During Project Delivery

The following framework outlines key activities for successful project delivery. Not all projects will require every element listed here; the scope, size, and nature of each project will determine which activities are essential. Project managers should use this as a flexible guideline rather than a rigid checklist, adapting the approach to meet specific project needs while maintaining best practices for delivery excellence.

Be sure to refer to the following to ensure understanding thoughout the Delivery lifecycle:

• MVP PM activities and PM Time Tracking for MVP PM delivery & PM time tracking by Project size
• PS Reporting schedule to understand when to complete the following items
• Resources and templates to make our lives easier

1. Manage Project Financials & Reporting

   • Track actual vs. budgeted hours weekly
   • Forecast remaining costs and potential overruns
   • Prepare financial status/burndown reports for stakeholders
   • Produce weekly status reports for stakeholders
   • Update executive dashboards with key metrics
   • Document and distribute meeting minutes
   • Create ad-hoc reports as requested by stakeholders

   Resources:

   • Burndown reporting templates
   • Kantata Forecasting and Resource Management
   • Weekly Status reporting
   • Project Charter

2. Oversee Backlog Management & Team Reviews

   • Facilitate backlog refinement sessions
   • Ensure proper prioritization of work items
   • Maintain alignment between backlog and project objectives
   • Track backlog health metrics (size, aging, clarity)
   • Facilitate sprint/iteration reviews

   Resources:

   • Professional Services Delivery Methodology

3. Conduct/Document Retrospectives

   • Lead team retrospectives to identify improvements
   • Document lessons learned throughout the project
   • Implement process improvements based on feedback

   Resources:

   • Internal Retro
   • Customer Retro

4. Manage Customer Communication

   • Maintain regular cadence of customer updates
   • Document and track customer feedback
   • Manage customer expectations proactively
   • Prepare and deliver customer presentations

5. Facilitate Team Ceremonies

   • Lead daily standups to maintain alignment
   • Conduct effective sprint planning sessions
   • Facilitate issue refinement to ensure readiness
   • Manage demos and review sessions

   Resources:

   • Professional Services Delivery Methodology

6. Coordinate Resource Updates

   • Monitor resource utilization and performance
   • Adjust resource allocations as needed
   • Onboard new team members effectively
   • Manage resource conflicts with other projects
   • Review and approve/deny team time entries
   • Reconcile time records with project activities & predicted forecast
   • Address time tracking discrepancies with team member before approving

   Resources:

   • Kantata Forecasting and Resource Management

7. Execute Risk Mitigation

   • Monitor identified risks regularly
   • Implement mitigation strategies as needed
   • Identify and document new risks as they emerge
   • Escalate high-impact risks appropriately

   Resources:

   • Risk Management Process

8. Handle Scope Management

   • Document and evaluate all change requests
   • Assess impact of proposed changes on schedule and budget
   • Maintain the change control log
   • Secure appropriate approvals for scope changes
   • Change Orders
   • WaR (Work at Risk) - beginning a project prior to SOW signature
   • WE (Work Exceptions) - accounting for project overages

   Resources:

   • CO/WaR/WE

9. Monitor Team Velocity

   • Track and report team velocity metrics
   • Identify trends in productivity and quality
   • Address impediments affecting velocity
   • Forecast completion dates based on actual velocity

Resources:

• Professional Services Delivery Methodology

13. Nurture Customer Relationship

    • Build trust through transparent communication
    • Address customer concerns promptly
    • Identify opportunities to exceed expectations
    • Manage difficult conversations professionally

14. Coordinate & Report Across Departments

    • Facilitate cross-functional collaboration (PS Ops, CS, Sales, Support, etc)
    • Ensure alignment on shared objectives
    • Communicate project needs to supporting departments

Resources:

• Leveraging Slack(Canvas) to surface statuses across departments

15. Initiate Launch Planning
    • Begin early launch planning discussions
    • Identify launch prerequisites and dependencies
    • Document initial launch strategy
    • Engage stakeholders in launch readiness assessment