Ch.11 Project Monitoring and Control

1. Ch.11 Project Monitoring and Control • Actual x Planned • Performance x Standards • Three parts • Planning • Comparing • Correcting

2. Project Control • Regulate results through altering activity • Conserve organization’s physical, human and financial assets

3. Project Monitoring • Collecting, recording, and reporting information concerning all aspects of project performance

4. Common problems w/reports • Too much detail/information • Separate technical from non-tech info. • Interface between the project information system and parent firm’s information system. • Planning x monitoring: monitoring system not tracking information directly related to project’s plans. • Project Reports needed immediately

5. Meetings • Should be used for making decision or getting input for important problems. Avoid “show and tell” meetings. • Preset starting and stopping times and stick with them. • Make sure everyone does HW before meeting. • Must take notes and distribute notes of meeting not later than next day. • Avoid attributing remarks or viewpoints to individuals in the minutes. • If a serious problem arises in a meeting, call a meeting to deal with that crisis. Otherwise, stopping time will not be kept.

6. Cost, Time and Performance must be analyzed together • What is wrong with the statement below ? We have completed 50 % of the time line and we spent 50% of the budget. We are right on track. A. Cost and Time Alone Can’t Work.

7. Control is directed to • Performance • Cost • Time

8. Controlling costs manager compares budgets to • actual cash flows • Purchase orders • Labor hour charges • Amount of overtime worked • Absenteeism • Accounting reports

9. To control performance PM examines • Test results • Quality checks • Maintenance activities

10. Controlling schedule manager examines • Benchmark reports • Status reports • PERT/CPM networks • Gantt charts • WBS

11. Postcontrol reports • Project objectives • Milestones and budgets • Final project results • Recommendations for improvement

12. Control System • Should not exceed 5% of cost of the whole system. • Should give immediate results in order to correct them.

13. Control System may • Change manually when variation detected • Change automatically when variation detected • Adjust the goals when variation detected.