HKSM

Key Points

• Part of organizational process assets that standardize how work is done and verified.
• Prescribe roles, steps, acceptance criteria, records to keep, and escalation paths.
• Tailored for the project and controlled under configuration management.
• Used to plan and run quality assurance activities, audits, and process evaluations.
• Enable compliance with internal policies and external regulations or standards.
• Provide objective evidence for oversight, supplier management, and governance.

Purpose

Drive repeatable, compliant execution and reduce variation by telling the team exactly how to perform critical activities. Clarify who does what, when, and what proof must be captured. Support governance by making audits and handoffs predictable and defensible.

How to Create

• Identify scope and objective of the procedure, including triggers and outcomes.
• Gather inputs from standards, policies, regulatory requirements, and lessons learned.
• Map the workflow: steps, decision points, roles, and handoffs.
• Define acceptance criteria, quality checks, and required evidence or records.
• Select tools, templates, and forms; attach checklists or work instructions.
• Specify metrics and sampling methods to verify proper execution.
• Review with subject matter experts and stakeholders; pilot if feasible.
• Baseline the procedure with version control and publish in the document repository.

How to Use

• Tailor the procedure to the project context while preserving mandatory controls.
• Train the team and suppliers on steps, roles, and evidence requirements.
• Execute quality assurance activities (audits, reviews, process checks) exactly as prescribed.
• Capture records and artifacts listed in the procedure to demonstrate compliance.
• Log any nonconformances, perform root cause analysis, and initiate corrective actions.
• Escalate deviations per the procedure and update risks or change requests as needed.
• Continuously improve by proposing updates when gaps or inefficiencies are found.

Ownership & Update Cadence

• Ownership: Process owner or Quality/PMO function maintains the master procedure.
• Project tailoring: Project manager and quality lead adapt and baseline for the project.
• Update triggers: After audits, major defects, regulatory changes, tool changes, or phase gates.
• Cadence: At project start, before key milestones, and during continuous improvement cycles.
• Control: Versioned in the configuration management system with change history.

Example

Deliverable Inspection Procedure (example outline):

• Purpose and scope: Define when inspections are required and for which deliverables.
• Roles: Author, inspector, scribe, approver, and escalation contact.
• Inputs: Deliverable, checklist, applicable standards, and acceptance criteria.
• Steps: Plan inspection, prepare materials, conduct review meeting, log defects, rework, and verify fixes.
• Acceptance criteria: Zero high-severity defects and all medium defects resolved.
• Records: Completed checklist, defect log, reinspection evidence, and approval sign-off.
• Metrics: Defect density, rework effort, and first-pass yield.

PMP Example Question

While executing Manage Quality Assurance, the team is preparing to run a quality audit on a vendor deliverable. Which input provides the prescribed steps, roles, and acceptance criteria to perform the audit?

1. Quality metrics.
2. Procedures.
3. Lessons learned register.
4. Quality management plan.

Correct Answer: B — Procedures.

Explanation: Procedures contain the step-by-step method, roles, and criteria for conducting audits. Quality metrics define measures, the quality management plan sets the overall approach, and lessons learned provide insights but not the exact steps.