Concepts
Understanding Operational Reviews and Periodic Checkpoints
Operational reviews and periodic checkpoints are systematic evaluations of a project’s progress status and future plans, respectively. They involve regular meetings with the project stakeholders (the people directly or indirectly affected by the project) to assess the project’s efficiency, identify any shortcomings, and make the necessary adjustments.
In the context of the PMI Agile Certified Practitioner (PMI-ACP) exam, understanding this aspect of project management is vital. This is because Agile project management emphasizes frequent communication, collaboration, flexibility, and responsiveness to change – all of which are embodied in operational reviews and periodic checkpoints.
Importance of Operational Reviews and Periodic Checkpoints
These tools serve to enhance project management in many ways:
- They foster transparency and trust between the project team and stakeholders.
- They allow for real-time feedback, thereby enabling swift action to rectify issues.
- They ensure that the project aligns with stakeholders’ requirements and expectations.
- They enhance the project team’s ability to respond and adapt to change.
- They facilitate risk management by identifying potential threats in advance.
The following table illustrates the difference between Operational Reviews and Periodic Checkpoints.
| Operational Review | Periodic Checkpoint |
|---|---|
| A systematic evaluation of project progress | A systematic review of future project plans |
| Usually held at major project milestones | Usually held at regular intervals |
| Focuses on the efficiency of the project’s operations | Focuses on the appropriateness and viability of future plans |
| Identifies successes and areas of improvement | Assesses risks and opportunities associated with future plans |
Conducting Operational Reviews and Periodic Checkpoints
Here is a step-by-step guide:
- Plan the Review or Checkpoint: Define the agenda, invite the relevant stakeholders, and gather the necessary information in advance.
- Conduct the Review/Checkpoint: Discuss the project’s progress or future plans. Ensure that all parties are given the opportunity to voice their opinions and concerns.
- Document the Discussion: Capture key points, decisions, feedback, and action items.
- Execute Follow-Up Actions: Rectify identified shortcomings and implement stakeholder suggestions as appropriate.
- Communicate the Outcome: Inform the project team and stakeholders about the review/checkpoint results and follow-up actions.
Implementing Feedback and Making Corrections
Once you’ve gathered feedback from stakeholders, it’s time to analyze it and make appropriate adjustments. This is a crucial step in Agile project management. It involves revisiting the project plan and, if necessary, making changes to ensure the project aligns with stakeholder expectations and operational efficiency.
Example
Consider a software development project where the operational review has highlighted that a particular aspect of the software is not user-friendly. The project manager, after discussing with the stakeholders, could decide to change the software specifications in response to the feedback. In the next periodic checkpoint, the project manager then evaluates the revised specifications against the project’s strategic goals and stakeholder expectations before implementation begins.
In conclusion, operational reviews and periodic checkpoints offer invaluable opportunities for project managers to align project work with stakeholder expectations, and make necessary corrections to ensure project success. As a PMI-ACP aspirant, understanding and applying these tools can significantly enhance your project management effectiveness.
Answer the Questions in Comment Section
True or False: Conducting operational reviews and periodic checkpoints with stakeholders is an essential part of Agile project management.
Answer: True
Explanation: These interactions allow real-time feedback and adjustments, keeping the project aligned with client expectations and enhancing transparency.
The primary purpose of conducting operational reviews and periodic checkpoints with stakeholders is to:
- a. To avoid unnecessary meetings
- b. To obtain feedback and corrections to the work in progress
- c. To convince stakeholders about the project’s progress
Answer: b. To obtain feedback and corrections to the work in progress
Explanation: Feedback and corrections obtained from stakeholders are utilized to continually align ongoing work and planned work with stakeholder expectations.
Which of the following is not a reason for conducting operational reviews and periodic checkpoints with stakeholders within an Agile setting?
- a. Keep stakeholders engaged
- b. Obtain feedback on the project’s progress
- c. Minimize surprises at the end of the project
- d. Keeping progress hidden from stakeholders
Answer: d. Keeping progress hidden from stakeholders
Explanation: Transparency is a core principle in Agile. Regular meetings ensure that stakeholders are always informed about the project’s progress.
True or False: Stakeholder feedback received during operational reviews is only used to correct the work completed and does not have any impact on future planning.
Answer: False
Explanation: In Agile methodology, stakeholder feedback can lead to amendments in not only completed tasks but also influence future planning.
In Agile methodology, operational reviews and periodic checkpoints should typically involve:
- a. Project team only
- b. Project manager only
- c. Stakeholders only
- d. Project team and stakeholders
Answer: d. Project team and stakeholders
Explanation: Including the project team and stakeholders can help facilitate communication, transparency and collaborative problem-solving.
True or False: Operational reviews, and periodic checkpoints are needed only when the project runs into problems.
Answer: False
Explanation: Regular reviews and checkpoints are fundamental to Agile, regardless of project difficulties. They provide a platform for feedback, adaptation, and improvement.
Operational reviews and periodic checkpoints are only conducted if:
- a. The team is free
- b. Stakeholders ask for it
- c. As a part of the regular project schedule
- d. If there are confusion or misconceptions
Answer: c. As a part of the regular project schedule
Explanation: These reviews and checkpoints are not dependent on demand or confusion; they are integral parts of an Agile project lifecycle.
True or False: The larger the project, the fewer operational reviews and periodic checkpoints required.
Answer: False
Explanation: The size of the project doesn’t reduce the requirement for regular reviews and checkpoints. Rather, larger projects may benefit from more frequent communication and feedback.
What should the project manager do when feedback from stakeholders necessitates changes in the project plan?
- a) Ignore the feedback since the project plan is already set
- b) Consider the feedback and adjust the project plan accordingly
- c) Document the feedback for future reference but don’t adjust the plan
Answer: b) Consider the feedback and adjust the project plan accordingly
Explanation: Agile methodology values responding to change over following a plan. Hence, when feedback necessitates changes, the project plan should be adjusted accordingly.
Operational reviews and periodic checkpoints are time-consuming and delay the project progress. True or False.
Answer: False
Explanation: While they do require time, these reviews and checkpoints are intended to identify any issues early and ideally save time in the long run by enabling adjustments as needed.
Great insights on the need for periodic checkpoints with stakeholders. This is crucial for the PMI-ACP exam prep.
I agree! Regular feedback sessions are essential to keep the project aligned with stakeholder expectations.
Can someone explain how often these operational reviews should be conducted in a typical agile project?
Appreciate the detailed explanation on stakeholder engagement.
Periodic reviews are a vital part of agile projects, ensuring continual alignment and improvement.
This article is a good resource, thanks!
What tools do you recommend for conducting these operational reviews?
Thanks for the informative post!