Quality Controlactivities are identified to make sure that requiredquality are met and it will concentrate on finding weaknesses of services andevents that project will provide. Quality Management team will conduct thisprocess in several stages. These stages are preparatory meeting, initialcontrolling, follow-up controlling and final controlling. The control method isimplemented for each deliverable and work package periodically.
It ensures thatoutputs stay within boundaries of project (quality, cost and time). Preparatorymeeting and initiating controlling are essential, because precaution actionsare decided in these stages to prevent delay, lack of quality and excess of budget.Preparatory QC MeetingIt is organized by quality management staff and held beforeeach event and activity to ensure that everything is structured and planned properly.
Each member of team must participate in this meeting (not depending on theassigned responsibility) and make contribution to critical topics related tothe activity.The main issues discussed in the meeting are · Evaluationof work plan· Assessment of controlling procedures· Review of work environment· Evaluation of tools and techniques· Review of work order· Checking content o materialsThe aim of organizing the meeting is to make sure thatall requirements for this activity are ready, approved and clear for all fieldstaff prior start of work package. Everything must be arranged so thatpost-failures are prevented or responses for any possible risks are determined.Any corrective, preventive or risk responses must be approved by projectmanager and other stakeholders with authority.
As preparatory meetings are iterative and heldbefore each activity, the main issue during the meeting is to consider thelessons learned from previous similar activities and preclude from making the samemistakes. The checklists are main tools to implement during the meetings inorder to not skip any important subject.Initial Quality Controlling StageThe initial quality controlling step is conducted at the beginningof work packages to make certain that the initial outputs fulfill the settledrequirements and demands of stakeholders. The other elements controlled arethose identified in “Quality Metrics” (usability of e-learning platform,attendance of block week etc.). ” Initial Control Checklist” is used during theinspection and it will be prepared based on metrics determined beforehand. All outcomes of this are written down in “ControlRegister”.
The “Control Register” is prepared and reported to the projectmanager. Subsequent actions must be discussed and decided by team members andverified by project manager.Follow-Up Quality Controlling StageFollow-up quality controlling is carried out in order tocheck the level of quality of activities continuously, as well as to ensurethat the confirmed methodologies and materials are used properly. It is set tobe conducted in certain intervals depending the duration of the activity. The dateof inspections should be adjusted to relevant periods of work packages. The stagesof activities are· Preparation· Execution· Control of end resultsDocumenting this stage is similar to previous stage. Hereagain “Follow-up Controlling Checklist” will be implemented during the processand the results will be recorded in “Follow-Up Controlling Register”. Alldocuments related to this controlling process will be reported to projectmanager.
Any deviation from requirements must be detected and solved withcertain corrective actions which are approved by project manager beforecommence of new activity. Final Quality Controlling StageThe final quality controlling stage is for checking thequality of final deliverables. It is the part of validation of deliverablesbefore submission. As previous stages, “Final Quality Control Checklist” ismain tools for monitoring and “Final Quality Controlling Register” is used forwriting the outputs of inspection. Re-inspection is not usually conductedafterwards. All lessons learned from this project are documented and added toprocess assets of project owner. Before reporting, all lessons must be discussedwith all members to avoid such failures in similar projects in future.
Client Absence during Controlling The DAAD (German Academic Exchange Service) has notassigned any representatives to participate in monitoring process. The reports withresults of inspection are prepared by quality management staff and approved byproject manager and are sent to them annually. Record Keeping and Document SubmissionThe member responsible for controlling prepares forms andchecklists. The filling checklists are ongoing process and it is done duringmonitoring. All complete checklist and registers are transferred to DocumentController.
The Document Controller checks documents and registers them. Then theverified documents are sent to particular stakeholders via the differentcommunication technologies. Beside the checklists, there will be formed the “DailyActivity Records” which is overall containing all information about activitiesare done daily. The records are forwarded to Quality Assurance staff forreview.