small description about Project Monitoring  & Controlling

1. PROJRCT MONITORING
& CONTROLING
K.Darshana Viduranga
HNDIT

2. WHY WE DO PROJECT MONITORING &
CONTROLING
 The goal of doing this is ensuring that the project
is on time and on budget and/or highlight any
deviation from the plan
 Areas
 Scope
 Schedule
 Costs
 Risks
 Quality
 Human Resources

3. WHAT IS MONITORING
 Monitoring – collecting, recording, and reporting
information concerning project performance that
project manger and others wish to know
 Why do we monitor?
To detect and react appropriately to deviations
and changes to plans
 What do we monitor?
Inputs
TimeMoneyResourcesMaterial UsageTasksuality/Technical Performance
Outputs
Progress ,Costs,Job starts,job completion,Engineerin,g / Design
changes,Variation order (VO)

4.  When to we monitor?
 How do we monitor?
 Using Earned Value Analysis
 Calculate Critical Ratios
 Milestones
 Reports
 Tests and inspections
 End of the project
 Continuously
 Regularly
 Logically
 While there is still time to react
 As soon as possible
 At task completion
 At pre-planned decision points (milestones)

5. PROJECT CONTROL
 What is Project Controling
is the process of making things
happen in an ordered manner or according
to plan.
 Control the triple constraints
 time (schedule)
 cost (budget, expenses, etc)
 performance (specifications, testing results, etc.)

6.  Schedule: Was the project completed on time?
(How long did we take?)
 Cost: Did the project come in at cost? (How much
did we spend?)
 Functionality: Do project deliverables have the
expected capability? (What can they do?)
 Quality: Do the deliverables perform as well as
promised? (How well can they do it?)

7. 7
PROJECT CONTROL CYCLE
PLAN
Specifications
Project Schedule
Project budget
Resource plan
Vendor contracts MONITOR
Record status
Report progress
Report cost
COMPARE
Actual status
against plan
-Schedule
-Cost
ACTION
Correct
deviations
from plan
RE-PLAN as
necessary

8. TECHNIQUES FOR MONITORING AND
CONTROL
 Project plan monitoring
 Project Milestones
 Project Tolerances
 Project budget monitoring and Control
 S curve
 Earned Value Analysis
 Project Status and/or stage reporting
 Project team reports

9. CRITICAL RATIO
 Sometimes, especially large projects, it may
be worthwhile calculating a set of critical
ratios for all project activities
 The critical ratio is
actual progress x budgeted cost
scheduled progress actual cost

10. CATEGORIES OF REPORTING
Report type Examples Comments
Verbal formal
regular
Weekly or monthly
progress meetings
Written minutes
should be kept
Verbal formal
Ad-hoc
End-of-stage
review meeting
Written formal
regular
Job sheets,
progress reports
Normally weekly
using forms
Written formal
Ad-hoc
Exception reports,
change reports
Verbal Informal
Ad-hoc
Canteen discussion,
social interaction
Provides early
warnings.

11. THANK YOU