Monitoring and Control
Definition of Monitoring
Monitoring in project management refers to the process of tracking, observing,
and recording the progress of a project over time. It involves collecting and analyzing
data to ensure that the project is on track, identifying any deviations from the plan,
and taking corrective action as needed.
Definition of Control
Control in project management refers to the process of comparing actual project
performance to the project plan, identifying any deviations or variances, and taking
corrective action to get the project back on track.
Monitoring and controlling involves regularly measuring progress on a project to
ensure it continues meeting objectives and addressing current organizational needs. It
involves determining what corrective action is required, when it must occur, and who
must do it. Monitoring should begin in the planning phase because it is easy to get off
track with planning efforts.
The project team evaluates its performance against the plans that have been
developed. Every project requires a monitoring and control system. This system
considers the following:
1. What information is needed and how should it be collected?
2. When (and with what frequency) should this information be collected?
3. Who should collect and analyze this information?
4. How should this information be represented from a reporting
perspective?
5. Who should prepare the report?
6. Who should receive the reports?
Advantages of Monitoring and Control includes;
1. Early Detection of issues: It enable project managers to identify potential issues
early, allowing for prompt corrective action. This helps prevent minor issues from
escalating into major problems.
2. Improved Decision-Making: It provides valuable data and insights, enabling
project managers to make informed decisions about project scope, schedule, and
budget. This helps ensure that projects stay on track and meet their objectives.
3. Enhanced Transparency: Monitoring and control promote transparency, ensuring
that stakeholders are informed about progress any challenges. This helps build trust
and confidence among stakeholders.
4. Better Risk Management: It helps identify potential risk, enabling proactive
mitigation strategies. This reduces the likelihood of risk materializing and minimizes
their impact.
5 Increased Efficiency: It optimize resource allocation, reducing waste and
improving productivity. This helps projects stay on schedule and within budget.
6. Improved Quality: It ensures that project deliverables meet the required quality
standards. This helps build a positive reputation for the project team and organization.
7. Reduced costs: It also help minimize costs by identifying and addressing
inefficiencies. This helps projects stay within budget and reduces the risk of cost
overrun.
Difficulties in Monitoring and Control
1. Inaccurate or Incomplete Data: Collecting accurate and complete data can be
challenging, especially if team members are not diligent about reporting their
progress.
2. Inadequate tools and techniques: Using inadequate tools and techniques can
hinder effective monitoring and control.
3. Resistance to Change: Team members may resist changes to the project plan or
scope, making it difficult to monitor and control the project.
4. Inadequate Governance: Inadequate governance and leadership can hinder
effective monitoring and control.
5. Regulatory Compliance: Ensuring regulatory compliance can add complexity to
monitoring and control.
6. Data integration Challenges: Integration data from different sources and systems
can be complex and time-consuming.
7. Limited visibility: Having limited visibility into project progress and performance
can make it difficult to monitor and control the project.
Project Management Tools
A) Task management tools
1. Asana: It is a cloud-based platform for managing tasks and projects.
2. Trello: This is a visual tool for managing tasks and projects using boards,
lists, and cards.
3. Jira: It is a robust tool for managing tasks, projects, and workflows.
B) Project Scheduling tools
1. Microsoft project: It is a popular tool for creating project schedules, Gantt charts,
and resource allocation plans.
2. Smartsheet: It is also a cloud-based platform for creating project schedule, Gantt
charts, and resource allocation plans.
3. GanttPro: It a simple and intuitive tool for creating Gantt charts and project
schedule.
C) Collaboration and Communication tool
1. Slack or float: It is a communication plateform for teams, including project
managers and team members.
2. Microsoft teams: It is a communication and collaboration plateform for teams,
including project managers and team members.
3. Basecamp: It is a comprehensive tool for collaboration, communication, and
project management.
D) Resource Allocation and Tracking Tools
1. Resource Guru: A cloud-based platform for resource allocation, tracking, and
scheduling.
2. Mavenlink: A comprehensive tool for resource allocation, tracking, and project
management.
3. Workzone: A cloud-based platform for resource allocation, tracking, and project
management.
E) Time Tracking and Invoicing Tools
1. Harvest: A cloud-based platform for time tracking, invoicing, and expense
tracking.
2. Toggl: A simple and intuitive tool for time tracking and reporting.
3.FreshBooks: A comprehensive tool for time tracking, invoicing, and expense
tracking.
F) Agile Project Management tools
1. Scrumwise: It is a cloud-based platform for agile project management, including
scrum and kanban.
2. VersionOne: A comprehensive tool for agile project management, including
Scrum, kanban, and Lean.
3. CA Agile Central: It is a robust tool for agile project management, including
Scrum, kanban, and Lean.
When selecting tools, the following factors are to considered:
1. Project size and complexity: Choose tools that match the project’s scope and
complexity.
2. Project timeline and deadline: Choose tools that help meet project deadlines.
3. Methodology: Select tools that support your project management methodology
(e.g agile, waterfall, hybrid)
4. Budgeting and cost management: Ensure the tool supports budgeting, cost
tracking, and financial reporting.
5. Integration with other tools: Ensure the tool integrates with other tools and
systems you see.
6. User interface and experience: Select tools with an intuitive and user-friendly
interface.
7. Reporting and analytics: Choose tools that provide customizable reports,
dashboards, and analytics.
Performance measurement techniques in project management:
Quantitative Techniques:
1. Earned Value Management (EVM): Measures project performance by comparing
actual costs and schedule to planned values.
2. Cost Variance (CV): Calculates difference between actual and planned costs.
3. Schedule Performance Index (SPI): Measures project schedule progress.
4. Cost Performance Index (CPI): Evaluates cost efficiency.
5. Return on Investment (ROI): Calculates financial return on investment.
Qualitative Techniques:
1. Stakeholder Surveys: Assess stakeholder satisfaction.
2. Customer Satisfaction Index (CSI): Measures customer satisfaction.
3. Quality Metrics: Track defects, failures, or issues.
4. Risk Assessment: Identifies and evaluates potential risks.
5. Lessons Learned: Documents project successes and failures.
KPIs (Key Performance Indicators):
1. Project Timeline
2. Budget Variance
3. Quality Metrics
4. Resource Utilization
5. Stakeholder Satisfaction
6. Customer Satisfaction
7. Return on Investment (ROI)
8. Net Promoter Score (NPS)
Benchmarking Techniques:
1. Industry Benchmarks: Compare project performance to industry standards.
2. Best Practices: Identify and implement proven methods.
3. Baseline Analysis: Establish a performance baseline.
