Project Audit and Termination Report

This document provides a project audit and termination report for the Supply, Delivery, Installation, Commissioning and Maintenance of a Digital Mammography Unit. It includes information on performance progress, compliance with standards and regulations, quality assurance, risk assessment, and best practices. The report also outlines the audit plan and closure plan for the project.

PROJECT AUDIT, TERMINATION REPORT
NAME OF PROJECT
PAGE 1ENTER YOUR NAME WITH STUDENT ID
PPMP20010-Assignment 2
Part A
ProjectAuditandTerminationReport

PROJECT AUDIT, TERMINATION REPORT
NAME OF PROJECT
PAGE 2ENTER YOUR NAME WITH STUDENT ID
1 PROJECT INFORMATION
Project name: The Supply, Delivery, Installation, Commissioning and
Maintenance of a Digital Mammography Unit
Date: Date of the current status
report Project ownership: Area responsible for the
project Prepared by Name and position
Distribution list: List of those receiving the report, their positions and role in the
project.
2 AUDITABLE CATEGORIES

PROJECT AUDIT, TERMINATION REPORT
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Auditable
Category
WBS Item Description Applicable metrics
1. Performance /
Progress
Baseline-
Time
Used to gauge the progress
of the project once it has
been initiated
Number of deliverables
done as per schedule
The number of days
deviated from the plan
Baseline-costsUsed to audit the project cost
with time
Total costs verse the
budget costs as per the
time
System
performance
as per tender
document
Used to check whether the
current progress made is in
line with the tender
document requirements
-Number of
requirement met
-Number of
requirement taken back
for adjustments
2. Compliance Compliance
with the
requirement
of the
Australian
College of
Physical
Scientists and
Engineers in
Medicine
(ACPSEM)
Check whether the team have
the set standards and
operation procedure
stipulated by the ACPSE
compliance body
Number of teams who
are ACPSE certified
The compliance
certificate from
relevant bodies
Compliance
with the
Victorian
Radiation
Act,
Radiation
Regulations
and Health
(Radiation
Safety)
Regulations.
Checks whether the team
comply with the radiation
safety law which provided
guidelines on how radiations
should be used to protect the
environment
The number of team
SOPs compliant with
the law and regulation
The number of team
member certified by the
government to handle
radiation
Police checks
and
background
checks
-this is used to check the
background of those
involved in the delivery of
the projects
-Number of a team
member who is clean as
per police checks
-Number of team with
issues with the police
from the police check
3. Quality Mammograph
y features list
The list of features of the
proposed mammography
Number of features that
were included in the
original tender
document

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The number of positive
feedback on the new
features of the
mammography
Mammograph
y software
and hardware
models
The models represent the
most stable and current
versions
The number of the
software used in
mammography that are
in their latest stable
versions
The number of
hardware that are the
most recent models
from the manufactures
4. Change / Exit Decommissio
ning of the
old
mammograph
y as per the
tender
document
The task of decommissioning
is critical as it involves
radiation hence must be
conducted within the
stipulated standards and
regulations
The amount of current
project component
decommissioned fully
as per the regulations
and standards
The number of issues
raised during the
decommissioning
processes
The
compatibility
of the new
mammograph
y with the
Fujifilm
Picture and
Archiving
Computer
System as per
the tender
document
The mammography should
be checked against the ability
to interface with the existing
software to ensure a smooth
transition
Number of successful
issues raised from the
integration of the two
systems
The number of issues
resolved from the
compatibility issues
5. Risk Budget
overruns
The amount of money over
assigned due to budget
overruns is critical for
controlling budgets
Number of deliverables
given with budget
overruns
The number of features
not implemented due to
costs overruns

PROJECT AUDIT, TERMINATION REPORT
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Current budget vs the
planned budget
overlaps
System
failures
The delivered product may
failure during testing hence
should always be audited for
such risks
The number of features
implemented that failed
during tests
The amount of time
taken to fixed the
failures
6. Best Practices
/ Lessons to
be Learned
ACPSEM
guidance for
radiology best
practices as
per the law
and tender
document
Best practices help
professionals use the set
norms that guide the
procedures in a given field
Number of procedure
following the ACPSEM
best practices
Number of procedures
that do not follow the
ACPSEM best
practices
Documentatio
n of lesson
learn
The lesson learn is critical
for the continuation of the
execution of subsequent
project deliverable without
reading the previous parse
mistakes
The number of lessons
learn logs
The number of lessons
learn discussed with
team
The number of teams
using the approved best
practices

PROJECT AUDIT, TERMINATION REPORT
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3 AUDIT PLAN
Audit
Categor
y
Item When
will it be
conducted
?
Who will
conduct?
Purpose
(discovery or
decision-
making)
Performance
/ Progress
Baseline-Time Last Friday
of every
month
during the
project
cycle
Project
manager
Decision making
Baseline-Costs After a
Milestone
is achieved
Project
manager,
Account
Manager
Decision making
System performance as per
tender document
End of each
deliverable
Project
manager,
Branch
manager
Discoveries
Compliance Compliance with the
radiation safety laws and
regulations
Prior to the
initiation of
the project
during the
team
induction
Human
resource
manager,
managing
director
Decision making
Compliance with standards
and specifications outlined
in the tender document
At the end
of every
deliverable
Project
manager
Decision
Quality Features of the
mammography unit meet the
quality outlined in the tender
document
End of each
deliverable
Project
manager,
quality
assurance
manager
Discovery
The hardware and software
used by the mammography
are the latest stable versions
End of the
each
deliverable
Project
manager,
IT manager
Decision
Change /
Exit
Change Requests made on
the project deliverables
Every two
months did
on Last
Friday of
the month
Project
manager
Decision making

PROJECT AUDIT, TERMINATION REPORT
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during the
project
cycle
Key changes made to the
project plan milestones
Last Friday
of the
Month
Project
manager
Decision making
Risk Risks register Done
monthly of
the first
Tuesday of
the Month
Project
manager,
Account
manager
Decision making
User acceptance risks
assessments
End of
every
believable
Project
manager,
branch
manager
Decision making
Best
Practices
/ Lessons
Learned
Lesson learned logs Done
quarterly on
the last
Monday of
the last
month of
the quarter
Project
manager,
procurement
manager
Decision making,
Discovery
Weekly lesson learn meeting
minutes
End of the
deliverable
Project
manager
-Decision making

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4 PROJECT TERMINATION / CLOSURE
Controllable
Category Item &
Explanation
PMBOK Knowledge Area
Inputs Tools &
Techniques Outputs
1. Deliverable 1.1 Deliver Digital
Mammography to
BHCG
Close project
-Project
Management
Plan
-Deliverables
-Organization
assets
-
-Meeting
-Analytical
-Digital
Mammography
handed over
1.2 Training Training of key
personnel’s
-Training
manuals
-Meetings
-Analytical
-Expert
Judgement
-Training report
-Training
personnel list
Decommissioning
current machine
-Decommission
plan
-Decommission
procedures
-Decommission
controls
-Analytical
-Expert
Judgement
-
Decommissioni
ng report
1.3 Commissioning -
Commissioning
plan
-
Commissioning
program
-
-Meting
-Analytical
Expert Judgment
-Commissioning
report
-Users’
feedback report
2.
Configuration
2.1 User manual -
2.2 Technical
manual
- SRS
-SDD
Expert
judgement
-Technical
manual report
2.3 Configuration
manual
-Configuration
procedures
-Configurations
tests
-Analytical
-Expert
Judgement
-Configuration
report
-Configuration
test result

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3. Status
Accounts
3.1 twelve months
warranty
--Provision of
warrant form
-Meeting -Warranty form
signed
3.2 Status review
reports
-Monthly status
reports
-Meeting -The status
report handed
over to the
management
3.3 maintenance
schedule plan
-The support
plan and
procedures
-Meeting
-Expert judgment
-The support
plan tested and
executed for the
mammography
4. Logs 4.1 issues logs from
the project
-Phase issues
logs
-Deliverables
issues logs
-Meeting
4.2 Training logs -Training
minutes
-Meeting -Attendance list
signed
4.3 Communication
logs
-
Communication
minutes and
agenda logs
-Expert judgment-all
communication
is logged
5. Issues 5.1 project
management issue
logs
-issue logs -Analysis -Issue logs
report
5.2 budget issues -Budget cost vs
baseline costs
-Analysis -Cost within
project
estimates
5.3 Compliance
issues
-Compliance
standards,
Regulations as
per document
of the tender
requirements as
per tender
document
-Analysis -Compliance
certificate
acquired
6.
Procurements
6.1 equipment
delivery
Equipment
delivery plan as
per tender
document
-Analysis -Equipment
delivered to the
hospital
6.2 Equipment -equipment
installation as
-Analysis
-Expert judgment
-Equipment
well installed

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installations per the plan and
the requirement
stipulated in the
tender
document
6.3 Subcontractors -Sub-
contractors
agreement form
-Meeting -All
subcontractors
signed the
agreement form
as per the tender
document

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5 PROJECT TERMINATION / CLOSURE PLAN
To ensure the project terminates and closed without much hassles, the project manager will use
the following checklist that summarises key milestones and deliverables
1) All activities are marked completed as per the tender document
2) All the work given to any third party is finished and handed over to the project manager
3) All the pending invoices are fully paid
4) The project paraphernal should be returned back to the source
5) The mammography should be officially handed over to the hospital
6) Inform the account manager of the full completion of the project here need to close the
accounts for the same