Monitoring
Project Life Cycle Phase
Group A:[Link]. Sediqullah Sediqi
2. Mr. Haroon Shahzada
3. Mr. M Naser Nabizada
4. Mr. Saeed Shinwari`
Monitoring
Group A Homework
Presenter: Haroon Shahzada
Content
1. What is the monitoring and controlling phase?
2. Why monitoring and controlling is important.
3. Report key performance indicators(KPIs).
4. Monitor change requests.
5. Keep track of scope.
6. How to use tools for project monitoring and controlling.
7. Frequently asked questions.
[Link] is the monitoring and controlling
phase?
In the project life cycle, the project monitoring and controlling phase happens in
tandem with the execution phase. What it involves depends on how a project is
organized and defined.
Project monitoring and controlling means actively reviewing the status of your
project as it proceeds, evaluating potential obstacles, and implementing
necessary changes.
During this phase organizations need to juggle several responsibilities, including:
Keeping to the schedule.
Staying within budget.
Avoiding scope creep.
Managing risk.
2. Why monitoring and controlling is
important
The controlling phase of project management allows a project manager to
receive live feedback on the progress, successes and failures of an ongoing
project. Its an important tool to avoid some of the most common project
management pitfalls.
Extracting data on project progress helps you avoid making assumptions, for
instance. This may help to identify a real-world problem, even with project
planning techniques that have worked before.
Without monitoring and controlling, its also easy to find yourself unable to track
down the cause of a problem.
Correct controls put in place may also help project managers to delegate
responsibilities more effectively.
3. Report key performance indicators(KPIs)
During your planning phase, you may have established a series of checkpoints or
milestones for your project. Alternatively you might have set goals of completing a
specific number of deliverables per day, week or month.
Quantifiable measures like these, which are used to evaluate the success of your
project, are called key performance indicators (KPIs).
During the project monitoring and controlling phase, keeping tabs on KPIs is
essential to ensure your team is on the right track. If you start falling behind on
production, you may not make your deadline for your deliverables.
One way to keep your entire team up to date is to set up automated status reports
that go out to all interested parties. Instead of relying on someone to send out daily
updates, you can systematize the entire process using work management software.
4. Monitor change requests
Even the best planning can not eliminate all challenges. During the monitoring
and controlling phase, you well need to review and address change requests from
team members, clients, and others stakeholders. In some cases, you may have to
overhaul entire processes.
Using centralized request hub can make monitoring change requests a breeze. In
many cases, work management software enables your team to create intuitive
request queues that organize input from internal and external sources.
5. Keep track of scope
In some cases, your client may decide to change their mind about the project`s
scope after you`ve begun work. During the project management monitoring and
controlling phase, you may need to rethink your strategy, to evaluate whether
you can accommodate increased scope within the original timeline or budget.
If not, you need to circle back to your planning phase to:
Clarify expectations.
Update your project charter.
Clarify new roles and responsibilities.
Once these steps have been taken, you can then continue on your project
execution.
6. How to use tools for project
monitoring and controlling
Project management tools can be integral at every stage of the life cycle,
including the monitoring and controlling phase.
Great system help you to dig deeper and gain insights more efficiently.
You can keep an eye on tasks to check they remain within scope, prioritize to
control costs and dig into project data.
In adobe Workfront try the following:
Agile storyboard.
Portfolio optimizer.
Ms project.
Etc…