Quality deliverable and work package periodically. It ensures

Quality Control

activities are identified to make sure that required
quality are met and it will concentrate on finding weaknesses of services and
events that project will provide. Quality Management team will conduct this
process in several stages. These stages are preparatory meeting, initial
controlling, follow-up controlling and final controlling. The control method is
implemented for each deliverable and work package periodically. It ensures that
outputs stay within boundaries of project (quality, cost and time). Preparatory
meeting and initiating controlling are essential, because precaution actions
are decided in these stages to prevent delay, lack of quality and excess of budget.

Preparatory QC Meeting

It is organized by quality management staff and held before
each event and activity to ensure that everything is structured and planned properly.
Each member of team must participate in this meeting (not depending on the
assigned responsibility) and make contribution to critical topics related to
the activity.

The main issues discussed in the meeting are

·        
 Evaluation
of work plan

·        
Assessment of controlling procedures

·        
Review of work environment

·        
Evaluation of tools and techniques

·        
Review of work order

·        
Checking content o materials

The aim of organizing the meeting is to make sure that
all requirements for this activity are ready, approved and clear for all field
staff prior start of work package. Everything must be arranged so that
post-failures are prevented or responses for any possible risks are determined.
Any corrective, preventive or risk responses must be approved by project
manager and other stakeholders with authority.  As preparatory meetings are iterative and held
before each activity, the main issue during the meeting is to consider the
lessons learned from previous similar activities and preclude from making the same
mistakes. The checklists are main tools to implement during the meetings in
order to not skip any important subject.

Initial Quality Controlling Stage

The initial quality controlling step is conducted at the beginning
of work packages to make certain that the initial outputs fulfill the settled
requirements and demands of stakeholders. The other elements controlled are
those identified in “Quality Metrics” (usability of e-learning platform,
attendance of block week etc.). ” Initial Control Checklist” is used during the
inspection and it will be prepared based on metrics determined beforehand.  All outcomes of this are written down in “Control
Register”. The “Control Register” is prepared and reported to the project
manager. Subsequent actions must be discussed and decided by team members and
verified by project manager.

Follow-Up Quality Controlling Stage

Follow-up quality controlling is carried out in order to
check the level of quality of activities continuously, as well as to ensure
that the confirmed methodologies and materials are used properly. It is set to
be conducted in certain intervals depending the duration of the activity. The date
of inspections should be adjusted to relevant periods of work packages. The stages
of activities are

·        
Preparation

·        
Execution

·        
Control of end results

Documenting this stage is similar to previous stage. Here
again “Follow-up Controlling Checklist” will be implemented during the process
and the results will be recorded in “Follow-Up Controlling Register”. All
documents related to this controlling process will be reported to project
manager. Any deviation from requirements must be detected and solved with
certain corrective actions which are approved by project manager before
commence of new activity.  

Final Quality Controlling Stage

The final quality controlling stage is for checking the
quality of final deliverables. It is the part of validation of deliverables
before submission. As previous stages, “Final Quality Control Checklist” is
main tools for monitoring and “Final Quality Controlling Register” is used for
writing the outputs of inspection. Re-inspection is not usually conducted
afterwards. All lessons learned from this project are documented and added to
process assets of project owner. Before reporting, all lessons must be discussed
with all members to avoid such failures in similar projects in future.

Client Absence during Controlling

The DAAD (German Academic Exchange Service) has not
assigned any representatives to participate in monitoring process. The reports with
results of inspection are prepared by quality management staff and approved by
project manager and are sent to them annually.

 

 

Record Keeping and Document Submission

The member responsible for controlling prepares forms and
checklists. The filling checklists are ongoing process and it is done during
monitoring. All complete checklist and registers are transferred to Document
Controller. The Document Controller checks documents and registers them. Then the
verified documents are sent to particular stakeholders via the different
communication technologies. Beside the checklists, there will be formed the “Daily
Activity Records” which is overall containing all information about activities
are done daily. The records are forwarded to Quality Assurance staff for
review. 

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