11-07-2016, 02:41 PM
Monitoring and Controlling a project is the process or activities whereby the project manager tracks, reviews and revises the project activities in order to ensure the project creates the deliverables in accordance with the project objectives. Because of the unique and temporary nature of projects, they require active control. Unlike a process where the same set of activities have been performed repeatedly so that habits and expectations are stable, a project is inherently unstable. The activities are unique to the project or the sequence of activities and resources are only temporarily assigned and associated with the project and are redeployed when the project completes. Habits and patterns are not established before everything changes.
The primary results of the Monitoring and Controlling processes are the project performance reports and implementing project changes. The focus for project management is the analysis of project performance to determine whether a change is needed in the plan for the remaining project activities to achieve the project goals. In my experience, almost every project will require a change to the plan at some point in time. Traditional projects are the most stable projects because the requirements and the activities are clear and well understood. Adaptive and Extreme projects are the least stable. They require very close control and will require numerous changes - if for no other reason the project manager will need to refine the activities of later phases based upon the results of early activities.
Tools and techniques that are used by project managers to conduct the Monitoring and Controlling of a project fall into one of four general categories. The first is the collection of project performance information. Techniques supporting this category are Pulse Meetings, Variance Reports, and Program Reviews. The second category is the analysis of the project performance to determine whether a project change is needed. Techniques that are used in this category are Technical Reviews, Project Forecasting and Problem Solving. The third category is reporting on project performance. Techniques that support this activity include the use of a Project Management Information System, Management Reviews, and Dashboards. The final category is the management of project change. The technique I commonly use in this category is the maintenance of a Change Management Log. There are two areas of project management tools and techniques that closely support the Monitoring and Controlling process but are also used more broadly throughout the project lifecycle. These are important enough to justify their own page.
The primary results of the Monitoring and Controlling processes are the project performance reports and implementing project changes. The focus for project management is the analysis of project performance to determine whether a change is needed in the plan for the remaining project activities to achieve the project goals. In my experience, almost every project will require a change to the plan at some point in time. Traditional projects are the most stable projects because the requirements and the activities are clear and well understood. Adaptive and Extreme projects are the least stable. They require very close control and will require numerous changes - if for no other reason the project manager will need to refine the activities of later phases based upon the results of early activities.
Tools and techniques that are used by project managers to conduct the Monitoring and Controlling of a project fall into one of four general categories. The first is the collection of project performance information. Techniques supporting this category are Pulse Meetings, Variance Reports, and Program Reviews. The second category is the analysis of the project performance to determine whether a project change is needed. Techniques that are used in this category are Technical Reviews, Project Forecasting and Problem Solving. The third category is reporting on project performance. Techniques that support this activity include the use of a Project Management Information System, Management Reviews, and Dashboards. The final category is the management of project change. The technique I commonly use in this category is the maintenance of a Change Management Log. There are two areas of project management tools and techniques that closely support the Monitoring and Controlling process but are also used more broadly throughout the project lifecycle. These are important enough to justify their own page.