INS_MFHB_COO_PMO_02 (Amended)

“Request For Change”, “Detailed Implementation Planning” and “Project Closure Report”
Not Consistently Signed-Off by PMO Manager upon Validation of Supporting Documents

1. RFC forms not signed by PMO Manager

• Wef March 2007, PMO Managers were required to validate and sign RFC forms submitted
to MMSC for approval.
• A section for PMO Manager signature/verification was included in RFC forms (PMO Weekly
Meeting, 1 March 2007)
• Agree that PMO Manager had omitted to sign the 2 RFC forms submitted in April 2007.
The remaining 7 RFC forms submitted for approval in June 2007 were compiled and
submitted personally by Head of PMO to CEO for approval before the financial year end.
This was done in order to ensure a more accurate figure on the merger status/progress can
be provided as at end FY 06/07. The respective PMO Managers were away during this
round of approval, but had reviewed and signed the RFC on a later date. Other RFCs
submitted for approval in the 12th June 2007 MMSC were signed by PMO Managers.

2. DIP not signed by PMO Manager

• PMO noted that there were versions of the DIP which did not include a column for PMO
Manager’s signature. Upon discussion between PMO Managers and Head of PMO, it was
decided that PMO Manager’s signature on a DIP was not compulsory (optional).
• Referring to the PMO SOP on signatories, DIPs do not require PMO Manager’s signature.

Initiative Remark
DIP dated April 2006
FS2-12
First template used – No column for PMO signature
FS3-09.3 With column for PMO signature

FS4-03 With column for PMO signature

FS4-04 With column for PMO signature

FS4-06 No column for PMO signature

VC3-11.2 No column for PMO signature

VC6-05 With column for PMO signature

VC8-03 No column for PMO signature

VC1-03 to
No column for PMO signature
VC1-21
3. PCR not signed by PMO Manager
• As stated in PMO SOP, PMO Managers are not required to sign Project Closure
Reports. Only Team Leaders, Owners and Sponsors are required to sign PCRs.
• The PCRs which were signed by the respective PMO Managers did not have any column
for PMO Manager signature.
INS_MFHB_COO_PMO_03

“Detailed Implementation Planning” Form not consistently Signed-off by Project Owner and
Project Sponsor

Initiative Remark

DIP dated April 2006

FS2-12 First template used – No column for Project Owner and Project
Sponsor

VC1-17 No Owner and Sponsor signatures

VC1-21 No Sponsor signature

INS_MFHB_COO_PMO_05

“Project Closure Report” not consistently Signed-off by Project Owner and Project Sponsor

Audit finding: 5 PCRs were not signed by Team Leader + 1 PCR not signed by Sponsor.

Initiative Remark

FS2-01 No Team Leader signature but Owner and Sponsor have signed-off.

FS2-05 No Team Leader signature but Owner and Sponsor have signed-off.

FS2-06 No Team Leader signature but Owner and Sponsor have signed-off.

FS3-20 No Team Leader signature but Owner and Sponsor have signed-off.

FS3-23 No Team Leader signature but Owner and Sponsor have signed-off.

No Sponsor signature. There was no CCO appointed yet at the point of

VC5-SS4
project closure.
INS_MFHB_COO_PMO_07

Project Closure Report for Initiatives with “Closed” Status were not promptly obtained from
Team Leader, Project Owner and Project Sponsor

Audit date : 3 Aug 2007

Sample : 120 initiatives tagged as ‘Closed’ in Principal Toolbox
Audit finding : 6 PCRs were not obtained upon closure of initiative

As per PMO SOP, Project Closure Reports need to be signed and submitted to PMO within 14
working days from the end/closure of the project.

Initiative Remark

Actual end date: 20 Jul 2007

VC1-12 PCR date: 7 Aug 2007
Within 14 days
Actual end date: 30 Jun 2007
VC1-22 PCR date: After 3 Aug 2007
Exceed 14 days
Actual end date: 9 May 2007 (see MMSC pack dated 9th May 2007)
PCR date: 10 Aug 2007
VC2-9 Exceed 14 days
Not critical as there is already documentation in MMSC pack that the initiative is
to be closed and replaced by a Business Marketing Strategy (BMS) initiative.
Actual end date: 30 Jun 2007
PCR date: 8 Aug 2007
VC5-AG2 Exceed 14 days
It has been documented in Business Marketing Strategy Implementation
Committee (BMIC) meeting minutes dated 4th July 2007.
Actual end date: 9 May 2007 (see MMSC pack dated 9th May 2007)
PCR date: 10 Aug 2007
VC5-SS2 Exceed 14 days
Not critical as there is already documentation in MMSC pack that the initiative is
to be closed and replaced by BMS initiative.
Initiative was dropped.
RFC was submitted – approved by CEO and subsequently by MMSC on 20th Jul
FS2-9 2006.
Project Closure Report not required as there is record that the drop of this
initiative has been approved.

PMO Managers track the progress of a project by its activities and deliverables. In the event that
there is documentation to confirm that all its activities have been carried out and deliverables (which
were scheduled to be completed within the project) have been met, the PMO Manager may update
status of the project as ‘Closed’ in the Principal Toolbox.