1. Project Management Basics

2. MONITORING & CONTROLLING THE PROJECT

3. Agenda Purpose & Definition Processes Performance Reports
Quality Control
Risk Monitoring & Control
Change Requests

4. Monitoring & Controlling Process Group

5. Project Management Process Groups
Monitoring & Controlling Processes
Initiating
Process
Planning
Process
Executing
Process
Closing
Process
Monitoring and controlling occurs throughout the entire project lifecycle.

6. These are the monitoring and controlling processes used in project management to keep us aligned to our project management plan and on course with meeting the identified project objectives at the beginning of the project.

7. Project Management System
Continuous monitoring provides insight into the health of the project and identifies any areas requiring additional attention.
PMBOK Fifth Edition
DLS needs a standardized approach to continuously monitor health of projects.
DLS Examples:
Monthly small group report outs
Bi-monthly large group report outs

8. Purpose
Control changes and recommend corrective or preventative actions.
Monitor project against plan.
Influence factors that could circumvent change control or configuration management.

9. Monitoring & Controlling Process Group
Processes required to track, review, and orchestrate the progress and performance of the project, identify any areas in which changes to the plan are required, and initiate the corresponding changes.
PMBOK Fifth Edition
How do we keep the project on track? With the processes in the monitoring and controlling process groups.

10. Monitoring & Controlling Processses

11. Monitoring and Controlling Processes
Monitor and Control Project Work
Perform Integrated Change Control
Validate Scope
Control Scope
Control Schedule
Control Costs
Control Quality
Control Communications
Control Risks
Control Stakeholder Engagement

12. Monitor and Control Project Work
OUTPUT
INPUT
PROCESS
Tracking, reviewing, and reporting the progress to meet the performance objectives defined in the project management plan.
Change requests
Work performance reports
Project mgmt plan updates
Project documents updates
Project management plan
Schedule forecasts
Cost forecasts
Validated changes
Work performance info
Enterprise environmental factors
Organizational process assets
TOOLS & TECHNIQUES
Monitoring and Controlling project work ramps up once the project is in execution. Tracking to the project management plan and keeping objectives on track is the whole purpose of this process.
Expert judgment
Analytical techniques
Meetings

13. Monitor & Control Project Work
Monitor performance objectives:
Track
Review
Report
Project Team Meetings – Agendas, Minutes
HG uses a standardized report out template.

14. Perform Integrated Change Control
OUTPUT
INPUT
PROCESS
Reviewing all change requests; approving changes and managing changes to deliverables, org process assets, project documents, and project mgmt plans; and communicating their disposition.
Approved change requests
Change log
Project mgmt plan updates
Project documents updates
Project management plan
Work performance reports
Change requests
Enterprise environmental factors
Organizational process assets
TOOLS & TECHNIQUES
This process has the largest impact on monitoring and controlling a project. If integrated change control process is performed regularly, it minimizes changes that could create chaos, due to only performing approved change requests and no other changes.
Expert judgment
Meetings
Change control tools

15. Perform Integrated Change Control
For all change requests:
Selected Tool: Change Control Board
Request change
Review change
Approve change
Manage change
Today our change control board consists of sponsor, project lead and functional lead.
Use HG Change request template.

16. Formalizing acceptance of the completed project deliverables.
Validate Scope
OUTPUT
INPUT
PROCESS
Formalizing acceptance of the completed project deliverables.
Accepted deliverables
Change requests
Work performance info
Project documents updates
Project management plan
Requirements documentation
Requirements traceability matrix
Verified deliverables
Work performance data
TOOLS & TECHNIQUES
When using outside services, you have to make sure that the vendor completes tasks.
Materials and outside services have a time lag on payment from when work was done.
Inspection
Group decision-making techniques

17. Control Scope OUTPUT INPUT PROCESS TOOLS & TECHNIQUES
Monitoring the status of the project and product scope and managing changes to the scope baseline.
Work performance info
Change requests
Project mgmt plan updates
Project documents updates
Org process assets updates
Project management plan
Requirements documentation
Requirements traceability matrix
Work performance data
Org process assets
TOOLS & TECHNIQUES
Variance Analysis = what was planned vs. what actually happened.
Scope control is managing any approved changes to the scope baseline. There are many tools and techniques to manage and control the scope, especially in a situation where the timeline is compressed.
Variance analysis

18. Control Schedule OUTPUT INPUT PROCESS TOOLS & TECHNIQUES
Monitoring the status of the project activities to update project progress and manage changes to the schedule baseline.
Work performance info
Schedule forecasts
Change requests
Project mgmt plan updates
Project documents updates
Org process assets updates
Project management plan
Project schedule
Work performance data
Project calendars
Schedule data
Org process assets
TOOLS & TECHNIQUES
Selected tool: PERT chart
Performance reviews
Resource optimization techniques
Modeling techniques
Leads and lags
Schedule compression
Scheduling tool

19. Activity Sequencing Like our PERT Charts
DLS uses the PERT Chart or network diagram to track and monitor the projects progress.
PM Fundamentals ver

20. Control Costs OUTPUT INPUT PROCESS TOOLS & TECHNIQUES
Monitoring the status of the project to update project costs and manage changes to the cost baseline.
Work performance info
Cost forecasts
Change requests
Project mgmt plan updates
Project documents updates
Org process assets updates
Project management plan
Project funding requirements
Work performance data
Org process assets
TOOLS & TECHNIQUES
This process helps us to manage changes to the project’s cost baseline. The tools and techniques you will most likely use will be those that the organization already has in place.
Earned value management
Forecasting
To-complete performance index
Performance reviews
Reserve analysis

21. Control Costs Largest costs for DLS projects are labor costs.
Labor costs must be estimated and tracked.
Labor (and other) costs are captured on the Bottom-up Cost Estimating Worksheet.
Controlling costs in projects are usually not a problem when it comes to materials, equipment, and tangible deliverables. However, the biggest cost to control on a project are the human resource or labor costs. In project management, the estimating of human resource hours and the tracking of hours against those estimates help us to ensure that resources are utilized properly across the organization’s project portfolio.

22. Control Quality OUTPUT INPUT PROCESS TOOLS & TECHNIQUES
Monitoring and recording results of quality activities to assess performance and recommend necessary changes.
Quality control measurements
Validated changes
Verified deliverables
Work performance info
Change requests
Project mgmt plan updates
Project documents updates
Org process assets updates
Project management plan
Quality metrics
Quality checklists
Work performance data
Approved change requests
Deliverables
Project documents
Org process assets
TOOLS & TECHNIQUES
Selected Tool: Inspection
There are many tools and techniques available in the control quality process. The best way to control quality is to follow the tools and techniques that are best practices in your organization.
Seven basic quality tools
Statistical sampling
Inspection
Approved change requests review

23. Quality Assurance vs. Quality Control
Auditing quality requirements and results from quality measurements
Monitoring and recording results of executing the quality activities to assess performance and recommend changes
DLS is very in tune to the quality requirements and standards of a project. This slide helps us to see that there is a difference between project quality assurance and project quality control.

24. Control Communications
OUTPUT
INPUT
PROCESS
Monitoring and controlling communications throughout the entire project life cycle to ensure the information needs of the project stakeholders are met.
Work performance info
Change requests
Project mgmt plan updates
Project documents updates
Org process assets updates
Project management plan
Project communications
Issues log
Work performance data
Org process assets
TOOLS & TECHNIQUES
Selected Tool: Information Management Systems
PMBOK 5 – 10.3
The project communication plan may need to be adjusted from time to time if the project stakeholders change or if the engagement level calls for different strategies to keep communication open and working on the project.
Information mgmt system
Expert judgment
Meetings

25. Control Risks PROCESS OUTPUT INPUT TOOLS & TECHNIQUES
Implementing risk response plans, tracking identified risks, monitoring residual risks, identifying new risks, and evaluating risk process effectiveness throughout the project.
Work performance info
Change requests
Project mgmt plan updates
Project documents updates
Org process assets updates
Project management plan
Risk register
Work performance data
Work performance reports
TOOLS & TECHNIQUES
Selected Tool: Risk Response Plan
The constant analysis of the risks on your project and the qualitative risk analysis performed in planning, will help you to continuously monitor for residual and new risks. The role of the risk owner for each risk response plan and deliverable will alleviate the need for the project manager to have to know and monitor all risk triggers that may impact the project.
Risk assessment
Risk audits
Variance and trend analysis
Technical performance measurement
Reserve analysis
Meetings

26. Control Stakeholder Engagement
The process of monitoring overall project stakeholder relationships and adjusting strategies and plans for engaging stakeholders
The key benefit of this process is that it will maintain or increase the efficiency and effectiveness of stakeholder engagement activities as the project evolves and its environment changes
The use of various tools and techniques such as information management systems, expert judgment, and status review meetings can be extremely effective in controlling stakeholder engagement resulting in work performance information, change requests, and updates to the project management plan, various project documents and organizational process assets updates.

27. Team Exercise: CHANGE CONTROL Select a Monitoring & Controlling tool.
Explain how you would use it.
What information would you need to have to monitor the project?
How would you use this information to help control the project?
Let’s apply one of the monitoring and controlling tools we covered to your project to see how your project management plan would need to be updated because of a change to your project. Feel free to discuss this among your project team and utilize our teacher’s assistants as your advisors to ensure your project will still be able to accomplish its objectives!