Review project objectives, Use any project overview prepared for external stakeholders and appropriate adult learning intermediate results, and techniques to engage the participants in the review intended outputs Confirm organizational Ask governance structure members to confirm their commitment by signing the project charter when commitment and finalized (see below) accountability for the project & Responsibilities (~60 minutes) Define responsibilities of the Consider the list on p. 5 of the CRS , with emphasis on the following responsibilities: governance structure Review and sign off on project milestones including whether any Review and discuss progress against plans responsibilities will be Support and advise the PM, including making decisions beyond the PM’s tolerance 15 min delegated to a subset of Ownership of the project risk register (many of the larger risks may be outside the PM’s ability to members or a specific address) member of the governance Advocate for and assign organizational support and resources structure Manage change Determine (or co-Chairs) responsible for approving the agenda developed by the PM and – running the meetings Define role/responsibility of Determine Secretary responsible for scheduling meetings; drafting agendas; recording meeting – 15 min each member proceedings and action preparing and distributing reporting; filing documents. Determine any other special roles Deputy Secretary (if relevant), the PM’s role, etc. – List other participant/members Establish a meeting calendar consider organizing governance structure meetings around regular – project review meetings (see Standard 11, key action 3 on compass.crs.org). When establishing meeting frequency, keep in mind the dates by which any project deliverables For deliverables that require governance structure approval, need to be submitted to the donor. ensure sufficient time between the donor submission deadline and presentation of the final draft Establish meeting frequency, for governance structure approval. location/mechanism (e.g., Determine meeting location 15 min virtual or in-person), and Consider a standing meeting agenda (see sample agenda provided under Standard 6, key action 5, agenda on compass.crs.org) that can be modified before each meeting, as needed on how many days in advance of the meeting to circulate materials to be reviewed at the meeting (project status reports; updated risk register and issue logs; summary of proposed changes/decisions needed; next period work plan) Decide on escalation procedures for cases when issues requiring governance structure arise outside of regularly scheduled meetings
Review project objectives, intermediate results, and intended outputs Use any project overview prepared for external stakeholders and appropriate adult learning techniques to engage the participants in the review Confirm organizational commitment and accountability for the project Ask governance structure members to confirm their commitment by signing the project charter when finalized (see below) & Responsibilities (~60 minutes) 15 min Define responsibilities of the governance structure including whether any responsibilities will be delegated to a subset of members or a specific member of the governance structure Consider the list on p. 5 of the CRS , with emphasis on the following responsibilities: Review and sign off on project milestones Review and discuss progress against plans Support and advise the PM, including making decisions beyond the PM’s tolerance Ownership of the project risk register (many of the larger risks may be outside the PM’s ability to address) Advocate for and assign organizational support and resources Manage change 15 min Define role/responsibility of each member Determine (or co-Chairs) – responsible for approving the agenda developed by the PM and running the meetings Determine Secretary – responsible for scheduling meetings; drafting agendas; recording meeting proceedings and action preparing and distributing reporting; filing documents. Determine any other special roles – Deputy Secretary (if relevant), the PM’s role, etc. List other participant/members 15 min Establish meeting frequency, location/mechanism (e.g., virtual or in-person), and agenda Establish a meeting calendar – consider organizing governance structure meetings around regular project review meetings (see Standard 11, key action 3 on compass.crs.org). When establishing meeting frequency, keep in mind the dates by which any project deliverables need to be submitted to the donor. For deliverables that require governance structure approval, ensure sufficient time between the donor submission deadline and presentation of the final draft for governance structure approval. Determine meeting location Consider a standing meeting agenda (see sample agenda provided under Standard 6, key action 5, on compass.crs.org) that can be modified before each meeting, as needed on how many days in advance of the meeting to circulate materials to be reviewed at the meeting (project status reports; updated risk register and issue logs; summary of proposed changes/decisions needed; next period work plan) Decide on escalation procedures for cases when issues requiring governance structure arise outside of regularly scheduled meetings