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How can you ensure program quality and assurance?

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Program quality and assurance are essential aspects of program management, as they ensure that the program delivers the expected outcomes and benefits, meets the stakeholders' needs and expectations, and complies with the relevant standards and regulations. In this article, you will learn some of the best practices and techniques to ensure program quality and assurance throughout the program lifecycle.

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Kishore Mukherjee

Technical Project Management | Product Manager| Agile, Scrum |Release | Change Management| Automation | Data | Cloud…

1 Define the program scope and objectives

The first step to ensure program quality and assurance is to clearly define the program scope and objectives, and align them with the strategic vision and goals of the organization. The program scope and objectives should be SMART (specific, measurable, achievable, relevant, and time-bound), and should be documented and communicated to all the program stakeholders. The program scope and objectives should also be reviewed and validated periodically, and any changes should be managed and controlled through a formal change management process.

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Kishore Mukherjee

Technical Project Management | Product Manager| Agile, Scrum |Release | Change Management| Automation | Data | Cloud , Azure, AWS, Oracle
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In my experience establishment of a scope aligned with the program's objective should be very clear. It defines the periphery of work to be carried out. The SMART way is a framework to define the scope and set up a clear visual in sponsors' minds. A signed-off scope leads to an agreement with the stakeholders. Scope should also be supplemented with an out-of-scope list. The scope helps identify the blast radius for any subjected change, so helps identify any risks and take on mitigation proactively.

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2 Establish the program governance and structure

The second step to ensure program quality and assurance is to establish the program governance and structure, which defines the roles, responsibilities, authorities, and accountabilities of the program team, the program board, the program sponsor, and other key stakeholders. The program governance and structure should also specify the decision-making processes, the escalation mechanisms, the reporting requirements, and the communication channels for the program. The program governance and structure should be aligned with the organizational policies and procedures, and should be flexible and adaptable to accommodate the program complexity and uncertainty.

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Kishore Mukherjee

Technical Project Management | Product Manager| Agile, Scrum |Release | Change Management| Automation | Data | Cloud , Azure, AWS, Oracle
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A successful program needs decisions to be made. So establishment of governance and structuring to exercise this should be in place. The RACI matrix is one of the most effective ways to provide clarity in decision-making. However, the program's governance is always subjected to company policies that often talk about financial and budgetary objectives. Therefore it is important to set up effective means of communication channels and provide means to refer to the organization's policies, business goals, and strategies built to meet the objectives.

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3 Develop and implement the program quality plan

The third step to ensure program quality and assurance is to develop and implement the program quality plan, which outlines the quality standards, criteria, methods, tools, and resources that will be used to measure and improve the quality of the program deliverables, processes, and outcomes. The program quality plan should also define the quality roles and responsibilities, the quality assurance and control activities, the quality audits and reviews, the quality metrics and indicators, and the quality improvement actions. The program quality plan should be based on the program scope and objectives, the stakeholder expectations, and the best practices and benchmarks in the industry or domain.

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4 Monitor and evaluate the program performance and progress

The fourth step to ensure program quality and assurance is to monitor and evaluate the program performance and progress, using the quality metrics and indicators defined in the program quality plan. The program performance and progress should be compared against the baseline plans and targets, and any variances or issues should be identified and analyzed. The program performance and progress should also be reported and communicated to the program stakeholders, using the appropriate formats and frequencies. The program performance and progress should be used to assess the program health, risks, issues, benefits, and value.

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5 Manage the program risks and issues

The fifth step to ensure program quality and assurance is to manage the program risks and issues, which are the potential or actual events or situations that could affect the program quality or success. The program risks and issues should be identified, assessed, prioritized, mitigated, resolved, or escalated, using a systematic and consistent approach. The program risks and issues should also be documented, tracked, monitored, and reported, using a suitable register or log. The program risks and issues should be reviewed and updated regularly, and any changes should be communicated to the program stakeholders.

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6 Conduct the program reviews and lessons learned

The sixth and final step to ensure program quality and assurance is to conduct the program reviews and lessons learned, which are the formal and informal processes of collecting and analyzing the feedback, data, and information from the program stakeholders, deliverables, and outcomes. The program reviews and lessons learned should be conducted at different stages and levels of the program lifecycle, such as initiation, planning, execution, transition, and closure. The program reviews and lessons learned should be used to evaluate the program performance, quality, benefits, and value, and to identify the strengths, weaknesses, opportunities, and threats for the program. The program reviews and lessons learned should also be used to capture and share the best practices, knowledge, and learnings for the program improvement and organizational learning.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you ensure program quality and assurance?

1

2

3

4

5

6

7

1 Define the program scope and objectives

2 Establish the program governance and structure

3 Develop and implement the program quality plan

4 Monitor and evaluate the program performance and progress

5 Manage the program risks and issues

6 Conduct the program reviews and lessons learned

7 Here’s what else to consider

Program Management

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How can you ensure program quality and assurance?

1

2

3

4

5

6

7

1 Define the program scope and objectives

2 Establish the program governance and structure

3 Develop and implement the program quality plan

4 Monitor and evaluate the program performance and progress

5 Manage the program risks and issues

6 Conduct the program reviews and lessons learned

7 Here’s what else to consider

Program Management

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