7.2.4: Step 4 - Define QA Criteria for Key Deliverables
- Page ID
- 52311
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🎯 Purpose of This Step
Quality control is not just about fixing what’s broken—it’s about ensuring that deliverables meet predefined expectations the first time.
This step helps you define the standards and criteria by which key deliverables will be assessed during execution. These criteria protect the project from:
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Stakeholder dissatisfaction
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Excessive rework
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Delayed approvals
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Low-impact or off-target outcomes
You’re now designing the definition of “done” for each critical item.
🧱 Step-by-Step Instructions
🔹 1. Identify the Deliverables to Be Evaluated for Quality
Focus on stakeholder-facing or mission-critical deliverables.
📘 Examples:
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“Final Training Manual”
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“Workflow Design Diagrams”
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“Stakeholder Onboarding Presentation”
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“Pilot System Configuration”
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“QA Test Plan”
Avoid tracking trivial internal drafts. Focus on what would require approval, acceptance, or sign-off.
🔹 2. Build a QA Acceptance Criteria Table
Create a table for quality assurance with the following fields:
| Column | Description |
|---|---|
| Deliverable Name | Match WBS or scope language |
| Owner / Lead | Who is responsible for quality delivery |
| Quality Criteria | Clear, measurable, and relevant expectations |
| QA Method | How will quality be assessed (review, test, approval, etc.) |
| Reviewer / Approver | Role or title of the person signing off |
| Due Date | When the review or acceptance is expected |
| Status | Pending, Accepted, Rework Needed |
| Notes / Exceptions | Issues, feedback, or improvement required |
🔹 3. Define SMART Quality Criteria
Use specific, measurable, actionable standards—no vague phrases like “should be professional.”
📘 Examples of Effective QA Criteria:
| Deliverable | Sample QA Criteria |
|---|---|
| Training Manual | 100% of core modules covered, no broken links, uses UCMS branding |
| Pilot Workflow | All steps verified by SME, matches system behavior, legible in print |
| Test Plan | Includes pass/fail for each feature, aligned with requirements spec, reviewed by QA lead |
📘 Tip: Ask yourself, “What would cause this to be rejected by a client?” and use that to reverse-engineer your criteria.
🔹 4. Determine QA Method and Review Process
Decide how quality will be checked:
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Internal peer review
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Client stakeholder sign-off
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Automated or manual testing
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Demo or walkthrough validation
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Scorecard / Rubric-based review
📘 Example:
“Workflow Diagrams will be peer-reviewed by Systems Analyst, then submitted for stakeholder sign-off. Final approval due 5 business days before Go-Live.”
🔹 5. Assign Ownership and Reviewer Roles
Assign clear accountability:
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Owner: the person/team who must meet the criteria
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Reviewer: the person/team who must verify and sign off
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These may be different, especially in QA workflows
📘 Tip: Include title, not just names (e.g., “Training Lead” or “Client SME”) for flexibility.
🔹 6. Example QA Criteria Table
| Deliverable | Owner | QA Criteria | QA Method | Reviewer | Due Date | Status | Notes |
|---|---|---|---|---|---|---|---|
| Stakeholder Training Deck | Instructional Lead | Covers all modules, branded, <15 typos, approved examples | Manual review + client sign-off | Sponsor / Training SME | Apr 14 | Pending | SME sign-off scheduled Apr 12 |
| Workflow Maps | BA | Includes all decision paths, print-ready, stakeholder-reviewed | Peer review + walkthrough | Product Owner | Apr 8 | In Review | Requires version control stamp |
🧠Why This Step Matters
Too often, teams focus only on delivery and not on acceptance. Without pre-agreed quality standards:
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You waste time chasing unclear approvals
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Sponsors lose trust in your work
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“Done” becomes subjective
This step:
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Clarifies expectations early
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Builds trust through transparency
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Prevents rework by aligning “quality” to shared definitions
✅ Once you’ve defined QA criteria for your critical deliverables, you’re ready to track performance in real time.