Program Management Plan (Page 13 of 61) in pdf

Geospatial LoB Program Management Plan

performance for the PMO and individual work groups. Appendix E: Status Report Template depicts

the status reporting template.

4.2

Action Items and Issues Management

Effectively tracking the assignment and completion of action items as well as tracking the identification

and resolution of issues are important steps towards achieving outcomes, tasks, and deliverables. An

“action item” refers to an agreed upon, documented task or activity that must occur to fulfill a goal or

requirement while an “issue” relates to a vocalized or documented concern or potential problem that may

be linked to a task, activity, person, group, or document.

4.2.1

Action Item and Issue Management Roles

On an ongoing basis, Grant Thornton keeps formal meeting minutes at key meetings to capture action

items and issues related to Geospatial LoB program management areas. Appendix F: Meeting Minute

Template depicts the meeting minute template. Once meeting minutes are validated, Grant Thornton

transfers action items and issues into comprehensive databases where they are monitored from their date

of entry to their date of closure or resolution. Grant Thornton informs the Managing Partner Team of

open and closed action items and issues each week and, when appropriate, recommends or takes

corrective action.

4.2.2

Action Item and Issue Management Tools

Both the Action Item and Issue Database provide accountability and transparency as well as encourage

open communication and attention to overall project cost and schedule. These tools are described below

and depicted in Appendix G: Action Item Tracking Template and Appendix H: Issue Tracking Template.

•

Action Item Database – This database tracks action item factors including: submission date and source

(e.g. meeting minutes), a brief description, name of who proposed and who owns the action item, target

completion date, status (i.e. open or closed), and actual completion date.

•

Issue Database – This database tracks current and potential issues associated with documents, tasks,

subtasks, and deliverables or associated with human or financial resources by logging: submission date,

submitter’s name, brief description, issue source, level of criticality (i.e. high, medium, low), proposed

resolution(s), target resolution date, resolution status (i.e. open or closed), and final resolution date.

4.3

Internal Communications and Status Reporting

Stakeholders involved with the Geospatial LoB come from varied backgrounds and exhibit a diverse

range of interests and needs. Inclusive internal communication and regular status reporting creates

cohesion and focuses stakeholder time, effort, and resources on tasks at hand to promote timely

production of deliverables. Status Reporting links specific project periods to overall project progress by

Last Updated 6/19/2008

Program Management Plan Page 13