Software Project Management

Fifth Edition

Chapter 9

Monitoring
and
control

1
Software project management (5e) - introduction © The McGraw-Hill Companies, 2011
The control cycle

SPM (5e) monitoring and control© The McGraw-Hill Companies, 2009 2

 Responsibilities

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 Assessing progress

Checkpoints – predetermined times when

progress is checked
Event driven: check takes place when a
particular event has been achieved
Time driven: date of the check is pre-
determined

Frequency of reporting
The higher the management level then generally the
longer the gaps between checkpoints

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 Collecting progress details

Need to collect data about:

Achievements
Costs
A big problem: how to deal with partial completions
99% completion syndrome
Possible solutions:
Control of products, not activities
Subdivide into lots of sub-activities

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 Red/Amber/Green reporting

Identify key tasks

Break down into sub-tasks
Assess subtasks as:
Green – ‘on target’
Amber – ‘not on target but recoverable’
Red – ‘not on target and recoverable only with
difficulty’
Status of ‘critical’ tasks is particularly important

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 Review

Review of work products is an important mechanism

for monitoring the progress of a project and ensuring
the quality of the work products.
Testing is an effective defect removal mechanism.
However, testing is applicable to only executable
code.
Review is applicable to all work products.

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 Utility of Review

A cost-effective defect removal mechanism.

Review usually helps to identify any deviation from
standards.
Reviewers suggest ways to improve the work product
a review meeting often provides learning opportunities
to not only the author of a work product, but also the
other participants of the review meeting.
The review participants gain a good understanding of
the work product under review, making it easier for
them to interface or use the work product in their
work.
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 Review Roles

Moderator:
Schedules and convenes meetings, distributes
review materials, leads and moderates review
sessions.
Recorder:
Records the defects found and the time and effort
data.
Reviewers.

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 Review Process

Planning Preparation

Rework and Review

follow-up meeting

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 Project Termination Review

Project termination reviews provide important

opportunities to learn from past mistakes as well as
successes.
Project termination need not necessarily mean
project failure or premature abandonment.
A project may be terminated on successful
completion

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Reasons for Project Termination

Project is completed successfully handed over to

the customer.
Incomplete requirements
Lack of resources
Some key technologies used in the project have
become obsolete during project execution
Economics of the project has changed, for example
because many competing product may have become
available in the market.

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 Project Termination Process

Project survey
Collection of objective information
Debriefing meeting
Final project review
Result publication

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 Gantt charts

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 Slip charts

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 The
timeline

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 Cost monitoring

A project could be late because the staff originally committed

have not been deployed
In this case the project will be behind time but under budget
A project could be on time but only because additional
resources have been added and so be over budget
Need to monitor both achievements and costs

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 Earned value analysis
Planned value (PV) or Budgeted cost of work scheduled
(BCWS) – original estimate of the effort/cost to complete
a task (compare with idea of a ‘price’)

Earned value (EV) or Budgeted cost of work performed

(BCWP) – total of PVs for the work completed at this
time

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 Accounting conventions

Work completed allocated on the basis

50/50 half allocated at start, the other half on
completion. These proportions can vary e.g.
0/100, 75/25 etc
Milestone current value depends on the
milestones achieved
Units processed
Can use money values, or staff effort as a surrogate

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 Earned value – an example
Tasks
Specify module 5 days
Code module 8 days
Test module 6 days
At the beginning of day 20, PV = 19 days
If everything but testing completed EV = 13 days
Schedule variance = EV-PV i.e. 13-19 = -6
Schedule performance indicator (SPI) = 13/19 = 0.68
SV negative or SPI <1.00, project behind schedule

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 Earned value analysis – actual cost
Actual cost (AC) is also known as Actual cost of work performed
(ACWP)
In previous example, if
‘Specify module’ actually took 3 days
‘Code module’ actually took 4 days
Actual cost = 7 days
Cost variance (CV) = EV-AC i.e. 13-7 = 6 days
Cost performance indicator = 13/7 = 1.86
Positive CV or CPI > 1.00 means project within budget

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Earned value analysis – actual costs

CPI can be used to produce new cost estimate

Budget at completion (BAC) – current budget allocated to total
costs of project
Estimate at completion (EAC) – updated estimate = BAC/CPI
e.g. say budget at completion is £19,000 and CPI is 1.86
EAC = BAC/CPI = £10,215 (projected costs reduced
because work being completed in less time)

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 Time variance

Time variance (TV) – difference between time when

specified EV should have been reached and time it
actually was
For example say an EV of £19000 was supposed to
have been reached on 1st April and it was actually
reached on 1st July then TV = - 3 months

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Earned value chart with revised
forecasts

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 Prioritizing monitoring
We might focus more on monitoring certain types of activity
e.g.
Critical path activities
Activities with no free float – if delayed later dependent
activities are delayed
Activities with less than a specified float
High risk activities
Activities using critical resources

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 Getting back on track: options

Renegotiate the deadline – if not possible then

Try to shorten critical path e.g.
Work overtime
Re-allocate staff from less pressing work
Buy in more staff
Reconsider activity dependencies
Over-lap the activities so that the start of one activity does
not have to wait for completion of another
Split activities

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 Exception planning
Some changes could affect
Users
The business case (e.g. costs increase reducing the
potential profits of delivered software product)
These changes could be to
Delivery date
Scope
Cost
In these cases an exception report is needed

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 Exception planning - continued
First stage
Write an exception report for sponsors (perhaps through
project board)
• Explaining problems
• Setting out options for resolution
Second stage
Sponsor selects an option ( or identifies another option)
Project manager produces an exception plan implementing
selected option
Exception plan is reviewed and accepted/rejected by
sponsors/Project Board

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 Change control

The role of configuration librarian:

Identifying items that need to be subject to change
control
Management of a central repository of the master
copies of software and documentation
Administering change procedures
Maintenance of access records

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 Typical change control process

1. One or more users might perceive the need for a change

2. User management decide that the change is valid and
worthwhile and pass it to development management
3. A developer is assigned to assess the practicality and cost of
making the change
4. Development management report back to user management
on the cost of the change; user management decide whether
to go ahead

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 Change control process contd.

5. One or more developers are authorized to make

copies of components to be modified
6. Copies modified. After initial testing, a test version
might be released to users for acceptance testing
7. When users are satisfied then operational release
authorized – master configuration items updated

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Software Configuration Management
(SCM)

SCM is concerned with tracking and controlling

changes to a software.
Development and maintenance environment:
Various work products associated with the
software continually change.
Unless a proper configuration management
system is deployed, several problems can appear.

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 Why Use SCM?

Problems associated with concurrent access

Undoing Changes
System accounting
Handling variants
Accurate determination project status
Preventing unauthorized access to the work
products

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 Configuration Control

Two main operations:

Reserve
Restore

W1 W2 W3 … Wn-1 Wn

Configuration
Reserve
Restore

Developer’s work space

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