Quality assurance report template

Quality assurance report template excel free download

This document defines the Quality Assurance (QA) services and deliverables required by the City of Portland Technology Oversight Committee of selected quality assurance vendors to support its role to provide oversight to selected city project. These guidelines will enable all quality assurance vendors to provide services in a standard and consistent manner across projects.

This document leverages aspects of community best practice found in the State of Oregon DAS IT Investment and Planning1 and State of New Mexico Department of Information Technology2 as well as other examples of QA services on projects within the city like the Public Safety Systems Revitalization Program3. See Section 5 - Reference Materials for more information.

For the purposes of this document “Contractor” refers to the firm on selected and under contract to provide quality assurance services to the Technology Oversight Committee.

Introduction to the Quality assurance report template Guidelines

1-Purpose:

The purpose of the QA guidelines is to establish common, repeatable standards for the delivery of QA services and deliverables for all QA efforts done on behalf of the Technology Oversight Committee.

2-Quality Assurance Approach:

To ensure that the appropriate quality management and risk management activities are conducted these guidelines are based on the Project Management Institute’s (PMI) Standard as described in the Project Management Body of Knowledge (PMBOK), Fourth Edition, 2008.

This includes activities of Quality Assurance and Quality Management that determine the quality policy, objectives, and responsibilities, and implements them by means such as quality planning, quality control, and quality assurance.

For the purpose of this document, the term “quality standards” shall refer to both Project “process” and “product” quality standards. “Process” quality standards shall cover organizational influences, management support, decision drivers, project management, schedule, resourcing, experience, and others. “Product” quality standards shall cover product content, design, development, deployment, environment, technology, security, maintainability, and others.

3-Definitions:

👉Quality Assurance means the project is adhering to project management disciplines, planned and performed according to its project plans and that such adherence can be verified by an independent examination of project documents and other evidence.

👉Quality Management is defined as “a subset of project management that includes the process required to assure that the Project shall satisfy the needs for which it was undertaken.” Quality Management consists of activities in quality planning, quality assurance, and quality control.

👉Verification means the project is adhering to project management disciplines, planned and performed according to its project plans and that such adherence can be verified by an independent examination of project documents and other evidence.

👉Independent means autonomous and impartial verification and validation assessment of a project’s adherence to project management plans and compliance with business requirements. These independent assessments are performed by an entity that is not responsible for developing the product or performing the activity being evaluated.

Overview of Contractor Tasks, Deliverables and Processes

The QA Contractor shall perform the following tasks:

Develop Quality Assurance Management Plan
Conduct Initial Review and Assessment
Provide Monthly Reviews and Reports
Post implementation Assessment Report

By virtue of the Contractor successfully completing these tasks the Technology Oversight Committee is able to provide oversight to help ensure the City of Portland that the project team and Contractors are applying best practices in project and quality management. This includes the delivery of products that meet business requirements for the project in respect to schedule, cost, scope, functionality, security, and other relevant quality standards.

1-Develop Quality Assurance Management Plan:

The Contractor is responsible for developing a QA Management Plan for the task order that defines the deliverables, timelines, frequency, and Contractor personnel assigned for the duration of the task order. Following the acceptance of the QA Management Plan by the city the next report will usually be the Initial Assessment Report provided by the Contactor.

The Contractor should specify in the QA Management Plan a list of inputs from the City that is needed to perform quality assurance. This would include but is not limited to; all project documentation, formal solicitations (RFP) and contracts as well as access to key staff such as the project team, business users, and subject matter experts to conduct interviews and meetings.

2-Initial Review and Assessment:

The Contractor is responsible for conducting an initial review of project risks and activities to produce an initial assessment of the project. The initial assessment should include:

A Risk Management assessment by which the Contractor evaluates the effectiveness of the risk management strategy and planning for the project. This includes specific assessment of the Risk Management metrics and criteria documented in Section 6 of this document.
A Verification of Project Deliverables by which the Contractor evaluates if deliverables are appropriately scoped and detailed with respective to the current phase, included but not limited to: Project Management Plan, Project Requirement, Project Budget, Project Schedule and Project Communications. This includes specific assessment of the Project Deliverables metrics and criteria documented in Section 6 of this document.
A Project Management assessment that evaluates the projects organization, roles and responsibilities and management oversight to ensure the project has engaged all stakeholders at the appropriate level and is provided clear authority, managerial support and business ownership. This includes specific assessment of the Project Management metrics and criteria documented in Section 6 of this document.
A Verification of Product Deliverables by which the Contractor verifies if product deliverables are of acceptable quality and delivered on agreed upon schedule and cost. This includes specific assessment of the Product Deliverables metrics and criteria documented in Section 6 of this document.

3-Provide Monthly Reviews and Reports:

The Contractor shall provide monthly reports to the Technology Oversight Committee. These reports will appraise the current status of the project and track issues, trends and recommendations. The monthly reports shall reflect the current phase of the project and should be tailored to the project respective of risk, scope, schedule and budget.

The Contractor should include the baseline established in the initial assessment deliverable and track the progress of the metrics at each monthly report. This report shall also include an executive summary of project progress and a forward looking calendar of significant deadlines, decisions and milestones that need to be met to keep the project on schedule.

Monthly reports shall be delivered to the Technology Oversight Committee following the format established in Section 6 which includes a written report and a presentation of report information. Reports shall be submitted to the City Project Manager, Bureau Director, CTO and CAO 10 business days prior to the monthly meeting to provide review and feedback. The final version shall be provided to the Technology Oversight Committee no less than five business days prior to the monthly meeting.

4-Post Implementation Assessment Report:

Ninety days following the completion of the project the Contractor should provide a post implementation report. This report will assess if the business and technical objectives were achieved based on project scope and acceptance criteria. The Contractor shall validate if prior established project outcome metric and success criteria are being met and as a result the intended value of the project has been realized.

Reporting schedule template

Unless specified otherwise in the task order the Contractor will follow a monthly cycle for reporting QA status. Monthly reports shall be delivered to the Technology Oversight Committee following the format established in Section 6 which includes a written report and a presentation of report information.

Reports shall be submitted to the City Project Manager, Bureau Director, CTO and CAO 10 business days prior to the monthly meeting to provide review and feedback. The final version shall be provided to the Technology Oversight Committee no less than five business days prior to the monthly meeting.

Week 1-2 Contractor conducts interview, verifies and drafts assessment and reports.
Week 3 - Draft report and presentation distributed for review by City staff.
Week 4 - Contractor delivers report and presentation to the Technology Oversight Committee.

Initial Review and Monthly Quality Assurance Templates and Metrics

For each assessment area defined in section 3.3.2 Initial Review and Assessment a rating should be provided to describe the Contractors evaluation of that aspect of the project. Reports delivered to the TOC should include both written reports and a formal presentation of findings. Reports should contain but are not limited to the following topics:

Executive Summary of report findings
Detailed project area assessments using the format provided below.
A summary of all project assessment areas ratings metrics ratings that have changed since the last evaluation period.
The status of prior recommendations As defined in section 3.3.2 Initial Review and Assessment these should include but are not limited to:

Risk Assessment
Verification of Project Deliverables
Project Management Assessment
Product Deliverables Assessment

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Quality assurance report template

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Quality assurance report template