Project tracking and control
• Project monitoring
• Project control
• Purpose of project monitoring and control
• Characteristics of project monitoring and control
• Planning for monitoring and evaluation
• Importance of planning
• Integrating monitoring and evaluation
• Developing a monitoring and evaluation plan
Contents
Project tracking and control
Project tracking or monitoring
• Monitoring is the regular observation and recording
of activities taking place in a project or programme.
• It is a process of routinely gathering information on all
aspects of the project.
• To monitor is to check on how project activities are
progressing. It is observation; ─ systematic and
purposeful observation.
• Monitoring also involves giving feedback about the
progress of the project to the donors, implementers
and beneficiaries of the project.
• Reporting enables the gathered information to be
used in making decisions for improving project
performance
Project tracking and control
Project control
• Project control are the data gathering,
management and analytical processes used to
predict, understand and constructively influence
the time and cost outcomes of a project or
program; through the communication of
information in formats that assist effective
management and decision making.
• This definition encompasses all stages of a
project or program’s lifecycle from the initial
estimating needed to ‘size’ a proposed project,
through to reflective learning (lessons learned)
and the forensic analysis needed to understand
the causes of failure (and develop claims)
What’s the difference between monitoring and controlling
• Monitoring involves collecting and analyzing
data gathered from the project. Controlling uses
these findings to make changes.
• With this data, project managers can actively
tweak performance to maintain alignment with
the original plan. This can help ensure a project
remains on track and stays true to the original
objectives and goals set.
What happens after monitoring and controlling?
• When all monitored data has been gathered,
and then used during the controlling phase, the
closing phase begins. This is the final stage of the
project lifecycle and is performed in tandem
with the execution phase.
Why monitoring and controlling is important
1. Allows a project manager to receive live feedback on the
progress, successes and failures of an ongoing project
• The controlling phase of project management allows a
project manager to receive live feedback on the progress,
successes and failures of an ongoing project. It’s an important
tool to avoid some of the most common project
management pitfalls.
• Extracting data on project progress helps you avoid making
assumptions, for instance. This may help to identify a real-
world problem, even with project planning techniques that
have worked before.
• Without monitoring and controlling, it’s also easy to find
yourself unable to track down the cause of a problem.
• The controlling phase helps you find out the answers to
questions like; was there a process breakdown? Did ad-hoc
projects distract your core team? on time.
• By so doing the PM will be able to resolve any problems while
resolutions are still possible. Correct controls put in place may
also help project managers to delegate responsibilities more
effectively.
Why monitoring and controlling is important
2. It enables Report of key performance indicators (KPIs)
• During your planning phase, you may have established a
series of checkpoints or milestones for your project.
Alternatively, you might have set goals of completing a
specific number of deliverables per day, week, or month.
• Quantifiable measures like these, which are used to
evaluate the success of your project, are called Key
Performance Indicators (KPIs).
• During the project monitoring and controlling phase,
keeping tabs on KPIs is essential to ensure your team is on
the right track. If you start falling behind on production,
you may not make your deadline for your deliverables.
• One way to keep your entire team up to date is to set up
automated status reports that go out to all interested
parties. Instead of relying on someone to send out daily
updates, you can systematize the entire process in a
manner where the team gets prompt reports on the
progress being made
Why monitoring and controlling is important
3. It enables Monitoring of change requests
• Even the best planning can’t eliminate all
challenges.
• During the monitoring and controlling phase,
you’ll need to review and address change
requests from team members, clients, and other
stakeholders.
• In some cases, you may have to overhaul entire
processes.
Why monitoring and controlling is important
4. Helps Keep track of scope
• In some cases, your client may decide to change
their mind about the project’s scope after you’ve
begun work. During the project management
monitoring and controlling phase, you may need to
rethink your strategy, to evaluate whether you can
accommodate increased scope within the original
timeline or budget.
• If not, you need to circle back to your planning
phase to:
Clarify expectations
Update your project charter
Clarify new roles and responsibilities
• Once these steps have been taken, you can then
continue on with your project execution..
Why monitoring and controlling is important
5. Control costs, quality, and risk
• Managing costs is an essential part of successful project
management. However, change orders, expanded scope,
and unforeseen circumstances can put your budget at risk.
• During the project management monitoring and controlling
phase, make sure to clearly and consistently track and report
updates to your projected budget. That way you can keep a
close watch on what has changed and how this will affect
the profitability of a project.
• Tracking the end product from your product is crucial too.
Quality management ensures your deliverables will meet your
client’s expectations, keeping you in control. You should look
to periodically review quality-related KPIs and processes, to
ensure you’re on track to meet stated objectives.
• During the planning phase, it’s common to identify project
risks that could potentially hinder your progress. As part of your
project management monitoring and controlling efforts, take
time to:
o Regularly review your list of potential risks
o Evaluate their likelihood of occurring
o Enact mitigation measures as needed
Why monitoring and controlling is important
6. Facilitate stakeholder communication
• Effective project management monitoring and
controlling requires keeping everyone in the loop
and communication is key. Regular meetings
with stakeholders, clients, and team members
can help prevent misunderstandings and missed
deadlines.
• For constant and consistent transparency that
will keep remote teams on the same page, and
save hours of time spent in status meetings, look
to a centralized work management platform. This
can empower teams to take advantage of
dynamic reporting and enables asynchronous
work that is vital for project success.
