Project Monitoring and Control Techniques

Project Monitoring and Control
Martin Sillaots
2019
# 13

Project Phases and Processes
Initiation
Planning
Execution Control
Closing
www.projektor.ee/pm/#control

Monitoring and Control
Information
distribution
Project
execution
Procurement
management
Reporting
Team
development
Schedule
control
Scope
verification
Cost
control
Quality
control
Risk
monitoring
Change
management
Planning
Closing

Project Control
• Monitor project process
– Collect and measure information
– Compare actual process with plans
– Assess trends and forecast
• Take preventive actions
• Take corrective actions
• Provide information for status reporting

Schedule Control

Schedule Control
Information
distribution
Project
execution
Procurement
management
Reporting
Team
development
Schedule
control
Scope
verification
Cost
control
Quality
control
Risk
monitoring
Change
management
Planning
Closing

Schedule Control
• Determine the current status of the project
• Influence the factors that cause changes
• Identify schedule changes
• Evaluate change requests
• Manage change requests
– Plan changes
– Execute changes

Inputs:
- Project plan
- Schedule baseline
- Performance reports
- Approved change
requests
Methods:
- Progress reporting
- Progress
measurement
- Comparison
techniques
- Variance analysis
- Schedule change
control system
- PMIS
Outputs
- Project plan updates
- Schedule updates
- Baseline updates
- Change requests
- Corrective actions
- Lessons learned
Schedule Control

Baseline
Time baseline is a fixed schedule
which is used to measure the
performance of the project
The value or condition against
which all future measurements will
be compared

Schedule Progress Data
• Actual start dates
• Actual finish dates
• Remaining duration for unfinished activities
• Calculating:
– Percent complete
– Schedule variance (SV)
– Schedule performance index (SPI = EV/PV)

Tracking Gantt

Slack
The amount of time that a task in
a project schedule can be delayed
without causing a delay in other
tasks or in project deadline

Free Slack
Total Slack
Slack

Corrective Actions
• Overtime job
• Applying additional resources
• Updating tasks and schedule
– Shortening durations
– Deleting tasks

What Corrective Action (Before)?

What Corrective Action (After)?

Scope Verification and Control

Information
distribution
Project
execution
Procurement
management
Reporting
Team
development
Schedule
control
Scope
verification
Cost
control
Quality
control
Risk
monitoring
Change
management
Planning
Closing

Scope*
Product Scope: The features and
functionalities that describe project
outcome
Project Scope: The work that needs to
be done to deliver a project outcome

Scope Verification
Process for obtaining stakeholder’s formal
acceptance to the project scope and
deliverables

Scope Control
Management of scope changes
• Avoiding scope changes
• Identifying scope changes
• Evaluating change requests
• Planning and executing changes
• Communicating changes
• Archiving

Inputs:
- Project scope
statement
- WBS
- Project plan
- Deliverables
Methods:
- Inspection
- Scope Change
control system
- Variance analysis
- Configuration
management system
Outputs
- Deliverables
- Change requests
- Plan updates

Scope Inspection (Review)
• Measuring
• Examining
• Verifying
Does the project work and deliverables meet
acceptance criteria?

Scope Change Control System
Procedures how the scope can be
changed (documentation, tracking,
approval procedures)

Cost Control

Cost Control
Information
distribution
Project
execution
Procurement
management
Reporting
Team
development
Schedule
control
Scope
verification
Cost
control
Quality
control
Risk
monitoring
Change
management
Planning
Closing

Inputs:
- Project plan
- Project budget
- Funding
requirements
Methods:
- Cost control system
- Performance
measurement
analysis
- Performance reviews
- Variance analysis
- Forecasting
- PMIS
Outputs
- Cost estimation
updates
- Budget updates
- Forecasts
- Trends
Cost Control

Cost Control System
• Comparing actual costs with baseline costs
• Reflecting schedule and scope changes in the
budget
• Avoiding non-eligible expenses
• Change communication
• Bringing cost overruns within accepted limit

Earned Value Method*
Method that measures
performance of the project and
forecast future performance based
on past performance
work completed ratio × budget price

Variance Analysis
Task Name Fixed
Cost
Total Cost Baseline Variance Actual Remaining
Mullatööd 0,00 € 9 840,00 € 8 640,00 € 1 200,00 € 9 840,00 € 0,00 €
Pinnase
eemaldamine
0,00 € 2 400,00 € 1 200,00 € 1 200,00 € 2 400,00 € 0,00 €
Süvendi kaevamine 0,00 € 2 400,00 € 2 400,00 € 0,00 € 2 400,00 € 0,00 €
Pinnase äravedu 0,00 € 4 400,00 € 4 400,00 € 0,00 € 4 400,00 € 0,00 €
Planeerimine 0,00 € 640,00 € 640,00 € 0,00 € 640,00 € 0,00 €
Vundament ja põrand 0,00 € 11 000,00 € 11 000,00 € 0,00 € 4 493,33 € 6 506,67 €
Tihendatud aluse
rajamine
0,00 € 1 880,00 € 1 880,00 € 0,00 € 1 880,00 € 0,00 €
Vundamendi ja
põranda valamine
0,00 € 7 840,00 € 7 840,00 € 0,00 € 2 613,33 € 5 226,67 €
Vundamendi
soojustamine
0,00 € 1 280,00 € 1 280,00 € 0,00 € 0,00 € 1 280,00 €

Cost Forecasting Method
• CPI - Cost Performance Index (CPI= EV/AC)
• ETC - Estimate to Complete - the remaining cost of
the project
• EAC - Estimate at Completion - the total cost of the
project at the end

Quality Control

Quality Control
Information
distribution
Project
execution
Procurement
management
Reporting
Team
development
Schedule
control
Scope
verification
Cost
control
Quality
control
Risk
monitoring
Change
management
Planning
Closing

Quality Control VS Scope
Control*
Scope control is about accepting
the deliverables
Quality control is about meeting
the quality requirements specified
for the deliverables

Inputs:
- Project plan
- Quality plan
- Quality metrics
- Quality criteria
- Performance
information
- Deliverables
Methods:
- Audits
- Process analysis
- Quality control tools
and techniques
Outputs
- Change requests
- Plan updates
- Lessons learned
Quality Control

Quality Control Tools and Techniques
• Cause and effect diagrams
• Control charts
• Flow charts
• Histograms
• Pareto charts
• Run charts - trends
• Scatter diagrams
• Statistical sampling
• Inspections
• Defect repair reviews

Pareto Principle
80/20 Principle
80% of quality loss is caused by 20% of
defects

Risk Monitoring and Control

Information
distribution
Project
execution
Procurement
management
Reporting
Team
development
Schedule
control
Scope
verification
Cost
control
Quality
control
Risk
monitoring
Change
management
Planning
Closing

Purpose of Risk Monitoring and Control
• Keeping track on identified risks
• Monitor new risks
• Executing risk response plans
• Evaluating risk response effectiveness
• Variance and trend analysis

Inputs:
- Project plan
- Risk management
plan
- Risk register
- Performance
information
Methods:
- Risk audits
- Risk reassessment
- Variance and trend
analysis
- Technical and
performance
measurement
- Reserve analysis
- Status meetings
Outputs
- Risk register updates
- Change requests
- Preventive actions
- Plan changes
- Lessons learned

Risk Register
• List of identified risks
• Risk owners
• Risk response plans
• Symptom and warning signs
• Residual and secondary risks
• Watch list of small risks
• Time and cost

Risk Register Example

Team Development and
Management

Team Development and Management
Information
distribution
Project
execution
Procurement
management
Reporting
Team
development
Schedule
control
Scope
verification
Cost
control
Quality
control
Risk
monitoring
Change
management
Planning
Closing

Inputs:
- Staff assignments
- Staffing plan
- Resource
availability
- Roles and
responsibilities
- Org chart
- Performance
information
Methods:
- Management skills
- Training
- Team building
- Ground rules
- Co-location
- Recognitions and
reward
- Observations and
conversations
- Conflict
management
Outputs
- Team performance
assessment
- Issue log
- Change requests
- Plan updates
- Lessons learned
Team Development and
Management

Staffing Management Plan
Describes when and how human resources
are exploited

Staffing Management Plan
• Staff acquisition
• Timetable
• Release criteria
• Training needs
• Recognitions and rewards
• Compliance
• Safety

General Management Skills
• Leadership ability
• Communication skills
• Negotiation skills
• Flexibility and adaptability
• Energy level
• Ability to Synthesize
• Work ethic
• Honesty and integrity
• Initiative
• Business judgment
• Self confidence
• Technical skills
• Decisiveness
• Problem solving ability
careers-in-business.com/gmskill.htm

Team Building Activities
Improve interpersonal relationships

Team Building Activity Examples
• Ice breaking social games – e.g. Name ball
• Problem solving games – e.g. Tower building
• Mapping team members’ skills
• Creating the WBS
• WP0 activities

Conflict Prevention Examples
• Set ground rules
• Set Group norms
• Solid PM practices
• Clear communication schedule
• Clear roles

Conflict Solving Examples
• Discussion
• Written communication
• Mediation
• Compromise
• Voting
smallbusiness.chron.com/five-types-conflict-resolution-strategies-19251.html

Integrated Change
Management

Project Integration*
• Project integration with the main organisation
• Project process and outcome integration
• Integration of project processes and stages
• Project documentation integration

Integrated Change Management
Information
distribution
Project
execution
Procurement
management
Reporting
Team
development
Schedule
control
Scope
verification
Cost
control
Quality
control
Risk
monitoring
Change
management
Planning
Closing

Inputs:
- Project plan
- Performance
information
- Deliverables
- Accepted or rejected
change requests
Methods:
- PM methodology
- PMIS
- EVM
- Expert judgment
Outputs
- Change requests
- Defect repairs
- Forecasts
- Deliverables
Integrated Change Management

Change Management
Is needed because projects
seldom run exactly according to
the project management plan

Change Management
• Identifying needs for changes
• Documenting change requests
• Reviewing and approving/rejecting requests, corrective and
preventive actions
• Managing approved changes and actions
• Updating the scope, quality, budget and schedule based on
approved changes
• Maintaining the integrity of baselines
• Documenting impact of changes
• Validating defect repair
• Controlling project quality

Project Management
Methodology
Process that aids a project
management team in monitoring
and controlling the project work
according to the project plan

Project Management
Information System
An automated system that is used
to monitor, control and forecast
the execution of project activities

Configuration Management System
Change Control Process
• Identify changes
• Assess the effectiveness of those changes
• Continuously improve the project
• Communicate changes to the stakeholders
• Configuration identification
• Configuration status reporting
• Configuration verification and auditingwww.projektor.ee/pm/#control

Expert Judges
• Other departments
• Consultants
• Customers
• Sponsors
• Professional associations
• Professional networks
• Stakeholders

Corrective Action
Documented recommendations to
bring future project performance
into conformance with the project
plan

Preventive Action
Documented recommendations
that reduce probability of negative
consequence of project risks

Control End
martinsillaots@gmail.com

Project Monitoring and Control Techniques

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