| Introduction |
The purpose of the formal review is to ensure that the subject under review do not contain any deficiencies or defects that can compromise the quality of the final product or harm the effectiveness and efficiency of the development process. |
| Who will participate? |
The formal review typically involves the following participants with these responsibilities:
|
Review Facilitator |
Reader |
Author/Recorder |
Reviewer 1 |
Reviewer 2 |
| Organise the meeting |
A |
… |
… |
… |
… |
| Presenting the meeting subject |
A |
R |
… |
… |
… |
| Report findings |
I |
I |
I |
A/R |
A/R |
| Take notes of findings |
… |
… |
A/R |
… |
… |
| Legend: R=Responsible;A=Accountable; C=Consulted; I=Informed |
|
| What is the input? |
The input to the formal review is a deliverable that is the subject of the meeting including any background material needed to understand the deliverable, e.g.:
- A copy or reference to the deliverable to be reviewed
- Copies or references to required background material
- Checklist(s) related to the delierable to be reviewed.
- A list of qualifications required to ensure an appropriate quality of the review
- Templates for Minutes of Meeting and deficiency/defect report sheet.
|
| Which tasks is expected? |
The following tasks are expected:
| Task |
Description |
| Prepare the meeting |
The review facilitator shall do the following as preparation for the review:
- Check that the subject is sufficiently elaborated to be issued for a review, e.g. is the correct template used, has it been spell checked, are all references correct, etc.
- Check that the background material is present?
- Check whether it is clear which competencies are required from the reviewers?
|
| Organise the meeting |
The review facilitator shall do the following to organise the meeting:
- Book an appropriate meeting room for no more than 2 hours – remember access to e.g. overhead projector, network, coffee, water, etc
- Invite participant at least 1 week ahead to allow them time to prepare for the meeting, provide the subject and background material to the participants or inform them where to find these things. Possibly also provide them with a description about their role in the review, where to focus and how the review will be conducted.
Note: Defining a specific role for each reviewer can significantly improve the efficiency of the review. Typical roles is: focus on data base table design, focus on usability, focus on safety and security, focus on materials fitness for intended use. |
| Prepare for the review |
The review facilitator shall:
- Ensure that the reviewer accept the invitation for the review and agree to their role. In the case that key reviewer(s) decline the invitation, the meeting shall be cancelled and a new invitation shall be sent.
The reviewers shall:
- Set aside approximately two hours of undisturbed time to go through the subjects to be reviewed, cross check with possible background material and make notes for all deficiencies or defects found in the subject.
NOTE: Suggestion for solutions to the deficiencies or defects found should be described in a note. The note shall be handed over to the owner of the subject being reviewed, as suggestions cannot be discussed at the review meeting.
TIP: Notes should be made on the deficiency/defect report sheet. |
| Conduct the Review meeting |
The review facilitator shall:
- Make sure that everybody is prepared for the meeting – those not prepared shall leave the meeting!
- Gather the metrics required for the meeting.
- Conduct the meeting – remember:
- Review small pieces of the subject at a time, e.g. a paragraph, a small functionality of the PCB, etc.
- Rotate the right to be the first to report a deficiency or defect between the reviewers each time a new piece of the subject is addressed. Get a brief description of the deficiency or defect.
- Prevent personal comments or discussions of suggestions during the meeting.
- Conclude the meeting
- Can the subject be approved?
- Possibly gather the reviewers’ notes for measurement.
|
| Finish the review |
The review facilitator shall:
- Write and file the Minutes of Meeting.
- File the list of the identified deficiencies or defects.
The owner of the subject being reviewed shall, if the subject is assigned comments or rejected:
- Perform the required corrective actions.
- Get the subject approved according to the meetings decisions.
If the subject being reviewed is approved at the end of the review, the owner shall ensure proper archiving of subject – including the proper signing. |
|
| How shall the result be controlled? |
The output is validated by the participants in the meeting. They can decide to:
- Approve the subjects without comments.
- Approve the subjects with comments, e.g. there are deficiencies or defects sufficiently severe, that a corrective action is required. In this case they should also decide whether a new review meeting will be required or whether one or more specific persons can approve the corrections.
- Reject the subject. In this case the subject should be corrected and a new review meeting scheduled.
|
| What is the output? |
The outputs from the full review are:
- Minutes of Meetings containing metrics from the review and the conclusion.
- A list of the identified deficiencies or defects
|
| When can we exit? |
The formal review is finished when the Minutes of Meeting and the list of deficiencies and defects are filed. |
| Hints and Examples |
The …
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