Establishing Project Office Checklist

1. Selecting premises

• Establishing and documenting requirements for premises
• Choosing practical location of premises
• Checking the premises to meet the requirements originally documented
• Ensuring that the premises provide sufficient capacity for the project
• Making a formal contract for the lease/purchase/use of the premises
• Stipulating if the premises continue to be available when the project is delayed
• Installing additional equipment to the premises if required (cabling, air conditioning , etc. )
• Ensuring that on-site facilities are sufficient (e.g. number of meeting rooms, bathrooms)

2. Maintaining office and communication equipment

• Providing the project participants with all required office equipment (e.g. computer hardware, project planning software, copiers, fax machines, etc.)
• Providing technical support to ensure that office equipment remains operational during the project
• Ensuring spare equipment is available in case of shortage
• Installing required video and voice conferencing equipment
• Testing all office and communication equipment before the project launch

3. Appointing roles and defining job descriptions

• Project Director
• Project Office Manager
• Procurement Manager
• Communications Manager
• Quality Manager
• Risk Manager
• Team Leader
• Defining formal Job Descriptions and adjusting it with all roles
• Describing responsibilities and performance criteria for each Job Description
• Assigning appropriately skilled staff to each of the roles

4. Determining standards

• Planning standards
• Quality standards
• Acceptance standards
• Reporting standards
• Documentation standards
• Other relevant standards

5. Determining processes

• Scope management process
• Time management process
• Cost management process
• Quality management process
• Change management process
• HR management process
• Communications management process
• Acceptance management process
• Risk management process
• Procurement management process

6. Creating templates based on PO phases

• Initiation
• Business Case
• Feasibility Study
• Terms of Reference
• Job Descriptions
• Planning
• Project Plan
• Resource Plan
• Financial Plan
• Quality Plan
• Acceptance Plan
• Risk Plan
• Procurement Plan
• Communications Plan
• Execution and Control
• Timesheet Form, Timesheet Log
• Expense Form, Expense Log
• Quality Form, Quality Log
• Change Form, Change Log
• Acceptance Form, Acceptance Log
• Risk Form, Risk Log
• Project Status Report, Communications Log
• Purchase Order Form, Procurement Log
• Progress Report
• Checkpoint Report
• Closure
• Project Closure Report
• Post Implementation Review

7. Project office maintaining

• Maintaining project plans by comparing actual status with baseline
• Building status reports and delivering them to project stakeholders
• Storing all project documentation and conducting regular project communication
• Retaining project timesheet, expense, quality, change, acceptance, risk, procurement, communications and registers
• Providing staff guidance ....

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