The use of a checklist for a project or APQP tasks is considered a good practice. However, ensuring the accuracy of these checks and verifying that the checker has indeed assessed each item’s actual result can be challenging, especially when checklists are large, such as over 1000 items. Moreover, it’s often unclear whether the checker possesses expertise across all functions, leading to the checklist merely becoming a document of checked boxes.

The Shuhari process and system is designed to verify actual results. Instead of trying to collect results for all 1000 items line by line, the Shuhari process identifies key tasks and task owner. Then, within the same line item, subtasks are identified as work breakdowns. The work breakdowns are predefined but can be customized by the task owner. All results from these work breakdowns are then consolidated into evidence data within the key task, then the data is stored in the key task folder. The data is easily accessible for each key task so the team can review the results.

To ensure the integrity of the process, we advocate a layered audit approach that we call “Trust but Verify”. The first layer involves the direct manager of the assigned task owner, who has access to review both the work breakdown structure and the actual deliverable data within the Shuhari system. This review is initially within the system, followed by regular meetings with the task owner on a weekly or bi-weekly basis.

The second layer of the audit is a Phase Exit Review that involves the project team and senior management, possibly including individuals at the CTO or CFO level, depending on the size of the organization. This high-level review reinforces the importance of the process and fosters a culture of accountability and excellence within the team.

By structuring audits around pre-defined key tasks and facilitating easy access to project data, the Shuhari process and system streamline the auditing process and enhance overall efficiency and effectiveness.