Training Module on:

Construction Project Monitoring

and Controlling

Module Code: TM/ECWC/PM-4093

Prepared by: CPDi

January, 2023
Addis Ababa
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ACRONYMS

CPDI Construction Professionals Development Institute

EVM Earned Value Management
KPI Key performance Indicators
WBS Work Breakdown Structure

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Table of Content
ACRONYMS ............................................................................................................................................... ii
Table of Content ......................................................................................................................................... iii
Symbols Used ............................................................................................................................................. vi
Introduction .................................................................................................................................................. 1
SESSION ONE ............................................................................................................................................ 5
1. Introduction to Project Monitoring and Controlling............................................................................. 5
1.1. Importance of project monitoring and controlling in construction projects.................................. 5
1.2. Objectives and benefits of effective project monitoring and controlling ...................................... 6
1.3. Integration of monitoring and controlling within the project life cycle ........................................ 7
1.4. Key concepts and terms related to project monitoring and controlling ........................................ 9
 SUMMARY .......................................................................................................................................... 10
SESSION TWO ......................................................................................................................................... 12
2. PROJECT MONITORING................................................................................................................. 12
2.1 Definition and purpose of project monitoring ............................................................................. 12
2.2 Key performance indicators (KPIs) and metrics for monitoring project progress ...................... 12
2.3 Techniques and tools for collecting project data and information .............................................. 13
2.4 Establishing a project monitoring framework and reporting structure ....................................... 14
 SUMMARY .......................................................................................................................................... 14
SESSION THREE ..................................................................................................................................... 16
3. PROJECT CONTROL ....................................................................................................................... 16
3.1 Definition and purpose of project control ................................................................................... 16
3.2 Setting project control objectives and targets ............................................................................. 16
3.3 Principles of project control ........................................................................................................ 17
3.4 Techniques for analyzing project performance and identifying deviations ................................ 17
3.5 Implementing corrective actions and change management processes ........................................ 18
 SUMMARY .......................................................................................................................................... 18
SESSION FOUR ........................................................................................................................................ 20

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4. MONITORING AND CONTROLLING PROJECT SCOPE ............................................................ 20

4.1 Defining project scope and scope baseline ................................................................................. 20
4.2 Techniques for verifying and controlling project scope.............................................................. 21
4.3 Change control procedures and impact assessment .................................................................... 21
4.4 Ensuring scope compliance and managing scope creep.............................................................. 22
 SUMMARY .......................................................................................................................................... 25
SESSION FIVE ......................................................................................................................................... 26
5. MONITORING AND CONTROLLING PROJECT SCHEDULE.................................................... 26
5.1. Developing a project schedule and timeline ............................................................................... 26
5.2. Techniques for tracking and measuring project schedule performance ...................................... 27
5.3. Analyzing schedule variances and identifying critical path activities ........................................ 27
5.4. Schedule compression techniques and resource leveling ............................................................ 28
 SUMMARY .......................................................................................................................................... 29
SESSION SIX ............................................................................................................................................ 30
6. MONITORING AND CONTROLLING PROJECT COST .............................................................. 30
6.1 Creating a project budget and cost baseline ................................................................................ 30
6.2. Techniques for tracking and controlling project costs ................................................................ 31
6.3. Earned value management (EVM) and cost performance analysis............................................. 32
6.4. Managing cost variances and controlling project expenditures .................................................. 33
 SUMMARY .......................................................................................................................................... 35
SESSION SEVEN ..................................................................................................................................... 37
7. MONITORING AND CONTROLLING PROJECT QUALITY ....................................................... 37
7.1. Defining quality requirements and standards .............................................................................. 37
7.2. Techniques for measuring and monitoring project quality ......................................................... 38
7.3. Quality audits and inspections..................................................................................................... 39
7.4. Corrective and preventive actions for quality issues ................................................................... 39
 SUMMARY .......................................................................................................................................... 41
SESSION EIGHT ...................................................................................................................................... 42

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8. MONITORING AND CONTROLLING PROJECT RISKS ............................................................. 42

8.1. Identifying and assessing project risks ........................................................................................ 42
8.2. Techniques for monitoring and tracking project risks ................................................................ 43
8.3. Risk response planning and contingency measures .................................................................... 44
8.4. Managing and mitigating project risks ........................................................................................ 45
  SUMMARY...................................................................................................................................... 45
SESSION NINE ......................................................................................................................................... 48
9. MONITORING AND CONTROLLING PROJECT COMMUNICATION...................................... 48
9.1. Establishing a project communication plan ................................................................................ 48
9.2. Techniques for monitoring and controlling project communication ........................................... 49
9.3. Effective communication channels and tools .............................................................................. 49
9.4. Managing project stakeholders and addressing communication challenges ............................... 50
 SUMMARY ......................................................................................................................................... 51
SESSION TEN........................................................................................................................................... 54
10. PROJECT REPORTING AND DOCUMENTATION .................................................................. 54
10.1. Types of project reports and their purposes............................................................................. 54
10.2. Guidelines for effective project reporting ............................................................................... 55
10.3. Document control and recordkeeping for project monitoring and controlling ........................ 56
10.4. Presenting project information to stakeholders ....................................................................... 56
 SUMMARY .......................................................................................................................................... 58
SESSION ELEVEN ................................................................................................................................... 60
11. TOOLS AND SOFTWARE FOR PROJECT MONITORING AND CONTROLLING ............... 60
11.1 Overview of project management software and tools ................................................................. 60
11.2. Demonstrating the use of tools for monitoring and controlling .............................................. 61
11.3. Selecting the right tools for specific project monitoring needs ............................................... 62
 SUMMARY .......................................................................................................................................... 63
Reference: .................................................................................................................................................. 65

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Symbols Used
Icon/Symbol* What it Refers to? Description

 Exercises/Activities group or individual exercises/activities which might

be done in the class or outdoor or at the work place

∆
Definitions Definition of key words in each topic will be
provided as part of the basic concepts


References Sources of information used in the training material
and further readings that can be helpful for the
learner during or after the training.

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Introduction
The construction industry plays a crucial role in shaping our built environment, and successful
project management is essential for delivering projects on time, within budget, and to the desired
quality standards. One critical aspect of effective project management is monitoring and
controlling. This training manual aims to provide comprehensive guidance on construction project
monitoring and controlling, equipping project managers, supervisors, and team members with the
necessary knowledge and skills to ensure project success.

Objectives
General objective
The primary objective of this training manual is to enhance the understanding of construction
professionals regarding project monitoring and controlling practices. By the end of this training,
participants will gain a solid grasp of the key concepts, tools, and techniques involved in
monitoring and controlling construction projects. They will also be able to apply their learning to
various project scenarios, making informed decisions, identifying and mitigating risks, and
ensuring project objectives are achieved.

Specific objectives
Upon completion the training based on this manual, the participants will be able to:

✓ Understand the Importance of Project Monitoring and Controlling: Participants should

comprehend the significance of project monitoring and controlling in construction project
management. They should recognize how effective monitoring and controlling practices
contribute to project success, including on-time delivery, cost control, and quality
assurance.
✓ Learn Key Concepts and Processes: Participants should familiarize themselves with the
essential concepts, terminology, and processes related to project monitoring and

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controlling. This includes understanding project baselines, performance indicators,

variance analysis, change control, and the role of project documentation.
✓ Develop Skills in Performance Measurement: Participants should acquire the skills to
measure project performance accurately. This includes learning how to establish
performance metrics, collect relevant data, and analyze it to assess project progress and
identify deviations from the plan.
✓ Gain Proficiency in Risk Management: Participants should gain a thorough understanding
of risk management principles and practices. They should be able to identify potential risks,
assess their impact and likelihood, develop risk response strategies, and implement risk
mitigation measures effectively.
✓ Learn Effective Communication and Reporting: Participants should improve their
communication and reporting skills to ensure effective project monitoring and controlling.
This includes learning how to prepare comprehensive and concise progress reports,
communicate project performance to stakeholders, and facilitate effective decision-making
based on the provided information.
✓ Master Change Control and Scope Management: Participants should grasp the importance
of change control and scope management in project monitoring and controlling. They
should learn how to assess and manage change requests, evaluate their impact on project
objectives, and implement appropriate change control processes.
✓ Understand Resource Monitoring and Optimization: Participants should understand the
significance of resource monitoring and optimization in construction projects. They should
learn techniques for tracking resource utilization, identifying bottlenecks, and
implementing strategies to optimize resource allocation and utilization.
✓ Enhance Project Control Techniques: Participants should learn various project control
techniques, such as earned value management, critical path analysis, and milestone
tracking. They should understand how these techniques can be applied to monitor project
progress, forecast future performance, and take corrective actions as needed.

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✓ Develop Problem-Solving and Decision-Making Skills: Participants should enhance their

problem-solving and decision-making abilities within the context of project monitoring and
controlling. They should learn how to analyze project data, identify issues and risks, and
make informed decisions to address challenges and ensure project objectives are met.
✓ Apply Knowledge to Real-World Scenarios: Participants should be able to apply the
knowledge and skills gained from the training manual to real-world construction project
scenarios. They should be capable of adapting monitoring and controlling techniques to
different project types, sizes, and complexities, and effectively navigate project challenges.

Outcome
Upon completing this training manual on construction project monitoring and controlling,
participants can expect to achieve the following outcomes:

1. Comprehensive Understanding: Participants will develop a comprehensive

understanding of the fundamental principles, processes, and best practices related to project
monitoring and controlling in the construction industry. They will gain insights into the
importance of monitoring project performance, tracking progress, and making necessary
adjustments to ensure project success.
2. Effective Decision-Making: Participants will acquire the skills to make informed
decisions based on accurate project data and performance indicators. They will learn how
to analyze project metrics, identify deviations from the plan, and implement corrective
actions promptly. This will enable them to proactively address issues, minimize delays,
and optimize resource utilization.
3. Risk Identification and Mitigation: Participants will learn how to identify potential risks
and develop effective strategies to mitigate them. They will understand the significance of
risk assessment and monitoring throughout the project lifecycle and how to implement risk
response plans to minimize the impact of unforeseen events.

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4. Enhanced Communication and Reporting: Participants will improve their

communication skills, particularly in terms of reporting project progress and performance
to stakeholders. They will learn how to develop concise and informative reports, present
key findings, and provide stakeholders with accurate and timely information, fostering
transparency and trust.
5. Project Success: Ultimately, the training manual aims to contribute to the overall success
of construction projects. By equipping participants with the knowledge and skills necessary
for effective project monitoring and controlling, the manual will empower them to deliver
projects that meet or exceed stakeholders' expectations, resulting in increased client
satisfaction, improved profitability, and a positive reputation in the industry.

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SESSION ONE
1. Introduction to Project Monitoring and Controlling
Contents:
1.1. Importance of project monitoring and controlling in construction projects
1.2. Objectives and benefits of effective project monitoring and controlling
1.3. Integration of monitoring and controlling within the project life cycle
1.4. Key concepts and terms related to project monitoring and controlling
Session summary
Exercises

1.1. Importance of project monitoring and controlling in construction projects

Effective project monitoring and controlling are essential in construction projects for several
reasons:

Performance Evaluation: Monitoring and controlling allow project managers to evaluate the
project's performance against predetermined metrics and objectives. It helps identify deviations
from the plan and take corrective actions promptly.

Risk Management: By monitoring project activities and performance, project managers can
identify potential risks and implement risk mitigation strategies to minimize their impact on
project outcomes. It helps in proactively managing risks and avoiding costly delays or errors.

Resource Optimization: Monitoring and controlling help in tracking resource utilization,

including labor, materials, and equipment. By analyzing resource allocation and productivity,
project managers can optimize resource usage, minimize waste, and ensure efficient resource
allocation.

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Cost Control: Effective monitoring and controlling enable project managers to track project
costs, compare them against the budget, and take corrective actions to control expenses. It helps
in avoiding cost overruns and ensuring the project remains financially viable.

Schedule Adherence: Monitoring project progress allows project managers to assess whether
the project is on track and adhering to the planned schedule. It helps identify schedule delays,
bottlenecks, or dependencies and take corrective actions to keep the project on schedule.

1.2. Objectives and benefits of effective project monitoring and controlling

The primary objectives of project monitoring and controlling in construction projects include:

Real-Time Visibility: To provide project stakeholders with up-to-date information on project

progress, performance, and potential risks.

Proactive Issue Identification: To identify deviations from the project plan, potential
bottlenecks, and risks early on, allowing for timely corrective actions.

Performance Assessment: To evaluate the project's performance against established metrics,

KPIs, and project objectives.

Decision Support: To provide data and insights that support informed decision-making,
resource allocation, and risk management.

The benefits of effective project monitoring and controlling include:

✓ Improved project outcomes by ensuring that projects stay on track and meet their
objectives.
✓ Early identification and resolution of issues, minimizing the impact on project
schedules, costs, and quality.
✓ Enhanced resource allocation and utilization, reducing waste and optimizing
productivity.

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✓ Effective risk management, reducing the likelihood and impact of potential risks.
✓ Increased stakeholder confidence through transparent and timely reporting on project
progress.

1.3. Integration of monitoring and controlling within the project life cycle

Integration of monitoring and controlling within the project life cycle refers to the seamless
incorporation of monitoring and controlling activities throughout all phases of the project. It
ensures that project performance is continuously assessed, deviations are identified, and
appropriate corrective actions are taken in a timely manner. Here's how monitoring and
controlling are integrated within each phase of the project life cycle:

Initiation Phase: During the initiation phase, the focus is on defining the project's objectives,
scope, and stakeholders. Although monitoring and controlling activities may be limited at this
stage, key steps include:

Establishing project control objectives and targets: Clearly define the objectives and targets
for monitoring and controlling activities, such as schedule adherence, cost control, and quality
assurance.

Defining control processes: Establish the processes and procedures for collecting project data,
tracking performance, and identifying deviations.

Setting up a baseline: Establish a baseline by documenting the initial project plan, including
the schedule, budget, and scope. This baseline serves as a reference point for future monitoring
and controlling activities.

Planning Phase: In the planning phase, detailed plans are developed to guide project execution.
Monitoring and controlling activities in this phase include:

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✓ Defining key performance indicators (KPIs): Determine the metrics and indicators that
will be used to measure project performance, such as schedule variance, cost variance,
and quality metrics.
✓ Developing a monitoring and controlling plan: Create a plan that outlines how
monitoring and controlling activities will be conducted throughout the project. This plan
should specify the frequency of data collection, reporting mechanisms, and
responsibilities.
✓ Risk management planning: Identify potential risks, develop risk mitigation strategies,
and establish processes for monitoring and controlling risks.

Execution Phase: The execution phase is where the project activities are carried out.
Monitoring and controlling activities in this phase include:

✓ Collecting project data: Gather data on project progress, actual costs, resource
utilization, and quality metrics.
✓ Comparing actual performance with the baseline: Analyze the collected data and
compare it against the established baseline to identify deviations and variances.
✓ Ongoing performance monitoring: Continuously monitor project performance using the
identified KPIs and track progress against the planned objectives and targets.
✓ Change control: Assess and manage changes to the project scope, requirements, or other
factors through a formal change control process.

Monitoring and Controlling Phase: The monitoring and controlling phase is dedicated to
continuously tracking and managing project performance. Activities in this phase include:

✓ Regular performance reporting: Provide regular updates and reports on project

performance to stakeholders, highlighting any deviations, risks, or issues.
✓ Deviation analysis: Investigate and analyze deviations and variances to determine their
causes and potential impacts on the project.

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✓ Implementing corrective actions: Based on the analysis, develop and implement

corrective actions to address deviations and bring the project back on track.
✓ Change management: Assess and manage changes to the project plan, scope, or other
elements through a formal change management process.

Closure Phase: In the closure phase, the project is finalized, and lessons learned are captured.
Monitoring and controlling activities in this phase include:

✓ Final performance assessment: Assess the overall project performance against the
established objectives and targets.
✓ Conducting project reviews: Review the effectiveness of the monitoring and controlling
processes and identify areas for improvement.
✓ Capturing lessons learned: Document the lessons learned from the project, including
insights on monitoring and controlling practices that were effective or need
improvement.

By integrating monitoring and controlling activities within each phase of the project life cycle,
project managers ensure that project performance is continuously evaluated and managed. This
integration enables timely identification of deviations, effective decision-making, and the
implementation of corrective actions, ultimately increasing the likelihood of project success.

1.4. Key concepts and terms related to project monitoring and controlling

To effectively understand project monitoring and controlling, it is important to be familiar with

the following key concepts and terms:

Key Performance Indicators (KPIs): KPIs are quantifiable metrics used to measure specific
aspects of project performance. In construction projects, KPIs can include schedule variance,
cost variance, earned value, productivity rates, safety incidents, and quality metrics. They
provide a snapshot of project health and help identify areas that require attention.

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Earned Value Management (EVM): EVM is a technique that integrates project scope,
schedule, and cost to measure project performance and forecast future outcomes. It compares
planned value, earned value, and actual cost to determine if the project is on track, over budget,
or behind schedule.

Baseline: The baseline refers to the original project plan, including the schedule, budget, and
scope. It serves as a reference point against which project performance is measured. Deviations
from the baseline are indicators of project progress and potential issues.

Variance Analysis: Variance analysis is the process of comparing actual project performance
against planned performance to identify deviations and assess their impact. It involves
analyzing schedule variances, cost variances, and other performance indicators to understand
the reasons behind the deviations.

Change Control: Change control is the process of managing and controlling changes to the
project scope, schedule, or budget. It ensures that only approved changes are implemented,
minimizing disruptions and maintaining project alignment with the overall objectives.

Understanding these concepts and terms is essential for effectively monitoring and controlling
construction projects, as they form the basis for tracking progress, making informed decisions,
and taking corrective actions.

 SUMMARY
Effective project monitoring and controlling in construction projects is essential for various
reasons. It allows for performance evaluation, risk management, resource optimization, cost
control, and schedule adherence. The objectives of monitoring and controlling include real-time
visibility, proactive issue identification, performance assessment, and decision support.
Integration of monitoring and controlling throughout the project life cycle ensures continuous
evaluation and management of project performance. Key concepts such as key performance

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indicators (KPIs), earned value management (EVM), baseline, variance analysis, and change
control are crucial for effective monitoring and controlling. Understanding these concepts and
implementing effective monitoring and controlling practices can lead to improved project
outcomes, early issue resolution, enhanced resource allocation, and increased stakeholder
confidence.

 Exercise 1.1:
Purpose: to introduce trainees about the integration of monitoring and controlling of a
project throughout the project life cycle.
Materials: Handout no. 1 and references 1 and 9
Time: 45 minutes
Discussion Questions:
✓ Discuss on the problems that will happen if a project doesn’t have monitoring and
controlling process.
✓ Why the word “effective” is referred in project monitoring and controlling?

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SESSION TWO
2. PROJECT MONITORING
Contents:
2.1. Definition and purpose of project monitoring
2.2. Key performance indicators (KPIs) and metrics for monitoring project progress
2.3. Techniques and tools for collecting project data and information
2.4. Establishing a project monitoring framework and reporting structure
Session summary
Exercises

2.1 Definition and purpose of project monitoring

Project monitoring is a systematic process that involves observing, tracking, and evaluating
project activities, progress, and performance against predefined objectives. The purpose of
project monitoring is to ensure that the project stays on track, identify potential issues or
delays, and enable informed decision-making to address any deviations from the plan. It
provides stakeholders with valuable insights into project progress, identifies risks and
opportunities, and facilitates timely intervention to keep the project aligned with its goals.

2.2 Key performance indicators (KPIs) and metrics for monitoring project
progress

KPIs and metrics are essential for monitoring project progress effectively. They provide
quantifiable measures to evaluate performance and determine if the project is meeting its
objectives. Some commonly used KPIs and metrics in construction project monitoring include:
Schedule Performance Indicators: Measure schedule adherence, such as planned
versus actual start and finish dates, milestone achievements, and critical path analysis.
Cost Performance Indicators: Assess cost control and budget adherence, including
planned versus actual costs, cost variances, and earned value analysis.

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Quality Metrics: Evaluate the quality of deliverables, adherence to specifications and

standards, and the number of defects or rework.
Safety Metrics: Monitor safety performance, such as the number of incidents, lost-time
injuries, and adherence to safety protocols.
Productivity Metrics: Measure labor productivity, equipment utilization, and resource
efficiency.
Stakeholder Satisfaction Metrics: Assess satisfaction levels of clients, end-users, and
other stakeholders through surveys or feedback mechanisms.

2.3 Techniques and tools for collecting project data and information

To effectively collect project data and information, various techniques and tools can be
employed:
Progress Meetings: Regular meetings with project team members and stakeholders to
gather updates, discuss progress, and identify any issues or risks.
Site Inspections: Conducting physical inspections of the construction site to assess
progress, compliance with specifications, and identify potential challenges.
Data Collection Forms: Using standardized forms to collect data on project milestones,
activities, costs, quality, safety, and other relevant parameters.
Document Management Systems: Utilizing digital platforms and software to store,
organize, and retrieve project-related documents, drawings, and contracts.
Time and Attendance Systems: Using automated systems to track and record labor
hours, attendance, and productivity.
Remote Monitoring Technologies: Deploying sensors, cameras, or drones to remotely
monitor project activities, progress, and safety compliance.
Mobile Applications: Leveraging mobile apps to collect real-time data, capture photos,
record site observations, and communicate with the project team.

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2.4 Establishing a project monitoring framework and reporting structure

To establish an effective project monitoring framework and reporting structure, the following
steps can be taken:
Define Monitoring Objectives: Clearly define the objectives and requirements for
project monitoring in terms of scope, schedule, cost, quality, and other relevant
parameters.
Identify Key Stakeholders: Determine the stakeholders who need to be involved in the
monitoring process and define their roles and responsibilities.
Establish Reporting Procedures: Define the frequency, format, and content of project
progress reports, including the specific data and metrics to be reported.
Select Communication Channels: Identify the appropriate communication channels
and tools for sharing project information and reports, such as email, project management
software, or collaborative platforms.
Implement Data Analysis and Visualization: Use data analysis techniques and visual
representations, such as charts, graphs, or dashboards, to present project information in
a meaningful and easily understandable format.
Ensure Timely and Accurate Reporting: Set deadlines for data collection, analysis,
and reporting to ensure that stakeholders receive timely and accurate information.
Continuously Evaluate and Improve: Regularly assess the effectiveness of the
monitoring framework and reporting structure and make necessary adjustments based
on lessons learned and feedback from stakeholders.

 SUMMARY
Project monitoring is the systematic process of observing, tracking, and evaluating project
activities and progress to ensure adherence to predefined objectives. Its purpose is to keep the
project on track, identify potential issues or delays, and enable informed decision-making. Key
performance indicators (KPIs) and metrics are used to monitor project progress effectively.
Common KPIs include schedule performance indicators, cost performance indicators, quality

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metrics, safety metrics, productivity metrics, and stakeholder satisfaction metrics. Techniques
and tools for collecting project data include progress meetings, site inspections, data collection
forms, document management systems, time and attendance systems, remote monitoring
technologies, and mobile applications. Establishing a project monitoring framework involves
defining monitoring objectives, identifying stakeholders, establishing reporting procedures,
selecting communication channels, implementing data analysis and visualization, ensuring
timely and accurate reporting, and continuously evaluating and improving the framework.

 Exercise 2.1:
Purpose: to familiarize trainees about project monitoring and the techniques used for data
collection
Materials: Handout no. 2., 2.2, 2.3 and 2.4 and references 1,3, and 9
Time: 30 minutes
Discussion Questions:
✓ Discuss on the measures that will be taken based on the project monitoring output.
✓ Out of the many techniques and tools for project data collection, discuss their
importance and rank their relevance.

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SESSION THREE
3. PROJECT CONTROL
Contents:
3.1. Definition and purpose of project control
3.2. Setting project control objectives and targets
3.3. Principles of project control
3.4. Techniques for analyzing project performance and identifying deviations
3.5. Implementing corrective actions and change management processes
Session summary
Exercises

3.1 Definition and purpose of project control

Project control refers to the process of monitoring, measuring, and regulating project activities to
ensure that they align with the project plan, objectives, and constraints. The purpose of project
control is to maintain project performance within acceptable parameters, identify deviations or
risks, and take corrective actions to keep the project on track. It involves gathering data, analyzing
performance, comparing it against targets, and implementing strategies to address any
discrepancies or changes in project conditions.

3.2 Setting project control objectives and targets

To effectively implement project control, it is crucial to establish clear objectives and targets.
These objectives should be specific, measurable, achievable, relevant, and time-bound (SMART).
Examples of project control objectives and targets include:
Schedule Control: Ensure that project activities are completed within the defined
timeframes and milestones.
Cost Control: Manage project costs to stay within the approved budget and prevent cost
overruns.

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Quality Control: Ensure that project deliverables meet the specified quality standards and
customer requirements.
Risk Control: Identify and manage project risks to minimize their impact on project
outcomes.
Scope Control: Monitor and control changes to project scope to prevent scope creep and
ensure alignment with project objectives.

3.3 Principles of project control

The principles of project control provide a guiding framework for effective implementation. Some
key principles include:
Clear Baselines: Establish clear project baselines, such as the project schedule, budget,
scope, and quality standards, against which performance will be measured and controlled.
Timely and Accurate Data: Collect and analyze project data and information in a timely
and accurate manner to ensure the reliability of control measures.
Proactive Monitoring: Continuously monitor project performance and compare it against
established baselines to identify deviations or potential risks before they become critical
issues.
Integrated Approach: Adopt an integrated approach to project control by considering
multiple dimensions, such as schedule, cost, quality, and risks, to maintain overall project
performance.
Continuous Improvement: Regularly review and improve project control processes based
on lessons learned, feedback from stakeholders, and industry best practices.

3.4 Techniques for analyzing project performance and identifying deviations

Several techniques can be used to analyze project performance and identify deviations from the
plan. These include:
Earned Value Analysis (EVA): EVA integrates measures of scope, schedule, and cost
performance to provide a comprehensive view of project progress and variances.

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Variance Analysis: Compare actual project performance against the planned values to
identify and analyze deviations in schedule, cost, or quality.
Trend Analysis: Analyze trends in project performance metrics over time to identify
patterns, anticipate potential issues, and take proactive measures.
Critical Path Method (CPM): Use CPM to identify critical activities that directly impact
project duration and monitor their progress closely.
Key Performance Indicators (KPIs): Define and track specific KPIs related to schedule,
cost, quality, safety, and other relevant parameters to assess project performance.

3.5 Implementing corrective actions and change management processes

When deviations or risks are identified through project control, corrective actions and change
management processes are implemented to address them. This involves:
✓ Analyzing the root causes of deviations or risks.
✓ Developing and implementing corrective action plans to bring the project back on track.
✓ Assessing the impact of proposed changes and managing their implementation through
change control processes.
✓ Engaging stakeholders and obtaining their buy-in for corrective actions or changes.
✓ Monitoring the effectiveness of implemented actions and evaluating their impact on project
performance.
✓ Adjusting project plans, resources, or strategies as required to align with the new
circumstances.

 SUMMARY
Project control involves monitoring, measuring, and regulating project activities to ensure they
align with the project plan and objectives. Its purpose is to maintain project performance, identify
deviations or risks, and take corrective actions. Project control objectives and targets should be
specific, measurable, achievable, relevant, and time-bound. Examples include schedule control,

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cost control, quality control, risk control, and scope control. Key principles of project control
include establishing clear baselines, collecting timely and accurate data, proactive monitoring, an
integrated approach, and continuous improvement. Techniques for analyzing project performance
and identifying deviations include earned value analysis, variance analysis, trend analysis, critical
path method, and key performance indicators. When deviations or risks are identified, corrective
actions and change management processes are implemented, including analyzing root causes,
developing action plans, assessing change impacts, engaging stakeholders, monitoring
effectiveness, and adjusting project plans.

 Exercise 3.1:
Purpose: to familiarize trainees about project control and the techniques used for data
collection
Materials: Handout no. 3.1, 3.2, 3.3, 3.4 and 3.5 and references 4,5, and 9
Time: 30 minutes
Discussion Questions:
✓ Discuss on the measures that will be taken based on the project controlling output.
✓ Out of the many techniques for project performance evaluation, discuss their
importance and rank their relevance.

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SESSION FOUR
4. MONITORING AND CONTROLLING PROJECT SCOPE
Contents:
4.1. Defining project scope and scope baseline
4.2. Techniques for verifying and controlling project scope
4.3. Change control procedures and impact assessment
4.4. Ensuring scope compliance and managing scope creep
Session summary
Exercises

4.1 Defining project scope and scope baseline

Defining project scope involves a thorough understanding of project objectives, requirements, and
constraints. It includes identifying the specific deliverables that need to be produced, the activities
required to complete those deliverables, and the boundaries within which the project will operate.
The scope statement serves as a comprehensive document that captures all these elements and
provides a clear definition of what the project will achieve.
The scope baseline consists of three components:
✓ Project Scope Statement: This document outlines the project's objectives, deliverables,
assumptions, constraints, and other relevant information. It provides a high-level overview
of the project's scope and serves as a reference throughout the project lifecycle.
✓ Work Breakdown Structure (WBS): The WBS breaks down the project scope into
smaller, manageable work packages. It organizes the project's deliverables into a
hierarchical structure, allowing for better planning, resource allocation, and control.
✓ WBS Dictionary: The WBS dictionary provides detailed descriptions of each work
package in the WBS. It includes information such as the work package's description,
associated activities, responsible parties, milestones, and dependencies. The WBS
dictionary helps ensure a common understanding of the project scope among stakeholders.

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Together, these components form the scope baseline, which acts as a benchmark against which
project progress, performance, and changes can be evaluated.

4.2 Techniques for verifying and controlling project scope

In addition to scope verification and control techniques mentioned earlier, here are a few more that
can be used:
✓ Requirements Traceability Matrix: This matrix establishes and tracks the relationship
between project requirements and the project scope. It helps ensure that all requirements
are addressed and that there is traceability between the scope baseline and the project's
defined requirements.
✓ Progress Reporting: Regular progress reporting allows project managers to compare
actual progress against the planned scope. By tracking completed work packages,
milestones, and deliverables, they can identify any deviations and take corrective actions
as necessary.
✓ Scope Reviews: Periodic scope reviews involve assessing the project scope with key
stakeholders to ensure ongoing alignment with their needs and expectations. These reviews
provide an opportunity to identify potential gaps, overlaps, or changes in requirements that
may require adjustments to the project scope.

4.3 Change control procedures and impact assessment

Change control procedures are critical for managing changes to the project scope effectively.
When a proposed change arises, it goes through a structured process to evaluate its impact and
make informed decisions. The impact assessment considers various factors, including:
Schedule Impact: The effect of the proposed change on project timelines, milestones, and
critical path activities.
Cost Impact: The financial implications of the change, including potential budget
revisions, resource allocation adjustments, and additional expenses.
Resource Impact: The effect on the project team, such as changes in staffing requirements,
skill sets, or workload distribution.
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Quality Impact: The impact of the change on the overall quality of project deliverables
and compliance with quality standards.
Risk Impact: Assessing any new risks introduced or existing risks mitigated by the
proposed change.
The impact assessment helps project managers and the change control board make well-informed
decisions about approving, rejecting, or deferring proposed changes.

4.4 Ensuring scope compliance and managing scope creep

Effectively communicating scope changes to stakeholders is crucial for maintaining transparency,

managing expectations, and obtaining their buy-in. Here are some key practices that project
managers can employ to ensure effective communication of scope changes:
1. Proactive Communication: Project managers should take a proactive approach to
communicate scope changes. It's important to inform stakeholders as soon as a change is
identified or approved. Timely communication helps stakeholders understand the reasons
behind the change and its potential impact on project objectives.
2. Clear and Concise Messaging: When communicating scope changes, project managers
should use clear and concise language to convey the key information. Avoid technical
jargon or complex terminology that may confuse stakeholders. Present the change in a way
that is easy to understand and articulate the implications on project deliverables, timeline,
and resources.
3. Impact Assessment: Provide a comprehensive impact assessment of the scope change.
Explain how the change aligns with project objectives, the benefits it brings, and any
potential risks or challenges associated with it. Clearly outline the effects on project
timeline, budget, resources, and quality. This helps stakeholders understand the broader
context and make informed decisions.
4. Stakeholder-Specific Communication: Tailor the communication of scope changes to
different stakeholder groups. Consider their interests, concerns, and level of involvement
in the project. Customize the message to address their specific needs and highlight how the

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change affects them directly. This approach fosters stakeholder engagement and enhances
their understanding and acceptance of the change.
5. Visual Aids: Utilize visual aids such as charts, diagrams, or graphs to illustrate the scope
change and its impact. Visual representations can help stakeholders grasp complex
information more easily and facilitate discussions. Use visuals to present before-and-after
scenarios, timelines, resource allocation changes, or any other relevant information that
supports the understanding of the scope change.
6. Two-Way Communication: Encourage open dialogue and create opportunities for
stakeholders to ask questions and provide feedback. Project managers should be available
to address concerns, clarify doubts, and provide additional information as needed. Actively
listen to stakeholders' perspectives and incorporate their input into the decision-making
process whenever possible. This approach builds trust and fosters collaboration.
7. Documentation: Document all scope changes and their communication processes.
Maintain a record of the approved changes, the reasons behind them, the impact
assessment, and the stakeholders involved. This documentation ensures traceability,
accountability, and transparency throughout the project lifecycle.
8. Ongoing Communication: Communicate scope changes not only when they occur but
also throughout the project's duration. Provide regular updates on the status of changes,
their implementation progress, and any new developments. This ensures that stakeholders
are continuously informed and engaged, minimizing surprises and facilitating their
alignment with project goals.
9. Change Control Procedures: Clearly communicate the established change control
procedures and how stakeholders can submit change requests or provide input. Explain the
decision-making process, including who is responsible for evaluating and approving
changes. This clarity promotes a structured approach to scope changes and maintains
consistency in communication.
10. Follow-Up Communication: After the implementation of scope changes, follow up with
stakeholders to assess their satisfaction and address any remaining concerns. This feedback

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loop reinforces the importance of stakeholder engagement and demonstrates the project
manager's commitment to effective communication.
By applying these communication practices, project managers can ensure that stakeholders are
well-informed about scope changes, understand their implications, and actively participate in the
decision-making process. Effective communication helps establish a collaborative environment
and supports the successful management of scope changes throughout the project.
Scope compliance and managing scope creep require proactive measures to keep the project on
track. Here are some additional practices:
Scope Change Documentation: All approved changes should be documented and
communicated to stakeholders. This helps ensure that everyone is aware of the changes
and their impact on the project scope.
Scope Control Metrics: Establishing metrics and key performance indicators (KPIs) to
monitor and measure scope performance. This allows project managers to track scope-
related metrics, such as the number of approved changes, change requests pending
approval, or scope deviations.
Integrated Change Control: Integrating the change control process with other project
management processes, such as risk management, schedule management, and cost
management. This integration ensures that changes are considered comprehensively and
their implications are evaluated within the broader project context.
Lessons Learned: Capturing and documenting lessons learned throughout the project,
including scope-related issues and challenges. This information can be used to improve
future scope management practices and prevent similar issues in subsequent projects.
Stakeholder Communication: Maintaining open and transparent communication
channels with stakeholders, ensuring that they are engaged and informed about project
scope, changes, and their impact. This helps manage expectations and prevents surprises
or misunderstandings.
By implementing these additional measures, project managers can enhance their ability to monitor
and control project scope effectively, mitigate scope creep, and ensure successful project delivery.

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 SUMMARY
Techniques for verifying and controlling project scope include using a requirements traceability
matrix, regular progress reporting, and conducting scope reviews with stakeholders.
Change control procedures are essential for managing scope changes. An impact assessment
should consider schedule, cost, resource, quality, and risk impacts. The assessment helps make
informed decisions about proposed changes.
To ensure scope compliance and manage scope creep, project managers should employ effective
communication practices, such as proactive communication, clear messaging, impact assessment,
stakeholder-specific communication, visual aids, two-way communication, documentation,
ongoing communication, change control procedures, and follow-up communication.
Additional practices for scope compliance and managing scope creep include documenting scope
changes, establishing scope control metrics, integrating change control processes, capturing
lessons learned, and maintaining stakeholder communication.
By implementing these practices, project managers can effectively define and control project
scope, manage scope changes, and ensure project success.

 Exercise 4.1:
Purpose: to let trainees understand project scope and how it could be monitored and
controlled.
Materials: Handout no. 4.1, 4.2, 4.3, and 4.4 and references 7, 8, and 9
Time: 40 minutes
Discussion Questions:
✓ Discuss on the reasons why project scope will be changed.
✓ If project scope is changed, what changes will appear in association with it?

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SESSION FIVE
5. MONITORING AND CONTROLLING PROJECT SCHEDULE
Contents:
5.1. Developing a project schedule and timeline
5.2. Techniques for tracking and measuring project schedule performance
5.3. Analyzing schedule variances and identifying critical path activities
5.4. Schedule compression techniques and resource leveling
Session summary
Exercises

5.1. Developing a project schedule and timeline

Developing a project schedule involves a systematic approach to determine the sequence,

durations, and dependencies of activities. Here are some additional considerations:
Network Diagram: Create a network diagram to visualize the logical relationships between
activities. It can be represented using methods like the Precedence Diagramming Method (PDM)
or the Arrow Diagramming Method (ADM).
Estimation Techniques: Utilize various estimation techniques to determine activity durations.
These can include expert judgment, analogous estimation (using similar past projects as a

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reference), parametric estimation (using mathematical models), or three-point estimation

(optimistic, pessimistic, and most likely estimates).
Contingency and Buffer: Incorporate contingency or buffer time within the project schedule to
account for uncertainties or risks. This can help mitigate potential delays and provide flexibility.

5.2. Techniques for tracking and measuring project schedule performance

In addition to the techniques mentioned earlier, here are a few more methods to track and measure
project schedule performance:
Schedule Performance Trend Analysis: Monitor the trend of schedule performance over time to
identify patterns or recurring issues. This analysis helps in identifying areas of improvement and
allows for early intervention.
Variance Analysis: Conduct a thorough analysis of schedule variances to determine their causes
and impacts. Categorize variances as positive (ahead of schedule) or negative (behind schedule),
and assess their effect on project objectives and milestones.
Schedule Baseline: Establish a schedule baseline, which is a snapshot of the approved project
schedule. It serves as a reference point for measuring deviations and comparing actual progress
against the original plan.

5.3. Analyzing schedule variances and identifying critical path activities

To further analyze schedule variances and identify critical path activities, consider the following:
Float or Slack Analysis: Determine the float or slack available for non-critical activities.
Float represents the amount of time an activity can be delayed without impacting the
project's overall duration. Activities with zero float are on the critical path, while those
with positive float have flexibility in their start or finish dates.
Schedule Risk Analysis: Assess schedule risks and uncertainties that may impact the
project timeline. Identify high-risk activities or external factors that could cause delays and
develop contingency plans to mitigate their potential impact.

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Schedule Compression Prioritization: Prioritize critical path activities when employing

schedule compression techniques. By focusing efforts on the activities with the least
flexibility, project managers can maximize the likelihood of schedule improvement.

5.4. Schedule compression techniques and resource leveling

Let's expand on schedule compression techniques and resource leveling:

✓ What-If Analysis: Conduct "what-if" scenarios to explore the consequences of changes to
the project schedule. By evaluating different options, project managers can determine the
most viable approaches for compressing the schedule while considering associated risks
and trade-offs.
✓ Resource Optimization: Optimize resource utilization by analyzing resource availability
and workload. Resource leveling techniques help ensure that resources are allocated
efficiently, reducing conflicts and bottlenecks that could impact the project schedule.
✓ Schedule Constraints: Identify schedule constraints, such as fixed deadlines or external
dependencies, and evaluate their impact on the project schedule. Constraints may require
specific schedule compression techniques or adjustments to accommodate them
effectively.
✓ Agile Techniques: In Agile project management, techniques like iterative development,
backlog prioritization, and frequent reassessment of priorities can help manage the project
schedule effectively and allow for adaptability in response to changing requirements or
priorities.
Remember that the specific techniques and approaches used for monitoring and controlling project
schedule may vary based on the project's nature, complexity, and organizational context. It's
important to tailor these practices to best suit the project's unique requirements.
Monitoring and controlling the project schedule involves continuous vigilance, timely
adjustments, and proactive management to ensure that the project stays on track and meets its
objectives.

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 SUMMARY
Developing a project schedule involves defining activities, sequencing them, estimating their
durations, and creating a network diagram. The critical path, which represents the longest sequence
of activities, determines the project's overall duration.
To track and measure project schedule performance, techniques such as schedule performance
trend analysis and variance analysis are used. A schedule baseline serves as a reference point for
comparing actual progress against the original plan.
To analyze schedule variances and identify critical path activities, float or slack analysis and
schedule risk analysis can be performed. Schedule compression techniques and resource leveling
help optimize the schedule and resource utilization.
Schedule compression techniques include what-if analysis, resource optimization, and considering
schedule constraints. Agile techniques can also be employed for adaptability.
Monitoring and controlling the project schedule requires continuous vigilance, timely adjustments,
and proactive management to ensure the project stays on track and meets its objectives.

 Exercise 5.1:
Purpose: to familiarize trainees on controlling and monitoring on project schedules
Materials: Handout no. 5.1, 5.2, 5.3, and 5.4 and references 3, 6, and 9
Time: 30 minutes
Discussion Questions:
✓ Discuss on the consequence of project schedule deviations.
✓ What are the challenges that will happened during schedule compression?

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SESSION SIX
6. MONITORING AND CONTROLLING PROJECT COST
Contents:
6.1. Creating a project budget and cost baseline
6.2. Techniques for tracking and controlling project costs
6.3. Earned value management (EVM) and cost performance analysis
6.4. Managing cost variances and controlling project expenditures
Session summary
Exercises

6.1 Creating a project budget and cost baseline

Creating a project budget involves estimating and allocating costs to various project activities.
Here are the key steps:
✓ Cost Estimation: Estimate the costs associated with each project activity, including labor,
materials, equipment, and any other relevant expenses. This can be done using historical
data, expert judgment, vendor quotes, or industry benchmarks.
✓ Cost Aggregation: Summarize the estimated costs of individual activities to create a
comprehensive budget for the entire project. This includes direct costs (specifically linked
to project activities) and indirect costs (overhead, administrative expenses).
✓ Contingency Reserves: Include contingency reserves within the project budget to account
for risks and uncertainties. Contingency reserves provide a buffer for unexpected events or
scope changes that may impact costs.
✓ Cost Baseline: Establish a cost baseline, which represents the approved budget for the
project. It serves as a reference point for comparing actual costs during project execution.
In addition to the steps mentioned earlier, here are some additional considerations for creating a
project budget and cost baseline:
✓ Cost Management Plan: Develop a cost management plan that outlines the processes,
procedures, and tools to be used for estimating, tracking, and controlling costs throughout

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the project. The plan should define roles and responsibilities, cost reporting formats, and
any specific cost control thresholds or limits.
✓ Cost Categories: Categorize costs based on their nature and origin. This can include direct
costs (e.g., labor, materials, equipment) and indirect costs (e.g., overhead, utilities,
administrative expenses). By categorizing costs, you can better identify areas where cost
control measures may be most effective.
✓ Reserve Analysis: Conduct reserve analysis to determine the appropriate level of
contingency reserves to include in the project budget. This involves considering
uncertainties, risks, and potential scope changes that could impact costs. The reserves act
as a buffer to accommodate unforeseen circumstances.

6.2. Techniques for tracking and controlling project costs

To effectively track and control project costs, consider the following techniques:
✓ Cost Tracking: Regularly track and document the actual costs incurred for each activity.
This can be done through timesheets, invoices, purchase orders, or other financial records.
Compare actual costs against the budgeted costs to identify any deviations.
✓ Change Control Process: Implement a change control process to manage any changes that
may impact project costs. Evaluate the cost implications of proposed changes and obtain
appropriate approvals before incorporating them into the project.
✓ Cost Control Measures: Implement cost control measures to manage project expenses.
This can include establishing spending limits, conducting cost reviews, and ensuring
adherence to budgetary constraints.
✓ Vendor and Supplier Management: Monitor and manage costs associated with vendors
and suppliers. This involves negotiating contracts, tracking invoicing and payments, and
ensuring that goods or services are delivered as per the agreed-upon terms.
Expanding on the techniques for tracking and controlling project costs, here are some additional
methods:

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✓ Cost Change Control: Implement a robust change control process to evaluate and manage
changes that impact project costs. This involves assessing the cost implications of proposed
changes, obtaining necessary approvals, and updating the project budget accordingly.
✓ Cost Reviews: Conduct periodic cost reviews to examine expenditure patterns, cost
variances, and identify potential cost-saving opportunities. These reviews can help in
identifying areas of inefficiency, cost overruns, or cost-saving measures that can be
implemented.
✓ Financial Audits: Perform financial audits to ensure compliance with financial policies,
regulations, and contractual obligations. Audits help in verifying the accuracy of financial
records, detecting any discrepancies, and ensuring that project funds are being utilized
appropriately.
✓ Procurement Management: Effectively manage procurement activities to control costs
associated with acquiring goods and services. This involves obtaining competitive bids,
negotiating contracts, monitoring vendor performance, and ensuring that payments align
with contractual terms.

6.3. Earned value management (EVM) and cost performance analysis

Earned Value Management (EVM) is a powerful technique for monitoring and analyzing project
costs. It integrates cost, schedule, and scope performance to provide a comprehensive view of
project progress. Key components of EVM include:
Planned Value (PV): PV represents the authorized budget assigned to scheduled work. It indicates
the value of work that was planned to be accomplished up to a specific point in time.
Earned Value (EV): EV signifies the value of work actually completed at a given point in time.
It is determined based on the measurement of completed activities.
Actual Cost (AC): AC represents the total cost incurred for completing the work performed up to
a specific point in time.

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Cost Performance Index (CPI): CPI is a performance indicator that compares the value of work
performed (EV) with the actual cost (AC) incurred. CPI values greater than 1 indicate that the
project is performing under budget, while values less than 1 signify cost overruns.
Cost Variance (CV): CV measures the difference between earned value (EV) and actual cost
(AC). A positive CV indicates that the project is under budget, while a negative CV suggests cost
overruns.
To further leverage Earned Value Management (EVM) and conduct cost performance analysis,
consider the following:
✓ Schedule Performance Index (SPI): SPI measures the efficiency of schedule
performance, indicating whether the project is ahead or behind schedule. It compares the
earned value (EV) with the planned value (PV). An SPI greater than 1 indicates that the
project is ahead of schedule, while a value less than 1 suggests schedule delays.
✓ To-Complete Performance Index (TCPI): TCPI is a projection of the required cost
performance for the remaining project work to achieve specific objectives, such as staying
within budget. It helps assess the efficiency needed to meet project goals.
✓ Variance Analysis: Perform variance analysis to understand the reasons behind cost
variances and their impact on the project. This involves comparing the earned value (EV),
actual cost (AC), planned value (PV), and other EVM metrics to identify trends, patterns,
and potential areas for improvement.

6.4. Managing cost variances and controlling project expenditures

To effectively manage cost variances and control project expenditures, consider the following
steps:
Cost Variance Analysis: Analyze cost variances (CV) to identify the magnitude and impact of
deviations from the budget. Investigate the causes of variances and take appropriate corrective
actions.

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Cost Forecasting: Use cost performance data to forecast the estimated total project cost at
completion. This projection helps in assessing the financial health of the project and facilitates
decision-making.
Cost Control Measures: Implement corrective actions to address cost variances and bring the
project back on track. This may involve revising the budget, adjusting resource allocation,
renegotiating contracts, or seeking ways to optimize costs without compromising project
objectives.
Cost Reporting: Regularly communicate cost performance and variances to project stakeholders,
including the project team, sponsors, and management. Transparent and accurate reporting helps
in maintaining project visibility and obtaining necessary support for implementing cost control
measures.
By employing these techniques and practices, project managers can effectively monitor, control,
and manage project costs, ensuring that the project remains within budgetary constraints and aligns
with financial objectives.

To effectively manage cost variances and control project expenditures, consider the following
practices:
Corrective Actions: Take prompt corrective actions when cost variances occur. This could
involve revising the project budget, reallocating resources, renegotiating contracts, optimizing
processes, or exploring alternative cost-saving measures. The objective is to bring the project back
on track financially.
Cost Control Tools: Utilize cost control tools and software to streamline cost tracking, analysis,
and reporting processes. These tools can automate calculations, generate cost reports, and provide
real-time visibility into project finances, enabling timely decision-making.
Continuous Monitoring: Maintain continuous monitoring of project costs throughout the project
lifecycle. Regularly review cost performance, compare actual costs against the budget, and identify
potential cost risks or deviations. This proactive approach allows for early intervention and risk
mitigation.

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Stakeholder Communication: Maintain open and transparent communication with project

stakeholders regarding cost performance, variances, and cost control measures. Regularly provide
status updates, financial reports, and cost forecasts to keep stakeholders informed and aligned with
the project's financial objectives.
By following these practices, project managers can effectively monitor, control, and manage
project costs, ensuring that the project remains financially viable and aligned with organizational
goals.

 SUMMARY
Creating a project budget involves estimating and allocating costs to project activities. This
includes cost estimation, cost aggregation, and incorporating contingency reserves. The cost
baseline represents the approved budget for the project.
To track and control project costs, various techniques can be employed. These include cost
tracking, implementing a change control process, utilizing cost control measures, and effectively
managing vendors and suppliers. Cost change control, cost reviews, financial audits, and
procurement management are additional methods to consider.
Earned Value Management (EVM) is a technique that integrates cost, schedule, and scope
performance. It involves measuring planned value (PV), earned value (EV), actual cost (AC), cost
performance index (CPI), and cost variance (CV). Schedule performance index (SPI) and to-
complete performance index (TCPI) are also utilized. Variance analysis helps identify trends and
areas for improvement.
To manage cost variances and control project expenditures, it is important to conduct cost variance
analysis, perform cost forecasting, implement cost control measures, and maintain regular cost
reporting to stakeholders. Corrective actions, cost control tools, continuous monitoring, and
stakeholder communication play key roles in effective cost management.

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 Exercise 6.1:
Purpose: to familiarize trainees on controlling and monitoring on project cost
Materials: Handout no. 6.1, 6.2, 6.3, and 6.4 and references 2, 8, and 9
Time: 30 minutes
Discussion Questions:
✓ Discuss on the consequence of project cost deviations.
✓ What are the challenges that will happened during cost change?
✓ How can we communicate with stake holders if cost change occurs?

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SESSION SEVEN
7. MONITORING AND CONTROLLING PROJECT QUALITY
Contents:
7.1. Defining quality requirements and standards
7.2. Techniques for measuring and monitoring project quality
7.3. Quality audits and inspections
7.4. Corrective and preventive actions for quality issues
Session summary
Exercises

7.1. Defining quality requirements and standards

Defining quality requirements and standards is essential to ensure that project deliverables meet
the desired level of quality. The following steps can guide you in this process:
Quality Planning: Begin by identifying the quality objectives and expectations for the
project. This involves understanding the needs and requirements of the project's
stakeholders, including customers, end-users, and regulatory bodies.
Quality Criteria: Define specific quality criteria that will be used to assess the project's
deliverables. These criteria should be measurable, objective, and aligned with the project's
goals and objectives. For example, quality criteria could include accuracy, reliability,
performance, functionality, usability, and compliance with relevant standards.
Quality Standards: Identify the applicable quality standards or frameworks that align with
the project's industry, regulatory requirements, or organizational guidelines. Examples of
widely adopted quality standards include ISO 9001 for general quality management, ISO
27001 for information security management, or specific industry-specific standards.
Documentation: Document the defined quality requirements and standards in a quality
management plan or similar document. This plan should outline the processes, procedures,
and tools that will be used to ensure quality throughout the project's lifecycle.

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7.2. Techniques for measuring and monitoring project quality

To effectively measure and monitor project quality, consider utilizing the following techniques:
Quality Assurance: Implement processes and activities that ensure project deliverables
meet the defined quality requirements. This can include conducting inspections, reviews,
and tests at various stages of the project to identify and address quality issues. Quality
assurance activities are proactive and focus on preventing defects and errors.
Quality Control: Establish processes and techniques to monitor and verify the quality of
project deliverables. Quality control activities are reactive and aim to identify and address
defects or non-conformities. This can involve performing inspections, tests, and validations
to ensure that the final output meets the desired quality standards.
Checklists: Develop checklists or quality control templates that outline specific quality
criteria and requirements. These checklists serve as a reference during inspections and
reviews, ensuring that all necessary aspects are evaluated and addressed. They help ensure
consistency in quality assessments and reduce the risk of overlooking critical quality
attributes.
Statistical Sampling: Utilize statistical sampling techniques to assess the quality of project
deliverables. Sampling involves selecting a representative subset of items from a larger
population for evaluation. By analyzing the sampled items, you can infer the quality of the
entire population. Sampling can be particularly useful when it is not feasible or practical to
inspect or test every individual item.
Testing and Validation: Conduct testing activities to verify that project deliverables meet
the specified quality requirements. This can include functional testing, performance
testing, security testing, usability testing, and other relevant types of testing based on the
nature of the project. Validation activities ensure that the deliverables meet the intended
purpose and satisfy customer expectations.

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7.3. Quality audits and inspections

Quality audits and inspections are important processes to assess project quality. Consider the
following:
Quality Audits: Conduct systematic and independent examinations of project processes,
procedures, and deliverables to ensure compliance with defined quality requirements and
standards. Quality audits are comprehensive assessments that evaluate the effectiveness of
the quality management system and identify areas for improvement. They are often
conducted by internal or external auditors who are independent of the project team.
Inspections: Perform inspections at various stages of the project to evaluate the quality of
deliverables. Inspections involve a detailed review of work products, documents, or
physical components to identify defects, errors, or deviations from quality standards.
Inspections can be conducted by the project team members, quality control personnel, or
subject matter experts.
Peer Reviews: Facilitate peer reviews, where team members or subject matter experts
evaluate project deliverables. Peer reviews provide an opportunity for collaborative
feedback, identification of potential quality issues, and knowledge sharing among team
members. Peer reviews can be conducted in various forms, such as walkthroughs, technical
reviews, or formal inspections.
Documentation Reviews: Review project documentation, including requirements
documents, design specifications, test plans, and other relevant documents, to ensure
clarity, completeness, and adherence to quality standards. Documentation reviews help
identify inconsistencies, ambiguities, or gaps that may impact the quality of project
deliverables.

7.4. Corrective and preventive actions for quality issues

When quality issues arise, it's important to take corrective and preventive actions to address them.
Consider the following steps:

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Corrective Actions: Identify and implement actions to address existing quality issues or
non-conformities. This can involve rework, process adjustments, resource reallocation, or
additional quality control measures. Corrective actions aim to rectify the current problem
and prevent its recurrence. It's important to investigate the root causes of the issues and
address them effectively.
Root Cause Analysis: Conduct a thorough root cause analysis to determine the underlying
reasons for quality issues. Root cause analysis involves identifying the fundamental causes
rather than just addressing the symptoms. This can be done through methods such as the 5
Whys technique, cause-and-effect diagrams (also known as fishbone or Ishikawa
diagrams), or failure mode and effects analysis (FMEA). By understanding the root causes,
you can develop targeted corrective actions that address the source of the problem.
Preventive Actions: Implement proactive measures to prevent potential quality issues
from occurring in the future. This can include process improvements, training programs,
quality control enhancements, or the implementation of lessons learned from previous
projects. Preventive actions aim to identify and eliminate the root causes of potential
quality issues before they happen, thereby minimizing the occurrence of problems.
Continuous Improvement: Foster a culture of continuous improvement by encouraging
feedback, capturing lessons learned, and implementing changes based on feedback and
recommendations. This helps identify areas for enhancement and promotes ongoing quality
management. Regularly review and update quality requirements, standards, and processes
to reflect changing needs and emerging best practices.
Monitoring and Feedback: Establish mechanisms to monitor the effectiveness of
corrective and preventive actions. Monitor key quality metrics and indicators to assess
whether the implemented actions have resulted in the desired improvements. Solicit
feedback from project stakeholders, team members, and customers to gain insights into the
effectiveness of quality management efforts and identify areas for further improvement.
By effectively defining quality requirements and standards, employing appropriate techniques for
measuring and monitoring quality, conducting regular quality audits and inspections, and

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implementing corrective and preventive actions, project teams can ensure that project deliverables
meet the desired level of quality and satisfy stakeholder expectations.

 SUMMARY
Defining quality requirements and standards is a crucial step in ensuring that project deliverables
meet the desired level of quality. This involves identifying quality objectives, defining measurable
criteria, and selecting relevant quality standards. Documenting these requirements in a quality
management plan helps guide the project.
To measure and monitor project quality, techniques such as quality assurance, quality control,
checklists, statistical sampling, testing, and validation are employed. Quality audits and
inspections play a vital role in assessing compliance with quality requirements. Peer reviews and
documentation reviews are also valuable in evaluating project deliverables.
When quality issues arise, corrective actions are taken to address existing problems, while root
cause analysis helps identify underlying causes. Preventive actions are implemented to proactively
avoid potential quality issues. Continuous improvement is fostered through feedback, lessons
learned, and monitoring the effectiveness of actions.
By following these steps and employing appropriate techniques, project teams can ensure that
project deliverables meet the desired level of quality and satisfy stakeholder expectations.

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 Exercise 7.1:
Purpose: to familiarize trainees with quality monitoring and controlling of projects.
Materials: Handout no. 7.1, 7.2, 7.3 and 7.4 and references 6, 8, and 9
Time: 30 minutes
Discussion Questions:
✓ Discuss on the measure that will be taken once quality problem happens in
construction projects.
✓ As a project manager how will you make sure quality is maintained in the project?

SESSION EIGHT
8. MONITORING AND CONTROLLING PROJECT RISKS
Contents:
8.1. Identifying and assessing project risks
8.2. Techniques for monitoring and tracking project risks
8.3. Risk response planning and contingency measures
8.4. Managing and mitigating project risks
Session summary
Exercises

8.1. Identifying and assessing project risks

Risk Identification: Risk identification involves identifying potential risks that may impact the
project's objectives. This can be done through various techniques such as brainstorming sessions,
expert interviews, historical data analysis, and risk checklists. The goal is to identify as many risks
as possible across different project areas, including scope, schedule, cost, quality, resources, and
external factors.

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Risk Assessment: Once risks are identified, they are assessed to determine their potential
impact and likelihood of occurrence. Risk assessment involves analyzing each identified
risk in terms of its severity, probability, and exposure. This helps prioritize risks based on
their significance and provides a basis for developing appropriate risk response strategies.
Qualitative Risk Analysis: Qualitative risk analysis involves assessing risks based on
subjective judgment and qualitative scales. Risks are evaluated in terms of their probability
of occurrence and potential impact on project objectives. Qualitative analysis techniques
include risk probability and impact assessment, risk categorization, risk urgency
assessment, and risk scoring.
Quantitative Risk Analysis: Quantitative risk analysis involves assigning numerical values
to risks and using statistical techniques to analyze their potential impact on project
outcomes. This analysis requires more data and is often performed on high-priority or
complex risks. Techniques used in quantitative risk analysis include Monte Carlo
simulation, sensitivity analysis, and decision tree analysis.

8.2. Techniques for monitoring and tracking project risks

Risk Register: A risk register is a central repository that documents all identified risks,
their characteristics, and relevant information such as the risk description, probability,
impact, assigned owner, and mitigation strategies. The risk register is regularly updated
throughout the project lifecycle to reflect changes in the risk landscape and to track the
progress of risk management activities.
Risk Tracking: Risk tracking involves monitoring identified risks over time. This can be
done by assigning a risk owner who is responsible for monitoring and updating the status
of each risk. The risk owner tracks changes in risk probabilities, impacts, and mitigation
actions, and communicates the status to the project team and stakeholders. Risk tracking
ensures that risks are actively managed and that appropriate actions are taken when
necessary.

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Risk Reporting: Risk reporting involves communicating risk-related information to

project stakeholders. Regular risk reports provide an overview of the project's risk profile,
the status of identified risks, and the effectiveness of risk mitigation actions. Risk reports
can include graphical representations of risk trends, risk heat maps, and summaries of risk
mitigation efforts. Effective risk reporting enables stakeholders to make informed
decisions and take necessary actions to address risks.
Risk Audits: Risk audits involve independent assessments of the effectiveness of risk
management processes and activities. Risk audits are typically conducted by internal or
external experts who review the project's risk management approach, risk identification
techniques, risk assessment methods, and risk response strategies. The audit findings help
identify areas for improvement and ensure that risk management practices are aligned with
industry standards and best practices.

8.3. Risk response planning and contingency measures

Risk Response Planning: Risk response planning involves developing strategies and
actions to address identified risks. There are four general approaches to risk response
planning:
Avoidance: Taking actions to eliminate the risk or change the project's approach to avoid
the risk altogether.
Mitigation: Implementing measures to reduce the probability or impact of the risk.
Transfer: Shifting the risk to a third party, such as through insurance or outsourcing.
Acceptance: Acknowledging the risk and deciding not to take any specific action, either
because the risk is within acceptable tolerance levels or because the cost of addressing the
risk exceeds its potential impact.
Contingency Planning: Contingency planning involves developing alternative plans and
actions to be implemented if identified risks materialize. Contingency plans outline
predefined steps to be taken to mitigate the impact of risks and ensure that the project can
continue with minimal disruption. Contingency planning may involve setting aside reserve
resources, developing backup strategies, or establishing alternative supply chains. Having

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well-defined contingency plans increases the project's ability to respond effectively to

unforeseen events.

8.4. Managing and mitigating project risks

Risk Monitoring and Control: Risk monitoring and control involve continuously tracking
identified risks, assessing their status, and implementing appropriate risk response actions.
It includes monitoring risk triggers, which are indicators that suggest a risk is about to
occur or has occurred. Risk monitoring and control ensure that risks are proactively
managed throughout the project's lifecycle and that the effectiveness of risk response
actions is evaluated.
Risk Mitigation: Risk mitigation involves taking actions to reduce the probability or
impact of identified risks. Mitigation strategies may include implementing additional
safety measures, enhancing project team skills, diversifying suppliers, or conducting tests
and simulations to validate critical components or processes. The goal of risk mitigation is
to reduce the overall exposure to risks and increase the project's resilience.
Risk Contingency Execution: When identified risks materialize, contingency plans are
executed to address the impact. This may involve activating backup resources,
implementing alternative strategies, or adjusting project timelines and budgets. Effective
execution of contingency plans helps minimize the negative consequences of risks and
ensures that the project can continue its progress.
Lessons Learned: Lessons learned capture the knowledge and experiences gained from
managing risks throughout the project. After a risk event occurs, a post-incident review is
conducted to identify lessons and insights for future projects. Lessons learned are
documented and shared with the project team and relevant stakeholders to improve risk
management practices.

  SUMMARY
Managing project risks involves several key steps and techniques.

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Risk identification is the process of identifying potential risks that may affect the project's
objectives. This can be done through brainstorming, expert interviews, and analysis of historical
data.
Risk assessment involves evaluating the potential impact and likelihood of each identified risk.
This can be done qualitatively, using subjective judgment and qualitative scales, or quantitatively,
using numerical values and statistical analysis.
To monitor and track project risks, a risk register is maintained to document all identified risks and
their characteristics. Risk tracking involves assigning a risk owner who monitors and updates the
status of each risk, while risk reporting communicates risk-related information to stakeholders.
Risk audits can be conducted to assess the effectiveness of risk management processes.
Risk response planning involves developing strategies to address identified risks. This includes
avoidance, mitigation, transfer, or acceptance of risks. Contingency planning involves developing
alternative plans to be implemented if risks materialize, ensuring the project can continue with
minimal disruption.
Managing and mitigating risks involves continuous risk monitoring and control, as well as
implementing risk mitigation actions. When risks materialize, contingency plans are executed to
minimize their impact. Lessons learned from managing risks are captured and shared to improve
future risk management practices.
By effectively managing project risks, teams can minimize the negative impact of risks, increase
project resilience, and improve the likelihood of project success.

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 Exercise 8.1:
Purpose: to familiarize trainees with risk understanding and taking corrective actions
Materials: Handout no. 8.1, 8.2, 8.3 and 8.4 and references 6, 7 and 9.
Time: 30 minutes
Discussion Questions:
✓ Why do we register risks once they happened?
✓ Can we avoid risk? Discuss on it.
✓ What is the limit of risk tolerance?

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SESSION NINE
9. MONITORING AND CONTROLLING PROJECT
COMMUNICATION
Contents:
9.1. Establishing a project communication plan
9.2. Techniques for monitoring and controlling project communication
9.3. Effective communication channels and tools
9.4. Managing project stakeholders and addressing communication challenges
Session summary
Exercises

9.1. Establishing a project communication plan

Project Communication Objectives: The project communication plan starts with clearly
defining the communication objectives. This involves identifying the key messages,
information needs, and goals of communication within the project.
Stakeholder Analysis: Conducting a stakeholder analysis helps identify the project's key
stakeholders and their communication requirements. It involves identifying who needs to
receive project information, what information they need, and how they prefer to receive it.
Communication Channels: Determine the appropriate communication channels for
different types of information and stakeholders. This includes considering factors such as
the complexity of the message, the urgency of the communication, and the preferences of
the stakeholders.
Communication Frequency: Define how often communication should occur and
establish regular communication cycles. This ensures that project stakeholders receive
timely updates and are kept informed throughout the project.
Communication Methods: Identify the specific methods and tools that will be used for
communication, such as email, meetings, project management software, collaboration
platforms, and formal documentation.

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Roles and Responsibilities: Clearly define the roles and responsibilities of project team
members regarding communication. This includes identifying who is responsible for
creating and delivering project communications, as well as who will be receiving and
responding to communication from stakeholders.

9.2. Techniques for monitoring and controlling project communication

Communication Performance Metrics: Define and track communication performance

metrics to assess the effectiveness of project communication. This can include metrics such
as response times, feedback received, information accuracy, and stakeholder satisfaction
surveys.
Feedback Mechanisms: Establish feedback mechanisms to gather input from stakeholders
regarding project communication. This can be done through surveys, feedback forms, one-
on-one meetings, or focus groups. Feedback provides valuable insights into the
effectiveness of communication and helps identify areas for improvement.
Communication Audits: Periodically conduct communication audits to evaluate the
quality and effectiveness of project communication. This involves reviewing
communication materials, assessing adherence to the communication plan, and identifying
any gaps or areas that need improvement.
Project Status Reporting: Regularly communicate project status updates to stakeholders
through status reports. These reports provide a snapshot of the project's progress,
highlighting key achievements, challenges, and upcoming milestones. Status reports help
keep stakeholders informed and maintain transparency within the project.

9.3. Effective communication channels and tools

Meetings and Workshops: Face-to-face or virtual meetings and workshops are effective
for interactive and collaborative communication. They allow for real-time discussions,
problem-solving, and decision-making.

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Email and Instant Messaging: Email and instant messaging platforms are widely used for
written communication. They are suitable for sharing formal project updates, documents,
and requesting information or feedback.
Project Management Software: Project management software, such as Microsoft Project,
Jira, or Trello, provides a centralized platform for project communication, task
management, and collaboration. These tools enable teams to track progress, assign tasks,
and communicate in a structured manner.
Collaboration Platforms: Online collaboration platforms like Microsoft Teams, Slack, or
SharePoint facilitate communication, file sharing, and document collaboration. They allow
teams to work together in real-time, share information, and maintain a centralized
repository of project documents.
Dashboards and Reporting Tools: Dashboards and reporting tools provide visual
representations of project data and metrics. They help stakeholders quickly understand
project performance and status without getting overwhelmed by detailed information.
Document Management Systems: Document management systems, such as Google
Drive or SharePoint, provide a centralized location for storing project documents. They
ensure that stakeholders have access to the latest versions of project documentation,
reducing the risk of outdated or conflicting information.

9.4. Managing project stakeholders and addressing communication challenges

Stakeholder Engagement Plan: Develop a stakeholder engagement plan that outlines

how stakeholders will be engaged throughout the project. This includes identifying their
communication preferences, establishing regular communication touchpoints, and
addressing their specific needs and concerns.
Active Listening: Practice active listening when engaging with stakeholders. This
involves giving full attention, asking clarifying questions, and empathizing with their
perspectives. Active listening helps build trust, improves understanding, and fosters
effective communication.

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Conflict Resolution: Address conflicts and disagreements among stakeholders in a timely

and constructive manner. Use conflict resolution techniques, such as negotiation,
mediation, or escalation to a higher authority when necessary. Resolving conflicts helps
maintain positive relationships and ensures effective communication.
Cultural and Language Considerations: Consider cultural and language differences
when communicating with diverse stakeholders. Be mindful of potential language barriers,
cultural norms, and communication styles. Adapt communication approaches to ensure
messages are clear and understood by all stakeholders.
Change Management Communication: When implementing changes within the project,
develop a change management communication plan. Clearly communicate the reasons for
the change, its impact, and the benefits it brings. Address concerns and provide support to
stakeholders during the transition.
Managing Expectations: Set realistic expectations with stakeholders regarding project
outcomes, timelines, and deliverables. Communicate any changes or deviations from the
original plan promptly and transparently. Managing expectations helps avoid
misunderstandings and maintain stakeholder confidence.
By establishing a well-defined communication plan, monitoring and controlling project
communication, leveraging effective communication channels and tools, and managing project
stakeholders, organizations can ensure that project information is effectively shared, stakeholders
are engaged, and communication challenges are addressed in a timely manner. This facilitates
collaboration, reduces misunderstandings, and increases the likelihood of project success.

 SUMMARY
Establishing a project communication plan involves several important steps. Firstly, it is crucial to
define the communication objectives by identifying key messages, information needs, and goals.
Conducting a stakeholder analysis helps identify the project's key stakeholders and their
communication requirements. Determining the appropriate communication channels and methods
based on the complexity and urgency of the message is essential.

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Defining the frequency of communication and establishing regular communication cycles ensures
stakeholders receive timely updates. Roles and responsibilities regarding communication should
be clearly defined for project team members.
Monitoring and controlling project communication can be done through communication
performance metrics, feedback mechanisms, communication audits, and regular project status
reporting. These techniques help assess the effectiveness of communication and identify areas for
improvement.
Effective communication channels and tools include meetings and workshops for interactive
discussions, email and instant messaging for written communication, project management
software for task management and collaboration, collaboration platforms for real-time
collaboration, dashboards and reporting tools for visual representation of project data, and
document management systems for centralized document storage.
Managing project stakeholders and addressing communication challenges involve developing a
stakeholder engagement plan, practicing active listening, resolving conflicts, considering cultural
and language differences, implementing change management communication, and managing
stakeholder expectations.
By following these steps and considerations, organizations can establish a robust project
communication plan, ensure effective information sharing, engage stakeholders, and address
communication challenges, leading to improved collaboration and increased project success.

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 Exercise 9.1:
Purpose: to familiarize trainees with the impact of communication in project
management
Materials: Handout no. 9.1, 9.2, 9.3 and 9.4 and reference 9 and 10
Time: 45 minutes
Discussion Questions:
✓ What problems can be solved by effective communication in project management
process?
✓ Discuss on the impacts that poor communication will impose on project success.

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SESSION TEN
10. PROJECT REPORTING AND DOCUMENTATION
Contents:
10.1. Types of project reports and their purposes
10.2. Guidelines for effective project reporting
10.3. Document control and recordkeeping for project monitoring and controlling
10.4. Presenting project information to stakeholders
Session summary
Exercises

10.1. Types of project reports and their purposes

Status Reports: Status reports provide an overview of the project's progress, including
accomplishments, milestones achieved, tasks completed, and upcoming activities. They
communicate the current state of the project to stakeholders and help track its overall
performance.
Progress Reports: Progress reports provide detailed information on the project's activities,
timelines, and deliverables. They highlight the progress made, any challenges encountered,
and the planned actions to address them. Progress reports are useful for monitoring project
execution and identifying areas that require attention.
Financial Reports: Financial reports focus on the project's budget, expenses, and financial
performance. They provide stakeholders with information on the project's financial health,
including cost variances, budget utilization, and forecasts. Financial reports help ensure
project financials are managed effectively.
Risk Reports: Risk reports identify and assess project risks, their potential impact, and the
actions taken to mitigate them. They provide stakeholders with an understanding of the
project's risk profile and help prioritize risk management efforts.
Change Control Reports: Change control reports document any changes made to the
project scope, schedule, or budget. They outline the reasons for the change, its impact on

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the project, and the approval process followed. Change control reports help maintain
transparency and accountability in managing project changes.
Quality Reports: Quality reports focus on the project's adherence to quality standards and
the outcomes of quality control activities. They provide insights into the project's
performance in meeting quality requirements and highlight any quality issues or
improvement opportunities.

10.2. Guidelines for effective project reporting

Clear and Concise: Ensure that project reports are clear, concise, and easy to understand.
Use plain language and avoid unnecessary jargon or technical terms. Present information
in a structured manner, using headings, bullet points, and visuals to enhance readability.
Relevant Information: Include only relevant information in project reports. Focus on key
project metrics, milestones, risks, and issues that impact project performance and decision-
making. Avoid unnecessary details that may distract or overwhelm stakeholders.
Timeliness: Deliver project reports in a timely manner to keep stakeholders informed of
the project's progress. Adhere to regular reporting schedules to maintain consistency.
Timely reporting enables stakeholders to make informed decisions and take necessary
actions promptly.
Accuracy and Data Integrity: Ensure that the information presented in project reports is
accurate, reliable, and up to date. Perform regular data validation and verification to
maintain data integrity. Use credible sources and validate data before including it in reports.
Visual Presentation: Utilize visual elements such as charts, graphs, and tables to present
complex data in a visually appealing and easily understandable format. Visuals help
stakeholders quickly grasp and interpret information, making it more accessible and
engaging.
Actionable Insights: Provide actionable insights and recommendations based on the
information presented in project reports. Help stakeholders understand the implications of

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the reported data and suggest appropriate actions or decisions to address any issues or
capitalize on opportunities.

10.3. Document control and recordkeeping for project monitoring and controlling

Version Control: Implement version control mechanisms to ensure that project

documents, reports, and other deliverables are properly managed and updated. Maintain a
clear record of document versions, including changes made, dates, and authors, to avoid
confusion and ensure stakeholders have access to the latest information.
Document Storage and Organization: Establish a centralized document management
system to store project documents securely. Categorize and organize documents in a logical
manner, using folders, tags, or metadata, to enable easy retrieval and access.
Access Control: Implement access control measures to safeguard project documents and
ensure that only authorized individuals can access and modify them. Define user roles and
permissions to maintain confidentiality and integrity of project documentation.
Recordkeeping: Maintain a comprehensive record of project documentation, including
meeting minutes, decision logs, change requests, and approvals. This record serves as a
historical reference and supports project audits, reviews, and future decision-making.
Document Retention: Define document retention policies that specify how long project
documents should be retained and when they can be securely disposed of. Consider legal,
regulatory, and contractual requirements when determining retention periods.

10.4. Presenting project information to stakeholders

Tailor Communication to Stakeholders: Adapt the presentation of project information
based on the needs and preferences of different stakeholders. Consider their level of
technical expertise, their role in the project, and their specific information requirements.
Use language and visuals that resonate with the target audience.
Clear and Engaging Visuals: Use visuals such as charts, graphs, and infographics to
present project information in a visually appealing and engaging manner. Visuals help

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convey complex data in a simplified form and make it easier for stakeholders to grasp key
messages.
Executive Summaries: Include executive summaries at the beginning of project reports
or presentations to provide a high-level overview of the project's status, major milestones,
and key issues. Executive summaries allow stakeholders to quickly grasp the essential
information without delving into the details.
Presenting Key Metrics: Highlight key project metrics and performanceindicators that
are relevant to stakeholders. Present them in a clear and concise manner, using visuals or
dashboards if appropriate. Focus on metrics that align with stakeholder interests and
provide insights into the project's progress and success.
Storytelling: Frame project information in the form of a narrative to engage stakeholders
and create a compelling story. Use storytelling techniques to convey the project's purpose,
challenges, and achievements. This approach can help stakeholders connect with the
project on an emotional level and understand its significance.
Interactivity: Foster interactivity during presentations by encouraging questions,
discussions, and feedback from stakeholders. Create opportunities for stakeholders to
actively participate and share their perspectives. This promotes engagement and ensures
that presentations are not just one-way communication.
Customization: Tailor the presentation format and content to suit the preferences and
needs of different stakeholders. Some stakeholders may prefer detailed reports, while
others may prefer succinct summaries or visual presentations. Customize the approach to
ensure maximum understanding and engagement.
Relevance and Context: Provide context and explain the significance of the presented
information. Help stakeholders understand how the reported data aligns with project
objectives, impacts decision-making, and contributes to the overall success of the project.
Relate the information to stakeholder interests and concerns.
Follow-Up: After presenting project information, provide opportunities for stakeholders to
seek clarification or ask additional questions. Follow up with stakeholders to ensure that

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their concerns are addressed and that they have a clear understanding of the presented
information.
Effectively presenting project information to stakeholders enhances their understanding,
engagement, and support for the project. It facilitates informed decision-making and promotes a
shared understanding of project goals, progress, and challenges.

 SUMMARY
In summary, project reports serve the purpose of communicating project information to
stakeholders effectively. The different types of project reports include status reports, progress
reports, financial reports, risk reports, change control reports, and quality reports. Each type
focuses on specific aspects of the project and provides relevant information to stakeholders.
To ensure effective project reporting, it is essential to follow guidelines such as maintaining clarity
and conciseness, including only relevant information, delivering reports in a timely manner,
ensuring accuracy and data integrity, utilizing visual presentation techniques, and providing
actionable insights and recommendations.
Document control and recordkeeping play a crucial role in managing project documentation,
including version control, document storage and organization, access control, recordkeeping, and
document retention.
When presenting project information to stakeholders, it is important to tailor communication to
their needs, use clear and engaging visuals, include executive summaries, highlight key metrics,
incorporate storytelling techniques, encourage interactivity, customize the presentation format,
provide relevance and context, and follow up to address any questions or concerns.
By following these practices, project teams can effectively communicate project information,
engage stakeholders, support decision-making, and promote project success.

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 Exercise 10.1:
Purpose: to familiarize project managers with reporting of project accomplishments
Materials: Handout no. 10.1, 10.2, 10.3 and 10.4 and references 9
Time: 30 minutes
Discussion Questions:
✓ Why we worry about the report if the work is done properly? Discuss on it.
✓ List the report types in their relevance order and discuss on their importance.

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SESSION ELEVEN
11. TOOLS AND SOFTWARE FOR PROJECT
MONITORING AND CONTROLLING
Contents:
11.1. Overview of project management software and tools
11.2. Demonstrating the use of tools for monitoring and controlling
11.3. Selecting the right tools for specific project monitoring needs
Session summary
Exercises

11.1 Overview of project management software and tools

Project management software and tools are designed to assist project managers and teams in
planning, executing, monitoring, and controlling projects. They provide a centralized platform for
collaboration, task management, scheduling, reporting, and tracking project progress. Here are
some common types of project management software and tools:
Project Planning and Scheduling Tools: These tools help with creating project plans,
defining tasks, setting dependencies, and establishing timelines. They enable project
managers to allocate resources, estimate task durations, and create Gantt charts or project
timelines.
Task and Workflow Management Tools: Task management tools assist in assigning
tasks, tracking their progress, and ensuring timely completion. They often include features
such as task assignment, task prioritization, task dependencies, and notifications.
Workflow management tools provide capabilities for defining and automating project
workflows and approvals.
Communication and Collaboration Tools: These tools facilitate communication and
collaboration among project team members, stakeholders, and clients. They often include
features such as real-time messaging, document sharing, and file versioning, discussion
forums, and video conferencing.

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Reporting and Analytics Tools: Reporting tools help generate project reports,
dashboards, and visualizations to provide stakeholders with insights into project
performance, progress, and key metrics. Analytics tools enable data analysis, trend
identification, and predictive modeling to support decision-making and project forecasting.
Document and Knowledge Management Tools: These tools assist in document storage,
version control, and sharing project documentation. They often include features for
document collaboration, access control, metadata tagging, and search functionalities.
Knowledge management tools facilitate the capture, organization, and retrieval of project-
related knowledge and lessons learned.

11.2. Demonstrating the use of tools for monitoring and controlling

To demonstrate the use of tools for monitoring and controlling, let's consider an example using a
project management software:
Step 1: Set Up Project Structure: Create a project in the software and define the project's
organizational structure, including project phases, work breakdown structure (WBS), and
milestones.
Step 2: Define Tasks and Dependencies: Break down the project into tasks and define their
dependencies. Assign responsible team members, set task durations, and establish task
relationships.
Step 3: Establish Baselines: Set baselines for the project schedule, budget, and scope.
Baselines serve as reference points for measuring project performance and tracking
deviations.
Step 4: Track Progress: Update task statuses, completion percentages, and actual start and
end dates based on real-time progress. Team members can log their work hours, mark tasks
as complete, and update task-related information.
Step 5: Monitor Critical Path and Slack: Identify the critical path, which represents the
longest sequence of dependent tasks, and monitor its progress. Track slack or float, which
indicates the flexibility or buffer time available for non-critical tasks.

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Step 6: Manage Issues and Risks: Log and track project issues and risks within the software.
Assign responsible individuals, set priorities, and define mitigation or contingency plans.
Regularly review and update the status of issues and risks.
Step 7: Generate Reports and Dashboards: Utilize the reporting features of the software to
create project reports, such as status reports, progress reports, and financial reports.
Customize reports to include key metrics, charts, and visuals that provide stakeholders with
a comprehensive view of project performance.

11.3. Selecting the right tools for specific project monitoring needs

When selecting tools for project monitoring, consider the following factors:
Project Requirements: Assess the specific monitoring needs of your project. Consider
factors such as project size, complexity, team size, collaboration requirements, reporting
needs, and integration with existing systems.
Scalability: Evaluate if the tool can accommodate the growth and changing needs of your
project. Consider whether it supports multiple projects, allows for increased user capacity,
and provides flexibility to adapt to evolving project requirements.
Ease of Use: Consider the user-friendliness of the tool. It should have an intuitive interface,
clear navigation, and minimal learning curve. User adoption is crucial for successful
implementation and effective project monitoring.
Integration Capabilities: Determine if the tool can integrate with other systems or
software used in your organization, such as financial systems, document management
platforms, or communication tools. Integration promotes data consistency, reduces
duplication of effort, and streamlines workflows.
Customization Options: Assess the tool's flexibility and customization capabilities.
Different projects have unique monitoring needs, so the tool should allow you to tailor the
monitoring processes, reports, and dashboards to match your project-specific requirements.

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Cost: Evaluate the cost of the tool, including licensing fees, implementation costs, and
ongoing maintenance expenses. Consider the return on investment (ROI) and whether the
benefits of the tool justify the associated costs.
User Support and Training: Assess the availability of user support, training resources,
and documentation provided by the tool's vendor. Adequate support and training ensure
that project teams can effectively utilize the tool and resolve any issues that may arise.
By carefully considering these factors and conducting thorough research, you can select the right
tools and software that align with your project's monitoring and controlling needs. Remember to
involve key stakeholders and seek their input to ensure the chosen tools meet their requirements
as well.

 SUMMARY
In summary, project management software and tools are essential for efficient project planning,
execution, monitoring, and control. They provide a centralized platform for collaboration, task
management, scheduling, reporting, and tracking project progress. Common types of project
management tools include those for project planning and scheduling, task and workflow
management, communication and collaboration, reporting and analytics, and document and
knowledge management. When selecting project management tools, it is important to consider
factors such as project requirements, scalability, ease of use, integration capabilities, customization
options, cost, and user support and training. By choosing the right tools, project teams can enhance
their productivity, improve communication, and increase the chances of project success.

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 Exercise 11.1:
Purpose: to familiarize trainees with some tools used in project monitoring and
control
Materials: Handout no. 11.1, 11.2, 11.3 and 11.4 and references 9 and 10
Time: 25 minutes
Discussion Questions:
✓ Discuss the types of tools and their significance in project monitoring and
controlling.

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 Company Name: Document No.:

የኢትዮጵያ ኮንስትራክሽን ሥራዎች ኮርፖሬሽን TM/ECWC/PM-

ETHIOPIAN CONSTRUCTION WORKS CORPORATION 4093
Issue No: 1 Document Title: Page No.
Construction Project Monitoring and Controlling Page 65 of 71

Reference:
 "Construction Project Management: A Complete Introduction" by Alison Dykstra
 "Project Management for Construction" by Chris Hendrickson and Tung Au
 "Construction Management: Principles and Practice" by Chris March
 "Construction Project Management: Theory and Practice" by J.F. McCarthy and W.
R. Mincks
 "Project Management in Construction" by Sidney Levy
 "Construction Project Management: Planning and Scheduling" by Henry F. W.
Naylor
 "Project Management for Engineering and Construction" by Garold D. Oberlender
 "Construction Project Management: A Practical Guide to Field Construction
Management" by S. Keoki Sears, Glenn A. Sears, Richard H. Clough, and Jerald L.
Rounds
 "A Guide to the Project Management Body of Knowledge (PMBOK Guide)" by
Project Management Institute (PMI)

 "Effective Project Management: Traditional, Agile, Extreme" by Robert K. Wysocki

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