Project steering committee

Project steering committee
See also
Project sponsor Preparation of project Project initiation Project sponsor role Organization of managerial work Program management office Implementation and control of marketing plan Role of stakeholder Project support office

The project steering committee is a body supporting the management of the project in its activity during preparation and implementation. Mainly, project steering committee make strategic decisions regarding the future investments projects and methods of implementation.

It makes decisions about which of the current projects should be continued, which should be abandoned and what new projects to start in near future. Is responsible for long term management of the project and monitoring of progress and results.

Performs regular checks of the project at the strategic level, verify compliance of the project with the adopted objectives and established framework of: scope, cost and schedule. In case of any changes in the project, they must first be submitted to the project steering committee and then approved. Only then they can be taken into account in the project.

The project steering committee roles and responsibilities, involve evaluating and decision making of proposed activities, basing on the principle of consensus. It is also responsible for co-ordination and coherence with other ongoing projects. The project steering committee appoint members of working groups and selects experts, with which the company will work on the project. Project Manager is responsible before project steering committee for efficient implementation of all planned tasks.

Project manager role

Project manager is required to submit to the committee regularly reports on project status including the status of the work in relation to the schedule, the degree of implementation of the budget, as well as all other information affecting the proper assessment of the project status.

The steering committee may designate to project manager a certain margin of financial discretion, so that spending small amount of money for the common project tasks, does not require every time, consent of the Steering Committee. Size of this margin should be dependent on the experience of the person performing the functions of the project manager and the confidence that he will be endowed by the steering committee.

In the organizational structure of a company, project steering committee plays an important role, it can be placed on the same level as company management board. Usually steering committee includes members of the Board of the company. It consists of members of the Board usually most interested in success of the project.

Frequent reason for the failure of projects is connected with entrusting managing it, to the person that may not have the relevant skills and knowledge in the field of particular project. Therefore, the composition of the Committee should include the key members of the team that brought the final project plan. To function effectively, committee shall have full decisive power, i.e.: one that will allow to quickly and efficiently make the most important decisions concerning the project, as well as other supporting activities of the company (resource allocation, etc.).

Usually (depending on the adopted rules) committee meets in the presence of at least half of the basic composition and the Chairman of the Committee. In the event that a member of the steering committee, will lose the opportunity to participate in the work of the committee, the competent authority delegates its other representative. People directly involved in the preparation of the project, that are members of the committee, may or may not have a voice in decision making.

Meetings of the committee shall be convened by its Chairman or authorized to his Deputy. Meetings take place in a cyclical manner, according to the requirements of the project.

Examples of Project steering committee

• A Project Steering Committee is responsible for the management of the project, helping to ensure it is in line with the company’s objectives. It is typically made up of senior managers from different departments who have a vested interest in the project's success. They provide oversight and input on the project, helping to ensure it is within budget and meets the timeline.
• A Project Steering Committee is responsible for providing strategic oversight and direction to a project. This committee is typically made up of senior executives who have a stake in the project's success. The committee's role is to ensure that the project is on track and that it meets the objectives set by the company. The committee is also responsible for setting the project's budget and timeline.
• A Project Steering Committee is a group of senior executives who provide oversight and direction to a project. This committee typically consists of executives from various departments, including finance, operations, and marketing. The committee is responsible for setting the project's goals and ensuring that it is within budget and on time. The committee also provides feedback and guidance to the project manager.

Advantages of Project steering committee

The project steering committee has a number of advantages, including:

• Improved responsibility for project decisions - The committee provides a forum for stakeholders to discuss and make decisions on the project. This creates a sense of ownership and responsibility for project decisions and outcomes.
• Improved communication - The committee helps to facilitate communication between stakeholders. This can help to ensure that project objectives are clearly understood by all involved and that everyone is kept up to date on the project's progress.
• Improved project management - The committee can provide guidance on the project's goals and objectives, and provide direction on how to achieve them. It can also help to ensure that resources are allocated efficiently and that timelines are adhered to.
• Improved risk management - The committee can help to identify potential risks associated with the project and develop strategies to manage them.
• Increased transparency - The committee can help to ensure that all stakeholders are informed of the project's progress and can provide a platform for feedback and suggestions.

Limitations of Project steering committee

The project steering committee is an important component of successful project management, however there are several limitations that need to be taken into account:

• Limited access to resources: The project steering committee may not have access to all the resources needed to make informed decisions, such as data, personnel, or external expertise.
• Limited knowledge: Members of the project steering committee may not have knowledge or experience in the specific field of the project, which can lead to inadequate decision-making.
• Limited authority: The project steering committee may not have the authority to make final decisions and instead only be able to provide advice and guidance.
• Limited participation: All members of the project steering committee may not actively participate in the decision-making process, which can hinder effective decision-making.
• Limited time: The project steering committee may not have enough time to review all the relevant information and make informed decisions.
• Limited visibility: The project steering committee may not be visible enough to the stakeholders, which can lead to inadequate communication and understanding of the project’s progress.

References

• Brown, C. J. (1999). Towards a strategy for project management implementation. South African Journal of Business Management, 30(2).
• Cash, C. H., & Fox II, R. (1992). Elements of successful project management. Journal of Systems Management, 43(9), 10.
• Cooke‐Davies, T. J., Crawford, L. H., & Lechler, T. G. (2009). Project management systems: Moving project management from an operational to a strategic discipline. Project Management Journal, 40(1), 110-123.
• Kerzner, H. R. (2013). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.