Monitoring and Controlling in Project Management

1. Introduction

Monitoring and Controlling is a critical phase in project management that ensures the project stays on track. Unlike other phases, it is not a sequential process but rather a continuous and parallel process that runs alongside execution.

The goal is to monitor project activities and control deviations to ensure alignment with the project plan.

2. Understanding Monitoring and Controlling

A. Parallel Execution

• Monitoring and controlling processes run in parallel with execution.
• Project managers track ongoing work and compare it against the plan.
• Example: While a construction team is painting a wall, the project manager checks if the work meets scope and quality requirements.

B. Key Aspects of Monitoring and Controlling

• Ensures the project remains on scope, schedule, and budget.
• Monitors quality standards.
• Tracks resource utilization and vendor performance.
• Identifies and mitigates risks before they become major issues.
• Example: Regularly reviewing project costs to ensure budget compliance.

3. Key Monitoring and Controlling Processes

Process	Description	Example
Control Scope	Ensures work being done aligns with project scope.	Checking if new features were added without approval.
Control Schedule	Monitors project timeline and identifies delays.	Tracking milestones in a software development project.
Control Cost	Tracks project expenses and controls budget.	Reviewing project financial reports weekly.
Control Quality	Ensures deliverables meet quality standards.	Inspecting manufactured products for defects.
Control Resources	Monitors the availability and usage of resources.	Ensuring construction materials are used efficiently.
Monitor Communications	Ensures project information is being effectively shared.	Checking if stakeholders receive weekly updates.
Monitor Risks	Identifies potential risks and mitigates them.	Reviewing cybersecurity threats in an IT project.
Control Procurements	Monitors vendor performance and contract compliance.	Checking if a supplier delivers materials on time.
Monitor Stakeholder Engagement	Ensures stakeholders remain engaged and involved.	Hosting feedback sessions with project sponsors.

4. Steps to Effective Monitoring and Controlling

• Step 1: Continuously monitor project work to ensure it stays on track.
• Step 2: Compare actual performance with the project plan.
• Step 3: Identify deviations and take corrective actions.
• Step 4: Maintain regular communication with stakeholders.
• Step 5: Update project documents to reflect any approved changes.

5. Example Scenario

Imagine an IT project where a development team is coding a new application:

• The project manager monitors progress to ensure coding is completed on time.
• Budget reports are reviewed to prevent cost overruns.
• Quality control checks are conducted to identify coding errors early.
• Stakeholders receive regular updates to keep them engaged.
• Risk assessments are performed to mitigate potential delays.

6. Summary

• Monitoring and Controlling is an ongoing process that ensures project alignment with the plan.
• It runs in parallel with project execution.
• Key focus areas include scope, schedule, cost, quality, risks, and stakeholder engagement.
• Effective monitoring prevents issues and ensures project success.
• Next step: Implementing detailed monitoring techniques for each control process.

By consistently monitoring and controlling project activities, project managers can maintain control, prevent major setbacks, and ensure successful project delivery.