This was completed already:
In a word document, we need to describe the steps to follow when you are assigned a new project in the government. Basically, a project management template. Developing a procedure for how to successfully plan and execute projects. The procedure will be tailored to projects developing or revising our processes, procedures, plans, methods, guidance docs, etc. It is intented as an internal document for Transport Canada (hyperlinks can be added) – No restrictions. Gantt chart in it preferably.
New task:
Rachel 9th
of March:
I haven’t had a chance to read it in
its entirety but it seems to be a document explaining the need for project
management, its benefits and quite generic, high-level steps. The assignment is
to create a working-level procedure of specific steps for my team specifically.
Jennifer
11th of March:
As discussed this morning, attached is
Civil Aviation’s Project Management Framework (RDIMS 2202950), which would be a
great place to start. As next steps, I believe drafting a table of contents, as
well as the purpose of the document (including who the audience is), may help
you. If you need any help please don’t hesitate to reach out. I found some
other documents which may be useful:
·
Audit
Manual (RDIMS 16747566) – This might be good to take a look at for formatting
purposes
·
Development or Revision of Directives and/or
Procedures Procedure (ASRP) – This is an internal to rail safety document
and may be helpful with the approval process section.
·
I reached out to Julie Purdy in the Quality
Management group to get the Rail Safety template for procedures, please see
attached.
·
However, I think the audit manual template I
sent yesterday might be better.
Rachel requested format:
Structure/Organisation/Format/Layout
·
For the project
management project, please follow the audit manual as a guide for the
structure/formatting. (not the example from Julie Purdy)
o
Headers/footers
o
Title page
o
Table of contents
o
fonts
Headers to include
·
You should have
the following headers at the beginning:
o
Introduction
§
Document purpose
§
Document history
§
Related documents
§
Abbreviations and
acronyms
o
Roles and
responsibilities
·
Project Plan /
Planning Phase
o
At what point
does the project get handed over to the project manager?
o
What information
does the project manager need when receiving a project?
o
Where to get the
information for this section:
§
Consult with
Patrick Elves (Winnipeg), and Nina Plag (Vancouver)…they each chaired SMART
committee for 2 years
·
Ask them what
information they would have wanted before starting a project? (see answers below)
§
Use your
research, example of project plan templates
§
My initial
thoughts:
·
Define
user/audience (ie internal, external…)
·
Deadlines/timelines
·
Milestones (quality
control purposes)
·
Deliverable/output
·
…..
·
Include
consultation as a header/step where it fits
o
Consultation
requirements (who to consult, when/order of consultation, documenting
consultation)
§
At level
Colleagues – SMS group (whose available/proximity, call for mini working group)
§
SME (subject
matter expert) – not all docs have this (example the risk advisors, other rail
safety functions…)
§
Communications
(is it consult or approval for external?)
§
SMS regional
managers
o
Require a
disposition table of comment – in Appendix A of the attached audit manual you
will see a link to an RDIMS table you can copy
Commentor
Comment
Response to the comment
·
Include
approval in a header/step where it fits
o
For the approval process,
consult – Grace Disipio (exec assistant to Anne Marie, before she was assistant
for DG). She might be able to guide you. Find out the approval process for
internal and external documents
§
For example: use
of routing slip
§
To ask Julie about:
·
Chief
·
Quality Council
???? – how to get their approval? When in the process?
·
Communications
???? – is this for consultation or approval?
·
Director (Anne
Marie)
·
PBC (all
directors and DG) – program business committee
Rachel
examples:
–
Internal guidelines
o Compliance manual
o Inspection procedure
o What we track, how we track it
o SMS audit plan or checklist to determine if
finding is sent for an AMP
–
External guidelines
o SMS industry guide
o SMS audit report or letter of NC
Patrick
response:
Thank you for reaching out to seek information regarding the project you
have been tasked with for Rachel and the HQ SSO team.
·
As discussed on our call, I don’t believe that project
planning and development for TC’s SSO group is significantly different from any
other type of project planning within the government of Canada. Effective
project management requires that project leaders execute by empowering their team
members and ensuring they have the necessary information (background, etc.),
time and resources to execute the technical work involved.
·
Regarding “at what point does the project get handed
over to the project manager” each situation is different. Some projects
may be complicated and have many moving parts, others are
straightforward. Overall, I would say project handoff occurs after the
assigning manager determines they have all high-level relevant information
(e.g. background, goals, expectations, timelines, resources available, etc.),
then this information is communicated to the specific project manager and the
project is handed over. A meeting may be useful to ensure there is a
clear, common understanding of all relevant information between the assigning
manager and the project manager.
·
Regarding “what
information does the project manager need when receiving a project”, I believe successful
projects have SMART (Specific, Measurable, Attainable, Realistic and Timebound)
goals and objectives. I believe effective project planning has to have
written goals and objectives, with clearly defined expectations, roles and
responsibilities that are understood by all parties before work
commences. Open, frequent communication is key, and it would be beneficial
for the assigning manager to have regular calls to “check in” and answer
questions and discuss how the project is proceeding through various phases to
ensure there are no surprises later on.
Julie’s response:
·
Chief – I do not have the response for that
·
Quality Council
???? – how to get their approval? When in the process? – QC’s MANDATE: The Quality Council is responsible for
reviewing and making recommendations on existing or proposed QMS Directives and
Procedures. The Council member(s) will help identify current quality related
issues, concerns and next steps and propose a means of addressing them. Agreed
upon approaches will be brought forward to RSSMC for their concurrence.
Unless I am getting this wrong (Gabrielle confirmed), QC is for
national QMS directives and procedures only.
… and if you do have a national procedure, then the step process is in the Development
or Revision of Directives and/or Procedures Procedure (RDIMS# 7788989)
·
Communications
???? – is this for consultation or approval? – This
procedure has been suspended until such time as major revisions are undertaken.
Joanne Lutfy in Caroline Maheux’s team will be working on it at some point this
fiscal year.
·
Director (Anne
Marie) – Anne Marie asks that the documents being
presented to her are approved by the manager. Either the manager sends it to
her or if the staff sends it to her, the email trail must include the manager’s
approval in it.
·
PBC (all
directors and DG) – program business committee – I
am unsure of the nature of items that would go all the way to PBC besides the
obvious (docs that need all RS senior management approval). Anne Marie used to
lead the agenda so she may be able to help with that. From what I know, items
to go to PBC have to be approved by your director before getting put on the
agenda. Steps: 1) get approval from your director in advance of the
meeting to have item put on agenda; 2) DG’s EA (Maurice Vitko) can give you the
steps once to do once you have director approval; 3) Director approval is
required before sending your documents to DG’s EA.
·
Internal guidelines
o
Compliance manual
– ASRO
o
Inspection
procedure – ASRO RDIMS# 4011502 – Amanda Dériger is the OPI for this
procedure. You might be better served speaking with her.
o
What we track,
how we track it
o
SMS audit plan or
checklist to determine if finding is sent for an AMP – Since this would have been with ASRO before maybe they
can help
