Apply a quality management plan.

The application of a Quality Management Plan (QMP) is an integral step in Certified Associate in Project Management (CAPM) exam and in the broader field of project management itself. It ensures that the project outcomes are consistent and meet the prescribed quality standards.

The Quality Management Plan is a subset of the Project Management Plan and outlines the quality objectives, the criteria to meet those objectives, and how the project team will manage and verify quality throughout the project lifecycle.

I. Designing a Quality Management Plan

In the process of quality management planning, you use the scope baseline and quality management principles from ISO 9000 to determine which quality standards are relevant to your project. A QMP includes:

• Quality Standards: These are the benchmarks against which you measure project deliverables.
• Quality Control Procedures: The processes you will use to meet the quality standards.
• Quality Roles & Responsibilities: Who will monitor quality and how they will do it.
• Quality Tools & Techniques: The tools the project team will utilize to manage the quality of outputs.

Designing a QMP also includes planning for proactive management techniques such as Process Improvement Plans, Quality Metrics, Quality Checklists, and Project Documents Updates.

II. Implementation of Quality Management Plan

The next step after designing the Quality Management Plan is its implementation. The Quality Management Plan will serve as a guide throughout the project lifecycle, keeping efforts in alignment with the project’s quality objectives. It will also coordinate the use of different tools and techniques including audits, control charts, flow charts, and other statistical analyses.

Let’s consider a hypothetical example. Suppose you are managing a software development project. Your Quality Management Plan should detail what coding standards will be applied, what design principles will be followed, and what type of testing procedures are necessary.

Fully implementing quality assurance processes will require a meticulous approach. The team should be ready to adhere to the established processes and periodically review them for potential improvements.

III. Monitoring Quality Management Plan

Finally, the application of a Quality Management Plan requires continuous monitoring. The plan needs to be adapted and adjusted as necessary to meet the changing requirements and issues arising on the project. The use of quality audits and control tools like the Pareto chart, control charts, or Ishikawa diagrams can help in monitoring and controlling quality to identify variances and take corrective actions.

It’s important to remember that a Quality Management Plan is not static. It should be continually refined and updated as the project advances. This dynamic nature of the Quality Management Plan ensures that it stays relevant and includes the latest quality standards and best practices in the industry.

Table for Comparison:

Process Improvement Plan VS Quality Management Plan

As you prepare for the CAPM exam by PMI, remember the central importance of quality management planning. This extends beyond passing the test to become a crucial skill for successful project management.

Practice Test

True or False: Quality management plans are unnecessary within small projects.

• True
• False

Answer: False

Explanation: Irrespective of the size of a project, a quality management plan is critical. It helps to ensure project success by identifying what quality looks like for the particular project and how it will be measured.

True or False: A quality management plan should describe how to perform quality control and quality assurance.

• True
• False

Answer: True

Explanation: Quality control and quality assurance are key elements of a quality management plan. They are used to measure the quality of project deliverables and to keep the project on track.

Which of the following is NOT typically included in a quality management plan?

• a) Quality objectives
• b) Project schedule
• c) Quality metrics
• d) Quality control and assurance processes

Answer: b) Project schedule

Explanation: A project schedule is part of project management planning not the quality management plan. A quality management plan is focused on the quality objectives, metrics, and controls and assurance processes.

True or False: The customer determines what constitutes quality in a project.

• True
• False

Answer: True

Explanation: The standards for quality are based upon the customer’s perception and expectations, making their perspective integral to determining the definition of quality in a given project.

Select the correct statement:

• a) A quality management plan is static and should not be altered.
• b) A quality management plan allows for continual improvement.

Answer: b) A quality management plan allows for continual improvement.

Explanation: Quality management is a ongoing process that permits for continuous improvement. The plan may be revised and updated based on changes in project conditions, lessons learned, or audit findings.

A quality management plan needs to be overly technical. (True/False)

• True
• False

Answer: False

Explanation: While a quality management plan needs to be thorough, it doesn’t necessarily need to be overly technical. The ease of understanding and accessibility of the plan to all project members is equally important.

Which of the following is NOT a key benefit of applying a quality management plan?

• a) Increased customer satisfaction
• b) Minimized risks
• c) Reducing overruns of cost and time
• d) Avoidance of all project risks

Answer: d) Avoidance of all project risks

Explanation: It’s virtually impossible to avoid all project risks. However, a quality management plan can help to minimize risks and better manage those that do occur.

The quality management plan only addresses the output of the project. (True/False)

• True
• False

Answer: False

Explanation: While output is a primary focus, the quality management plan also addresses the project processes and overall performance as well. It is an all encompassing plan.

In a quality management plan, deliverables are measured against:

• a) Cost of the project
• b) Team performance
• c) Standards and benchmarks
• d) Project timeline

Answer: c) Standards and benchmarks

Explanation: Deliverables in a project are measured against the quality standards and benchmarks defined in the quality management plan.

The quality management plan solely depends on who the project manager is. (True/False)

• True
• False

Answer: False

Explanation: While a project manager plays a significant role in implementing the plan, the quality management plan is determined by numerous factors such as customer expectations, available resources, and organization strategy. It’s a collective effort.

Quality management plan is only required in the planning phase of the project. (True/False)

• True
• False

Answer: False

Explanation: The quality management plan is developed in the planning phase, but it is used and executed throughout the entire life cycle of the project.

Quality audits are a part of quality management plan. (True/False)

• True
• False

Answer: True

Explanation: Quality audits are an integral part of quality management plan. They ensure that the project deliverables are consistent with organizational policies, processes and procedures.

Interview Questions

1. What is a quality management plan in project management?

A quality management plan in project management is a document that defines the quality standards that are applicable to a project, describes how quality will be measured, and outlines the processes and procedures necessary to ensure that the project meets the defined quality standards.

2. Why is a quality management plan important in project management?

A quality management plan is important in project management because it helps ensure that the project deliverables meet the quality expectations of the stakeholders. It provides a roadmap for quality assurance and control activities, helps identify and address potential quality issues early in the project, and increases the likelihood of project success.

3. What are the key components of a quality management plan?

Key components of a quality management plan include quality objectives, quality standards, quality assurance activities, quality control activities, the roles and responsibilities of team members regarding quality, and the process for identifying and addressing quality issues.

4. How do you develop a quality management plan?

To develop a quality management plan, one must first identify the quality standards that need to be met for the project. Next, determine the quality assurance and control processes that will be implemented to ensure those standards are met. Document the roles and responsibilities related to quality and establish a process for monitoring and controlling quality throughout the project.

5. Describe the difference between quality assurance and quality control.

Quality assurance focuses on preventing issues through process improvement, while quality control involves detecting and correcting defects in the deliverables. Quality assurance is proactive, ensuring that the right processes are in place, while quality control is reactive, ensuring that the deliverables meet the quality standards.

6. How can a project manager ensure that the quality management plan is effectively implemented?

A project manager can ensure the effective implementation of a quality management plan by clearly communicating quality expectations to the team, monitoring quality throughout the project, conducting regular quality audits, addressing any quality issues promptly, and continuously improving the quality processes based on lessons learned.

7. What tools and techniques can be used to implement a quality management plan?

Tools and techniques that can be used to implement a quality management plan include quality audits, control charts, flowcharts, Pareto diagrams, statistical sampling, inspection, and root cause analysis.

8. Why is it essential to involve stakeholders in the quality management process?

Involving stakeholders in the quality management process is essential because stakeholders have a vested interest in the quality of the project deliverables. Their input can help ensure that quality requirements are understood and met, and their feedback can help identify potential quality issues early, preventing costly rework later in the project.

9. How can lessons learned be used to improve the quality management process in future projects?

Lessons learned from previous projects can be used to improve the quality management process in future projects by identifying what worked well and what did not in terms of quality management. By implementing best practices and avoiding previous mistakes, project teams can enhance the quality of deliverables and increase overall project success.

10. Describe the role of continuous improvement in quality management.

Continuous improvement is the ongoing effort to enhance the quality of deliverables by making incremental changes to processes and procedures. By continuously evaluating and refining quality management practices based on lessons learned and feedback, project teams can achieve higher quality standards and improve project outcomes over time.