DATASCOPE Consulting: Project File Audit
                           Customer: 
                           Project Description:                WMS Implementation                                                                                                                                Final Score          0ut of 5
                           PM Name:                                                                                                                                                                                  5.25             %
                           Auditor Name:                                                                                                                                                                              105
                           Audit Date: 
                                                                                                                                                                                                                                                  IN PLACE = 5, MISSING = 0 (NA = 5)                                                           5
                  No.         Divider heading                                                            Index                                                     Doc's required in file                    Approval doc                                 Audit requirements                                      Weighting Score 1 -  Weighted                                      N/A                   Comments
                                                                                                                                                                                                                   sign of                                                                                                                    5                score
                     1     Weekly meeting held with                                                                                                                                                                                   All weekly activity lists filed and proof that they were sent to the client 
                           minutes                             PM's to hold weekly meetings with their teams, project Activity List updated and e-mailed to                                                                           weekly.  PM to ensure items are completed by due date or raised with 
                                                               team after every meeting.                                                                      Print out of Activity Lists                                             client project sponsor.                                                                       4                   5                4.00         No
                     2     1st Meeting                         Details of first client fact finding meeting with minutes                                      Internal minutes                                                        Internal minutes on file                                                                      0                   5                0.00         No
                     3     Lead Management & Contacts                                                                                                         Lead Management spreadsheet & Client 
                           Register                            Lead management spreadsheet updated and contacts added to DS Client Contacts                   Contact                                                                 Lead Management spreadsheet  & Client Contacts reflects details                             0.5                   5                0.50         No
                     4     Current business process flows                                                                                                     All current docs to be filed.  This includes 
                                                               Collection of all  client documentation and current business process flows where available     current pickslips, GRN's, invoices, labels, etc.                        Client layout product process flows on file with all other relevant docs.                   0.5                   5                0.50         No
                                                               DS WMS budget proposal document                                                                MS Word proposal document                                               MS Word proposal document on file                                                             4                   5                4.00         No
                     5     Project proposal                     - DS standard WMS costs sheet                                                                 WMS printout with costs                                                 WMS printout with costs                                                                       1                   5                1.00         No
                                                                - Hardware quotations based on specialist input                                               Hard copy of quote                                                      Hard copy of quote                                                                            1                   5                1.00         No
                                                                - SYSPRO's SLA costing model & copy of clients existing SYSPRO license                        Copy of SYSPRO's costs                                                  SYSPRO's SLA costing sheets on file together with copy of existing license                  0.5                   5                0.50         No
                                                                                                                                                                                                                                      Review of customer PO number and signed off proposal document (last 
                                                               WMS proposal approval sign off and PO sent to DS Admin (Karen)                                 Client approval & PO                                  Yes - client      sheet)                                                                                        4                   5                4.00         No
                     6     Client approval & PO                Project loaded into SYSPRO & Sales order number generated                                      Copy of SO                                                              Ensure that a DS sales order has been loaded onto SYSPRO                                      1                   5                1.00         No
                                                               SYSPRO's e.net sheets signed by client                                                         Copy of signed SLA                                    Yes - client      Signed copy on file                                                                           1                   5                1.00
                                                               Credit take-on form complete and given to Karen                                                Completed credit take-on form                                           Completed Credit Take-on form in file                                                       0.5                   5                0.50         No
                     7     Bin layout completed                Bin layout completed a signed off                                                              Signed off Bin Layout                                 Yes - Client      Signed off Bin Layout document on file.                                                       3                   5                3.00         No
                     8     IT Questionnaires                   There are three forms required.  A - IT Infrastructure Questionnaire / B - Access Details                                                         Yes - Client & DS 
                                                               Questionnaire / C - Installation Request Form                                                  3 - signed off forms on file                           Technical        Three signed off forms on file                                                                2                   5                2.00
                     9     Accredited AP WHSE audit                                                                                                           Report and proof that it was sent through to                            Audit report on file - proof that it was mailed to the client and that the 
                                                               Always encourage the client to pay for a professional AP layout audit.                         the client.                                                             AP's have been set up as per the report..                                                     2                   5                2.00
                           Hardware correctly set-up, 
                    10     delivered and professionally        Hardware set-up correctly (using internal set up form), hardware invoiced and hardware                                                                                 Hardware internal set-up form on file.  Hardware acceptance form 
                           installed                           client acceptance sheet signed off                                                             Client Hardware acceptance form on file                                 signed off by client.  Photo of hardware professionally installed.                            3                   5                3.00
                    11     Excel Project & Payment Plan        Project & Payment excel spreadsheet agreed with client                                         Spreadsheet in file                                                     Project & payment plan e-mailed to client                                                     4                   5                4.00         No
                    12     Timetracker                                                                                                                        Project loaded onto Timetracker. Timetracker                            Timetracker project to date actual verses target hours (within budget = 
                                                                - Timetracker project capture                                                                 project to date actual verses target hours                              5, < 10% over = 3, >25% over = 0)                                                             3                   5                3.00         No
                    13     DS SLA agreement
                                                               DS WMS SLA Agreement signed off and on file                                                    Signed WMS SLA doc                                    Yes - client      Signed WMS SLA doc on Sharepoint                                                              4                   5                4.00         No
                    14     Visio Process Flows
                                                               Transactional process flows must be recorded, put onto Visio and signed off by the client.     Vision process flows                                  Yes - client      Signed off Visio process flows on file and in Sharepoint under Support.                       3                   5                3.00
                    15     Functional spec                     Functional spec completed (including new process flows, mock up screens and process                                                                                    Functional spec document signed off by client and filed. PM to present 
                                                               documentation)                                                                                 Functional spec document                              Yes - client      Functional Spec and Visio Flows to Dev Team                                                   5                   5                5.00         No
                    16     Sr Management WMS Meeting           Project Sponsor to arrange a senior management WMS project meeting.  The aim is to 
                                                               explain to the business the decision for WMS, what will change and the impact on the 
                                                               business at go-live.  DATASCOPE to go through the organigram and highlight key positions 
                                                               which may include Recv Supv., Warehouse Supv (and pickslip release clerk), the Dispatch        Proof that an agenda was sent to senior 
                                                               Supv and the Inventory Controller.                                                             management.                                                             Meeting took place.  Powerpoint presentation on file.                                         2                   5                2.00
                    17     Technical spec
                                                               Internal technical spec completed if additional development work required                      Technical spec document                                                 Technical spec document completed by developer and filed                                      1                   5                1.00         No
                    18     Change Control                                                                                                                                                                       Yes - client where    Change controls signed off by Client and copy of invoice per change 
                                                               Change Control forms signed off                                                                Change control document                               applicable        control form                                                                                  1                   5                1.00         No
                    19     VM Updated                          VM with client data                                                                            VM update form                                                          VM updated with client data - form in file                                                  0.5                   5                0.50         No
                    20     Project book YTD                                                                                                                                                                                           Project GP > 45% (with back up proof) - Timetracker hours - actual verses 
                                                               Internal Project Book excel file to be updated monthly - PM responsible for GP%                Project book to date                                                    budget                                                                                        7                   5                7.00         No
                                                                                                                                                              Project checklist sign off plus customer sign 
                                                                - Software / hardware installation and testing                                                off sheet                                             Yes - client      Project checklist sign off plus customer sign off sheet                                       1                   5                1.00         No
                    21     Customer Sign Off Sheet
                                                                                                                                                         Internal UAT VM installation Request Form, 
                                                                                                                                                         UAT / Dry Run Set-up Checklist and PM 
                                                                                                                                                         Project Sign off sheet must be completed                                3 Docs required - Internal UAT VM installation Request Form, UAT / Dry 
                                                              - UAT Software walkthrough on DS site                                                      and signed off by PM and Installer.                  Yes - client      Run Set-up Checklist & PM Project Sign off sheet on file and signed off                   5                   5               5.00         No
                                                                                                                                                         Forms completed and given to Reuben for 
                                                              -  Hardware client receipt acknowledgement                                                 invoicing                                            Yes-client        Hardware POD signed off sheet in file                                                     1                   5               1.00         No
                                                              - System setting sign off                                                                  System setting print out                             Yes - client      System setting print from WMS system                                                      1                   5               1.00         No
                                                                                                                                                         Completed training registers and WMS 
                                                                                                                                                         responsibilities matrix sent to project                                WMS mobile training station must be use.  Signed of registers on file.  
                                                              - Training completed using DS WMS Responsibilities matrix                                  sponsor                                              Yes- client       Training also to be completed against WMS Responsibilities matrix.                        5                   5               5.00         No
                    21    Customer Sign Off Sheet                                                                                                                                                                               Datascope approved IT Infrastructure audit completed and proof that 
                                                                                                                                                                                                                                recommendations were actioned.  Ensure DATASCOPE IT Instrustructure 
                                                              - IT Infrastructure Audit completed plus DS IT Infrastructure Reporting Tool reports (4    Audit document on file plus 4 consecutive DS                           Reporting Tool run on application server with 4 consecutive weeks e-
                                                             consecutive weeks)                                                                          IT Infrastructure Reporting Tool Reports             Yes- client       mailed report signed off by PM and Steven on file.                                        5                   5               5.00         No
                                                              - Vocollect implementation checklist completed                                             Internal Voice implementation checklist                                Internal Voice implementation checklist completed and signed off                          0                   5               0.00                     Only applicable to voice sites
                                                              - Pickface data correct, imported and labels printed and put up well before go-live        Site Specific User manual on file                                      Site Specific User manual on file                                                         1                   5               1.00
                                                              - Site Specific Documentation completed                                                    Customer sign off sheet                              Yes - client      This is a go / no go decision point                                                       1                   5               1.00
                                                                                                                                                                                                                                Client sponsor to sign off dry run. UAT / Dry Run checklist completed and 
                                                              -  Full WMS dry run to be completed by PM at least 5 days before stock take / go-live      Dry run completed                                    Yes - client      on file.                                                                                  5                   5               5.00         No
                                                                                                                                                         Project checklist sign off plus customer sign 
                                                              -  Full stock take & sign off prior to go live                                             off sheet                                            Yes - client      Project checklist sign off plus customer sign off sheet                                   2                   5               2.00         No
                                                                                                                                                         Project checklist sign off plus customer sign                          Project checklist sign off plus customer sign off sheet based on cut over 
                                                              - Go live decision                                                                         off sheet based on cut over balances                 Yes - client      balances                                                                                0.5                   5               0.50         No
                                                                                                                                                         Daily 4pm meeting held from the first day 
                                                                                                                                                         after go-live.  All issues drawn up on a flip 
                                                                                                                                                         chart and resolved.  Minimal issues by the                             Documented proof of post go-live meetings.  (Take photos of flip chart 
                                                             Handholding, support and project feedback to steering committee                             Friday.                                                                issues per day)                                                                           1                   5               1.00         No
                                                                                                                                                         From the first day after go-live, the picker 
                                                                                                                                                         stats sheet must be used.  Client to be 
                                                             A1 Picker Stats sheet to be put up                                                          trained how to pull stats.                                             Photo of A1 picker stats board being used.                                                1                   5               1.00
                    22    Project gap list completed and 
                          project feedback to client                                                                                                     Project gap list (including stock take issues) 
                                                             Post go-live gap list & project sign off.  This must include stock take issues.             plus customer sign off sheet on file.                Yes - client      Project Final sign off                                                                    3                   5               3.00
                                                                                                                                                                                                                                Hold meeting with client to agree what DRS standard reports are 
                                                             DRS Reports                                                                                 Copies of agreed DRS reports in file                                   required.  Implement these DRS reports to run daily.                                      2                   5               2.00
                                                             Project photos on Sharepoint                                                                Link to photo's on SharePoint                                          Good quality team photos taken during project phase - on sharepoint                       1                   5               1.00
                                                             Customer reference letter                                                                   Framed and in both offices                           Yes - client      Reference letter obtained and on file within 3 months of go-live                        0.5                   5               0.50         No
                    23    BOP Guide Meeting                                                                                                                                                                                     Meeting scheduled on Outlook and copy of BOP Guide e-mailed to all 
                                                                                                                                                         Meeting scheduled on Outlook and copy of                               staff.  Ensure that the WMS Responsibilities matrix has been completed 
                                                             Ensure that a BOP guide meeting is held with key staff after go-live                        BOP Guide e-mailed to all staff                                        and put up.                                                                               1                   5               1.00
                    24    Sharepoint & docs updated          All documentation (specs, processes etc.) on SharePoint.  This includes all passwords.  Also                                                                       Docs on SharePoint including passwords.  Also includes updated ALF 
                                                             update ALF F10 sheet.                                                                       SharePoint check                                                       spreadsheet.                                                                            0.5                   5               0.50         No
                    25    ALF Spreadsheet accurate           Update ALF mandocs spreadsheet                                                              ManDocs / F13 / ALF                                                    Check that software amount on spreadsheet matches WMS SLA.                                0                   5               0.00
                    26    Instructional Guide                Client Specific Intructional Guide prepared and signed by client                            Instructional Guide                                  Yes- client       Signed copy of Instructional Guide in File                                                2                   5               2.00
                    27    Support hand over                                                                                                              Support checklist completed.  Include all new 
                                                                                                                                                         WMS settings on handover sheet.  Proof that                            Support checklist completed.  Include all new WMS settings on handover 
                                                             Project hand over to Support                                                                Level 2 testing sheet has been updated.            Yes - support       sheet.  Proof that Level 2 testing sheet has been updated.                                2                   5               2.00         No
                    28    General                            General (Miscellaneous) - Copies of all correspondence                                      General important doc's and e-mails.                                   General important doc's and e-mails.                                                      0                   5               0.00         No
                                                                                                                                                                                                                                                                                                                        100                                 100.00 If Yes - full marks
                                                                                                                                                                                                                                Minus 10% if clients account > 60 days
                                                                                                                                                                                                                                Minus 20% if clients account > 90 days
                                                                                                                                                                                                                                Support contact 3% bonus                                                                                                      3.00
                                                                                                                                                                                                                                Case study video completed and on the Web                                                                                     2.00
                                                                                                                                                                                                                                                                                                                  Possible Final Score                      105.00