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Phase Signoff Process Example and Guidelines

INTRO !CTION" Phase Signoff Process Example and Guidelines

The Example Signoff Process Starts after the Introduction, on Page 3

#hat This Is
A short process guideline developed by a company whose product life cycle called for team and executive signoffs at the end of project phases and at two other key project checkpoints. It suggests to project managers how they can accomplish the signoffs in a meaningful and efficient way. It also includes up front the one page proposal created by project managers there to simplify the phase signoff process to what is documented in the guideline, and an example signoff sheet. !"#$ "his example from project process guidelines created at a company based on their use of the %R&' methodology www.(rpd.com.

#h$ It%s !seful

"his company included signoffs at the end of each phase in their lifecycle as a way to help make sure$ "he proper work was done in each phase. "he product and related documentation was at the right readiness and (uality level before transition to the next phase. All functional groups were aware of the coming phase transition so they could weigh in on whether the product, documentation, etc. being transferred to them for their work in the next phase was truly ready. #xecutives took responsibility for approving the transition to the next phase where more money would likely be spent and perhaps their own functional resources were due to ramp up.

"he earlier phase transitions marked important project go)no*go decision points that the company was serious about protecting+ they had worked hard to reduce ad hoc project starts and make sure that projects got funded with enough resources and correct priorities, and the early phase transition reviews helped ensure that. "ypically the later phase transitions marked the next step up in effort, with more team members coming on board to get ready for builds or launch, for instance. "he transitions also usually marked a point at which expenditures beyond labor would also increase, due to investing in more test e(uipment, spending for prototype fabrication, etc. "herefore these later transitions were important for a sanity check on readiness to go spend that next level of money. ,hy did they need to create a special guideline- In the monthly project manager lunches, an issue with the signoff process was raised by multiple &.s. "he effort to get signoffs had increased prohibitively. #xecutives were busy and on the road with customers a great deal, and scheduling a timely signoff meeting with the needed executives /what their original process called for0 became impossible. In addition, the earlier process had called for all the phase deliverables to be made available for review, and the effect was that no one felt they had time for the process. "he benefits of it in terms of sanity check and executive awareness of phase transitions /which often meant their own resources were next up on the project in the coming phase0 were getting lost. 1o several &.s recommended a revised signoff process, and this guideline was created to explain it to all 23 project managers and functional managers. "he proposal they created to suggest the signoff process change is presented first, followed by the resulting signoff process guideline. Continued on next page

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Phase Signoff Process Example and Guidelines

INTRO !CTION" Phase Signoff Process Example and Guidelines &continued'

The Example Signoff Process Starts after the Introduction, on Page 3

(o) to !se It
*. Re+ie) the proposal and guideline for applica,ilit$ to $our projects. 'o you do phase signoffsIf so, consider whether you have any issues with efficiency or effectiveness of the process and what ideas this company9s situation might provide for improving your own. If you don9t have a signoff process, consider this company9s reasons for having one, and whether your projects could benefit from any of their approach. -. If $ou feel $ou need such a process and guideline. in+ol+e acti+e project managers to suggest what the process should be, so that it9s a meaningful exercise at the end of each phase, not a paper exercise. /. ocument $our o)n guideline. and re+ie) it with the executives and managers and team members who would be signing off. Adjust it for additional suggestions for effectiveness and efficiency.

0. Pu,lish it to those )ho )ill ,e in+ol+ed. 1. 2fter using it for phase transitions. re+ie) results )ith the team&s' 3 how well did it work- Adjust if necessary.

Example proposal for changing the signoff process is on next page /page 20. Example short signoff process guideline starts on page 7. Example of a signoff form is shown on page 8.

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Phase Signoff Process Example and Guidelines

Proposal" Change to Compan$ Phase Signoff Process

;example from a product development company< Summar$" "his proposal was prompted by two concerns$

.ultiple &roject .anagers have complained that =&* and 'irector*level phase signoffs are largely a formality, i.e., they represent no true check of readiness by those signing. ,e have become concerned that the true purpose of phase signoffs has gotten lost. &roject .anagers worry more about having a binder and walking around a sign*off sheet, than truly checking the (uality of the team9s work in the project phase. "he understanding of the deliverables value has gotten lost in emotion about having to do all of this documentation for the sign*off. #e propose that )e change the sign4off re5uirements as follo)s"

2.

Executi+es &6P47 irector4le+el' )ill sign onl$ the follo)ing four compan$4le+el project 8decision points9" Phase #nd of &hase : #nd of &hase 6 &hase 7 &hase 8 eli+era,le to ,e signed ,$ Executi+es <*.1. ew &roduct #ngineering >e(uest

ecision Point :und Phase - )or; :und7=aunch the project Chic;en tests passed. O> to proceed O> to deli+er to customer&s'

<-.--. ew &roject ?aunch Announcement signed off. =ision, .ilestones list, and resource plan attached. <0.?. 4ritical 'esign >eview /4'>0 results signed*off ote$ 1igned by =& 'evelopment <@.0, @irst 4ustomer 1hipment /@410 readiness signed off.

A. 2ll phase signoffs7exits )ill ,e simplified and signed ,$ the team as follo)s" eli+era,les <*.1 <-.-&#> &?A Team mem,er signatures 4ross*functional team member from each major area. "he responsible functional director and the &roduct 4hampion #hat is attached "he list of deliverables done for the phase. "he final design review or test results review minutes from that phase. Purpose 1anity checkpoint where a team member can raise a flag if certain tasks or deliverables arenCt yet done acceptably. #ntire team has responsibility for saying, Des, we did a good job and we can go on.

</.-- !A to 'evelop <0.? 4'> <0.-B >elease to Alpha <1.-- >elease to Beta <C.*1 >elease to .anufacturing <@.0 @41

Resulting process guideline the PMs created is on the following page

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Phase Signoff Process Example and Guidelines

PRODECT P(2SE SIGNO:: G!I E=INE

;example from a product development company<

2. Procedure for Sign4offs that In+ol+e 2ll Executi+es &6P4le+el'"

Phase #nd of &hase : #nd of &hase 6 'uring &hase 7 'uring &hase 8 eli+era,le to ,e signed ,$ Executi+es <*.1 ew &roduct #ngineering >e(uest / &#>0 <-.-- ew &roject ?aunch Announcement <0.? 4ritical 'esign >eview /4'>0 results /=& 'evelopment signs0 <@.0 @irst 4ustomer 1hipment /@410 readiness ecision Point @und &hase 6 work @und)?aunch the project 4hicken tests passed, !A to proceed !A to deliver to customer

:ollo) these steps )hen $ou are read$ to get the sign4offs for <*.1. <-.--. and <@.0. *. "hink and plan ahead. It9s recommended that you pre*brief or pre*sell particular executives ahead of the actual signoff timeframe as needed. "here is ample lead*time ahead of the actual phase transition signoff E you know when it9s comingF E to ensure that they9ve been reading status reports, attending the monthly project reviews, etc. and do not have any issues. /And if they do, of course you want ample warning to address them.0 1o plan ahead for any necessary special conversations. "his will also make it much easier to catch the executives with plenty of time to spare. -. &repare sign*off sheet. Attach a list of the deliverables done for this phase. Also attach the following documentation. !"#$ If you9re doing ahead*of*signoff exec briefings, this information can be draft E even if it9s not (uite done it can be good enough to communicate what the executive needs to be briefed on. <*.1 NPER" Include G:.H &#> sign*off form filled out including time and budget to evaluate information. !ptional to attach deliverable G:.7 for more detail. <-.-- Ne) Project =aunch 2nnouncement" Include G6.66 &?A sign*off form, filled out. Attach &roject =ision, .ilestones list, "eam roles list. <@.0 :irst Customer Ship Readiness" Include G8.7 @41 sign*off form, filled out. /. Iet your team members /at least cross*functional representatives0, your &roduct 4hampion, and your responsible 'irector, to sign the form first. >eview the form and related documentation in a team meeting. Jse the related checklist to challenge yourselves as to whether the team is really done with this phase or this project checkpoint. .ake sure that the signature is really serving as a team sanity check that you did a good job in this phase.

Continued next page

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Phase Signoff Process Example and Guidelines

0. Iive the documentation including the partially signed form to Kudy for distribution to the executives at least one day ahead of when you want to get their signatures. A few days ahead of time is recommended. !"# :$ Dou are not re(uired to walk the entire binder of phase documents around for these sign* offs. "his procedure lists the minimum documentation you should take to the executives. Lowever, they are always welcome to look at the other deliverables in the binder if they desire. !"# 6$ Dou may still walk the sign*off form around to the executives, but to get the signatures most efficiently, all at once, use Kohn9s ;the president9s< .onday morning staff meeting. But see also the note in G: about doing any pre*briefs. 1. 4all /do not email0 Ieorge /=& 'evelopment0 on the @riday before the meeting you wish to attend Kohn9s .onday staff meeting. "his is the best place to get all the executives at once. #ven when they9re traveling a lot, they try to be here for this meeting, or at least call in. C. &repare one or two slides that will allow you to brief the executives on the project and the rationale for proceeding to the next phase within H*:3 minutes. @. Attend Kohn9s meeting at M a.m. the following .onday, make your presentation, answer (uestions, and get signatures on the spot. ?. 'istribute the signed form to the team and the executives.

:ollo) these steps for <0.?. Onl$ George (.%s E6P e+elopmentF signature is re5uired. *. Lave Ieorge witness the system chicken test ;test of partially integrated system that shows that all major technical risks have been con(uered<. -. Lold your 4ritical 'esign >eview /4'>0 meeting, then publish the minutes of that meeting. /. @ill out G7.M 4ritical 'esign >eview sign*off form, and attach minutes from 4'> meeting. 0. Iet your team members /at least cross*functional representatives0, your &roduct 4hampion, and your responsible director to sign the 4'> sign*off form. 1. 1chedule an appointment with Ieorge to review the results and recommendations and get sign*off. C. 'istribute the signed form to the team and executives.

Process continued on next page" 1ee next page for process that applies to phase transitions not re(uiring full executive signature list.

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Phase Signoff Process Example and Guidelines

A. Procedure for Getting Remaining Sign4offs

&Signoffs that do not in+ol+e all executi+es'

eli+era,les G2.66 !A to 'evelop G7.6N >elease to Alpha GH.66 >elease to Beta GO.:H >elease to .anufacturing

Team mem,er signatures

#hat is attached

Purpose 1anity checkpoint where a team member can raise a flag if certain tasks or deliverables arenCt yet done acceptably. #ntire team has responsibility for saying, Des, we did a good job and we can go on.

4ross*functional team member from each major area. "he responsible director and &roduct 4hampion

"he list of deliverables done for the phase. "he final design review or test results review minutes from that phase.

:ollo) these steps )hen $ou are read$ to get the sign4offs a,o+e.
!"#$ A key decision was made that each team should decide at the beginning of a phase which deliverables as a minimum must be completed before exiting the phase. *. &repare sign*off sheet.

Attach a list of the deliverables done for this phase. /4heck it against your minimum list to exit the phase.0 Also attach the design review or test results review minutes from that phase.

-. >eview the forms and test results etc. in a team meeting. Jse the phase signoff checklist to challenge yourselves as to whether the team is really done with this phase. .ake sure that the signature is really serving as a team sanity check that you did a good job in this phase. /. Iet your team members /at least cross*functional representatives0, your &roduct 4hampion, and your overseeing 'irector, to sign the form E if no issues, then right there in the team meeting. If there are issues, adjourn to resolve them, then get back together to do another review and do the signoff. 0. In the next monthly project status review with the executives, report that you got the phase sign*off.

See next page for example of a signoff sheet.

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Phase Signoff Process Example and Guidelines

Example Signoff :orm"

:irst Customer Ship 2ppro+al

,hen the team is ready to allow initial customer shipments, the @41 approval form should be used to make this momentous event official, and ensure that the entire cross*functional team weighs in on readiness to send the product to customers.

:irst Customer Ship &:CS' 2ppro+al :orm

Product" GGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG ate" GGGGGGGGGGGGGGGGGGG Team Notes. Recommendations. and 2ppro+al" GGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG GGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG Pilot Run Status7Completion ate" GGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG

ocumentation Status /Jser .anual, >elease otes, &roduct 4onfiguration Iuidelines, etc.0$ or attach summary GGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG Aeta or 2cceptance GGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG Test Results Summar$"

GGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG. attach results Recommendation to GGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG appro+e :CS"

GGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG G T$pical Cross4:unctional Team Signatures &roject .anager$PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP ew &roduct Introduction #ngineer$PPPPPPPPPPPPPPPPPPPPPPP &roduct .anager$PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP 1%A .anager$PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP %uality .anager$PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP 4ustomer 1ervice$PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP

2dditional Team Signatures &as needed' PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP T$pical Executi+e Signatures" =& 'evelopment$PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP =& 'ata 1ervices$PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP =& !perations$PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP =& 1ales).arketing$PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP =& @inance$ PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP 'ate$ PPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP 'ate$PPPPPPPPPPPPPPPPP

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