Leture 16 - Project Monitoring and Control

Process of:

  • Measuring progress towards project objective
  • Monitoring deviation from plan
  • taking corrective action to match progress with plan

Why we need monitoring?

Because when planning we use estimations of cost, software size, time, necessary resources for each task

Usually plan differs from reality

Continuous monitoring provides an insight of project health and identifying areas that may require special attention

Methods of reporting

Graphics
Reports
Observations
Review Meetings

Graphics

  • Gantt charts, shading, Slip charts, Timeline charts
  • Pros
    • Most efficient: consolidate large amount of data into easily understood information
    • Clarify project process, performance and projections
  • Cons
    • Hide or obscure information
    • May lead to erroneous conclusions
    • Potentially time consuming

Reports

Oral Reports

  • Quick and easy to obtain
  • Quality depends on communication skills of presenter
  • Subject to loss of information if not followed up

Written Reports

  • Valuable but quality and usefulness vary
  • Time consuming to prepare
  • During panning, schedule key reports as milestones & allow for preparation

Direct Observation
-

Project Review Meetings

  • Goal: define project plan deviations and corrective measures
  • Focus on
    • Current and anticipated Time, Cost and Scope
    • Potential methods of resolution
    • Formal v/s informal reviews

Formal Review

  • Must be planned and scheduled for particular project phases(Critical stages and milestones)
  • Review period may last for days or weeks
    • Project team accumulates and format data

Informal Review

  • Hold frequently and regularly
  • Update status and presentations
    -Goals:
    • Uncover Problems and related issues
  • Suggest corrective action

PROJECT CONTROL

Control includes determining corrective or preventive actions

also includes following up on action plans to determine if actions taken resolved issues

4 major activities

  • Planning performance
  • Measuring status of work performed
  • Comparing to baseline
  • Taking corrective action as needed

What needs controlling?

Technical Integrity

Business Integrity

what tasks have been completed

  • Cost should be less than benefits
  • Delays in implementation reduce benefits
  • Project may be on time but only because more resources were used than planned

Levels of Control

End stage assessment
Mid-stage assessment

As information goes to higher level it gets more summarized

General directives are filled in with operational details as they go down

Project Control Techniques