Integration Management 4.4 Monitor and Control Project Work

Quick link Integration Management  Process :

4.1 Develop Project Charter
4.2 Develop Project Management Plan
4.3 Direct and Manage Project execution
4.4 Monitor and  Control Project  work
4.5 Perform integrated Change Control
4.6 Close Project or Phase

4.4  Monitor and Control Project Work

 

Monitoring and controlling involves tracking, reviewing and regulating progress toward meeting project objectives. Monitoring provides insight into the health of the project and identifies issues that may require attention. Controlling determines appropriate preventive or corrective action and identifies when re-planning may be necessary. Monitoring and controlling involve the following:

·         Comparing actual versus planned performance (variance analysis)

·         Determining/ recommending appropriate preventive or corrective action plans are implemented.

·         Identifying risks, reporting risk status and assuming appropriate response plans are implemented

·         Maintaining a timely, accurate information base

o   status reporting (where the project currently stands; report using variances on a periodic basis),

o   progress measurement (what has been accomplished; report using deliverables completed) and

o    forecasting (predict final cost and schedule performance using earned value and other techniques).

·         Monitoring the implementation of approved changes

Monitor and Control Project Work
Inputs	Tools	Outputs
1.      Project management plan 2.      Performance reports 3.      Enterprise environmental factors 4.      Organizational process assets	1.      Expert judgment	1.      Change requests 2.      Project management plan updates 3.      Project document updates

Four Key Inputs for monitor and Control Project Work:

1. Project Management Plan: Described previously, the project management plan provides the baselines and “plan” portion of the information needed to conduct variance analysis and create performance reports.

2.  Performance Reports: Information on the actual status of the work is combined with the information from item 1 above. The resulting performance reports include the following:

·         Current status of the work

·         Significant accomplishments for the reporting period

·         Scheduled activities

·         Forecasts

·         Issues that may require a decision or response

3. Enterprise Environment Factors: Specific environment factors that may influence monitoring and controlling the work include:

·         Government or industry standards

·         Company work authorization systems (is the right work being done at the right time?)

·         Stakeholder risk tolerance

·         Project management information systems

4. Organizational Process Assets: The specific organizational process assets that may affect monitoring and controlling the work include:

·         Organization communication requirements

·         Financial controls procedures (time reporting, accounting codes)

·         Issue and defect management procedures

·         Risk control procedures

·         Process measurement database (collect data on status of processes and product)

·         Lessons learned database

One Key Tool for Monitor and Project Work:

1. Expert Judgment: Appropriate subject matter experts are used to correctly interpret the information collected by the monitoring and controlling process.

Three Key Outputs for Monitor and Control Project Work:

1. Change Requests: As a direct result of comparing planned and actual results, change requests may be issued to adjust the project as deemed necessary. These change may expand or reduce the scope of the project (management functions and activities) or product (features and functions embodies in the final product). As before, changes may involve:

·         Corrective action (actions taken to bring expected future performance back in line with the plan)

·         Preventive actions (actions taken to reduce the probability of negative consequences)

·         Defect repair (identification of a defect with a recommendation for either repair or replacement)

2. Project Management Plan Updates: Updates to the plan because of monitoring and controlling activities include:

·         Schedule management plan

·         Cost management plan

·         Quality management plan

·         Scope management plan

·         Schedule baseline

·         Cost performance baseline

3. Project Document Updates: Updates to project documents because of monitoring and controlling activities include:

·         Forecasts

·         Performance reports

·         Issue logs