How do you prioritize which documents to review first during a project audit?

The real question is why did the audit happen? Was it a regular audit or it happened because of some xyz reason. Once the WHY question is answered then we need to select which document to go by. Whenever I audit any project, I first read the project charter to understand about the project and then read the audit report. Based on these two documents, I start tackling each document one by one

By reviewing the PMDS from the contract. Secondly: A project audit involves a thorough examination of project documentation to assess compliance with project objectives, identify potential risks or issues, and evaluate the overall effectiveness of project management practices. To ensure a comprehensive and efficient audit, prioritizing which documents to review first is crucial. Factors to Consider when Prioritizing Documents: ? Alignment with Audit Objectives: ? Foundational Documents: ? Key Planning Documents: ? Execution and Monitoring Documents: ? Risk Assessment and Mitigation Documents: ? Communication and Stakeholder Management Documents: ? Compliance and Regulatory Documents: ? Post-Implementation Review Documents:

Prioritizing documents in a project audit involves starting with foundational documents like the project charter and scope, followed by key planning documents such as the project plan, risk management plan, and budget. Communication and change management documents are crucial, along with quality management and issue resolution records. If applicable, contracts and procurement documents should be reviewed, and insights from closure and lessons learned reports provide valuable feedback for future projects. Strategic considerations include aligning document priorities with audit objectives and focusing on critical success factors and potential risks. #LessonsLearned #ContinuousImprovement

Prior to commencing an audit, the standard procedure involves conducting a Kick-Off or Opening meeting to grasp the audit scope. Subsequently, a document checklist is prepared in accordance with the defined audit scope. The checklist is then aligned with the audit purpose, and documents are generated accordingly, ensuring synchronization with the audit objectives.

We should have additional perspective on the audit scenarios. It would be valuable to know specific details about the project, stakeholders involved, and any unique challenges or considerations that might impact the audit process.

Start with foundational documents like project charters, scope statements, and timelines to understand the project's overarching goals. Then delve into implementation documents, such as project plans and risk assessments, to assess execution strategies and potential challenges.

There are various types of documents being maintained for a best Project Management practices like; 1. Project Charter. 2. Project Plan. 3. Scope Statement 4. Requirements Document 5. Risk Management Plan 6. Communication Plan 7. Issue Log 8. Change Request 9. Project Schedule 10. Budget 11. Quality Management Plan 12. Status Report 13. Lessons Learned Document 14. Closure Report 15. Stakeholder Register 16. Meeting Minutes 17. Procurement Documents 18. Training Plan etc. But consider the documents based on Audit Scope.

Start with critical documents such as project plans, timelines, and risk assessments. Ensure these foundational documents align with project objectives. Move on to execution-related documents, like status reports and resource allocations, to gauge project performance. Finally, review documentation pertaining to stakeholder communication and feedback, ensuring transparency and alignment with project goals.

We should follow the company policy and audit system based on audit type or maintain the quality based on internal and external feedback by defining the category. Time to time audit team should follow up on the documents , providing samples or providing other projects reference. It will help to project team to understand the audit results and will motivate them to follow the process and quality.

Begin by categorizing documents based on criticality and relevance to the project's objectives. Address high-impact documents first to ensure immediate concerns are resolved. Consider factors like timelines, dependencies, and the potential impact on project success.

Adapting to document changes is vital in prioritizing during a project audit. Stay flexible and responsive, addressing updates promptly. Focus on critical documents first, ensuring alignment with project goals. Regularly communicate with stakeholders to grasp evolving priorities.

Adapting documents is also necessary as few projects run based on client policies and regulations so after taking approval, project team should adhere the process and should be reviewed time to time to reduce audit findings and need to make stable process to deliver the project within time and scope and quality. Audit findings help us to identify the loop hole in the process and project phases which can be improved for future projects . We should maintain the project risk and document so new team or team members could follow the same to follow the audit process successfully.

Cost control effectiveness and assessment of the results versus plan. Project Manager's effectiveness in managing his people, getting their input and providing training to the less experienced people on his team.

In my experience, the most realistic approach is based on what the project priorities were. A project whose most important and most prioritized constraint was the project budget or finance, will most likely audit financial or budget documentations first. Differently, a project that prioritized schedule and time will tend to audit schedule related documentations first before considering others. A project with product quality as the priority will audit quality related documentations before others.

The common belief is to prioritize documents systematically, starting with foundational ones; during your first project audit. However, a contrary approach is to flip the script and begin with documents that seem least crucial. Why? Unearth hidden insights, identify overlooked details, and possibly unveil the project's true pulse. Sometimes, the unexpected corners of documentation hold the keys to project resilience and innovation. Prioritizing unconventionally can be the gateway to unlocking a project's untapped potential.

I suggest keeping it lean, and trust project managers are keeping best practices. I would get agreement on a reduced set of priorities, like the scope, budget and benefit alignment. Audit the state of documents related to those things at key phases or sprints.