kick-off meeting

Plan for Risks

Identify possible risks that could delay project or make project go over budget.  Monitor these risks throughout the project.

  1. Create Communication Plan

Early in the relationship, a Project Manager should find out how the stakeholders wish to receive communication and how often. The full team can consist of:

  • Internal Team Members and support department contacts
  • plus Client Team Members
  • plus Suppliers
  • plus Other Partners

The project communication plan should consider what information needs to be given to which project stakeholders and the method and frequency of disseminating that information. The communication plan should typically include:

  • Updates about schedules, task lists, milestones
  • Results of Project Meetings and Minutes
  • Status reporting to any/all stakeholders on Performance Metrics (see below)
  1. Create a Schedule

A schedule should show the team:

  1. all the tasks it takes to run the program
  2. who is responsible for each task
  3. what the due date for each task is
  1. Conduct a Project Kickoff Meeting

The Project Manager should invite the full team to meet to review the contracted job. Meetings should include a representative from all stakeholders (anyone who supports or has influence on the project).

Key topics for a typical kickoff meeting include:

  • Identification of the roles and responsibilities for everyone on the project team
  • A review of the proposal. Focus on the client’s objectives, deliverables, assumptions and constraints.
  • A discussion of the client’s Critical Success Factors (CSFs) (see explanation below)
  • A discussion about project risks.  Where to expect problems or issues to come up, how can those be addressed
  • Project timeline
  • A review of the sold budget.
  • Communication plan
  • Next steps

Phase 2:  Project Execution and Control

  1. Monitor the Project Schedule and Self-Identified Performance Metrics

Execute the project plan using the documents you set up in the planning stages.

  1. Document when the task are completed and any variance between due date and actual completion date
  2. Report status of project performance metrics to Slasify on weekly basis
  1. Verify and Validate Project Deliverables and Key Processes

The project manager will ensure that the verification and validation steps specified are being carried out by the responsible team members. Any resulting issues or problems must be followed up to resolution.

  1. Manage the Project’s Financial Performance 

Throughout the project, the project manager will review the financial status of the project.

There are many activities that can/will impact the overall financial picture from what was originally budgeted/forecasted. Some examples are:

  • Original estimate of labor hours or other costs are incorrect
  • Internal increase in a particular cost
  • Mistakes made requiring rework.
  • Change in expected volumes
  • Client extends timeline
  1. Execute Billing Schedule

The project manager will send the client invoices according to the schedule that was agreed upon in the Proposal

  1. Disseminate Information to Stakeholders 

Stakeholders include both the client as well as internal management. The communications plan establishes what information is distributed on a regular basis and to whom. Communicating can be a formal or informal Status Report, Stakeholder Meeting Notes, or some log of actions (pending and taken).

The client must be clearly aware of any Project deliverable or schedule changes and the team must keep a record of all notices/client approvals in the project’s records.  This starts with any project specifications, including dates, which were outlined in the Proposal or agreed to in separate documents. Be sure to document all notifications in Meeting Minutes or other regular communications.

Phase 3:  Project Closing

  1. Submit Final Client Billing
  2. Follow Data Retention Guidelines

Refer to any project specific contract/previously agreed upon terms regarding retainment of client materials/information