Project Management Procedure
SUBJECT: PROGRESS MEETINGS RESPONSIBILITY: PROJECT MANAGER NUMBER: PMO-14.2 EFFECTIVE DATE: July 1, 2011 SUPERSEDES: PMO-14.1

STATE LOCATION AND DESIGN ENGINEER APPROVAL:

Original with signature on file in Project Management Office

___________________
State Location and Design Engineer

TASK:
PURPOSE:

Schedule and Conduct Progress Meetings This procedure outlines the actions required to prepare for and conduct regularly scheduled progress meetings throughout the life of the project to keep the project on schedule and on budget. It is the Project Manager’s responsibility to schedule and conduct these meetings to gauge the health of the project. 1. Read and become familiar with applicable project documents. 2. Determine the frequency of the meetings and adjust accordingly throughout the life of the project based on need. 3. Secure site for the meetings. Facility requires sufficient space to review plans, schedules, and contract documents. 4. Identify and invite the necessary Team Members/Stakeholders to the meetings. 5. Develop the agenda for each meeting based on priority, complexity, and specific needs; discuss the Schedule, Budget, Quality, Scope, Safety, Risks and associated mitigation plans, Resources, and Lessons Learned. 6. Conduct meeting; review the work completed to date and the work

STEPS:

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Virginia Department of Transportation Project Management Office

expected to be performed prior to the next progress meeting. 7. Upload Project Summary Report, participant attendance and the minutes of the meeting into iPM and distribute copies to external stakeholders. TOOLS AND RESOURCES: iPM and User’s Guide Virginia Department of Transportation Road and Bridge Specifications, section 103.06 (e) PMBOK, Chapter 10, Project Communications Management Project Change Control Form