How to Monitor and Control Project Work: PMP Processes

Table of Content

Monitor and Control Project Work

Project Management Processes

Control Scope

Schedule Progress Control

Costs Control

Quality Control

Risk Management

Why Is It Important to Monitor And Control Projects?

Monitoring and Control Method

Conclusion

Monitor and Control Project Work

Monitoring and controlling project work is an essential and integral part of the PMP Process. PMP Preparing a project plan, preparing a project schedule, monitoring and controlling project work, and monitoring and controlling the quality of work are the processes included in PMP Processes.

The process of monitoring and controlling project work involves following the procedures for monitoring and controlling project work systematically.

Monitoring and controlling the progress of significant activities is done by following the system for monitoring and controlling gain.

There are several ways to monitor and control project work:

• For example, using time-tracking software or a task management system helps you manage your time effectively.
• By creating schedules based on time-based estimates.
• By creating reports based on data collected from various sources.
• By performing post-activity reviews.

Project Management Processes

To monitor and control project work, it is necessary to have a good understanding of the Project Management Processes. The following are some of the key PMP processes:

Project Initiation: This process is where you start working on projects. It includes preparation and definition of scope, resources, team, etc., so the project can begin.

Project Planning: In this process, you plan for all activities performed during a project. This includes estimating the time required for each activity and determining how much time will be needed from different resources such as cost, labor, and equipment.

Project Execution: In this process, you carry out all tasks assigned to you by your supervisor or your manager in accordance with the plan you created in the previous phases of planning and initiation.

Project Closing: In this phase, all tasks assigned to people working on a project should be completed successfully according to your schedule. Also, all costs should have been collected by individuals involved in these tasks.

Control Scope

The primary purpose of the control scope process is to ensure that each project has a specific and well-defined scope. The method also helps to ensure that the project is on track and stays on track.

The control scope process involves defining, monitoring, and controlling. The first step is to determine what it means for the project to be on track. This can be done by considering how much work has been done so far, how much work is left, what resources are required, and when they need to be delivered.

Schedule Progress Control

The Schedule Progress Control process helps you stay on top of your deadlines by ensuring that all tasks are completed on time. This ensures that there are no delays in meeting milestones or deadlines for deliverables, which could cause problems for stakeholders who depend on those deliverables for their workflows or decisions.

When used correctly, this process allows you to spot potential problems early on so that they can be resolved before they become major issues that could derail the entire project.

Costs Control

The Cost Control Process is a part of the Monitoring and Controlling process group. It determines whether the project is within budget and whether it will be completed on time. This process ensures that the project's costs are monitored, controlled, and reported throughout the life cycle.

Cost control involves:

• Monitoring actual cost performance against baseline estimates.
• Take corrective action when needed.
• Assessing variances between actual costs and baseline estimates (at least monthly).
• Based on current performance trends, develop an estimate of total project costs at completion (TPC).

Quality Control

The quality control process is a systematic way of monitoring and controlling the project work. Quality control is a set of activities that help ensure that the product or service delivered to the customer meets the requirements specified in the project plan.

Quality control activities include:

• Planning for quality control.
• Performing quality audits.
• Identifying nonconformities and their root causes.
• Resolving nonconformities and recommending actions to prevent a recurrence.

Risk Management

Risk management is a process that helps project managers to identify, assess and manage risks. In addition, it helps to ensure that the project is completed within time and budget constraints.

The risk management process consists of the following steps:

Identification of Risks: In this step, you need to identify all possible threats that might impact the project, such as financial risks, technical risks, human resource risks, etc.

Assessment of Risks: After identifying the risks, you need to evaluate them based on their probability and impact on project success. You may also need to assess how serious each risk may be or how likely it is to occur.

Response Planning: Based on the risk assessment results, you can decide which risks are high priority and require immediate action or response planning (which includes preventive measures). It would help if you also considered taking preventive measures for high-priority risks by implementing risk responses that could prevent their occurrence from happening in the future.

Monitoring: You should monitor your response plans regularly until they are no longer required or until they have been successfully implemented with no failures reported at any point in time during the monitoring period.

Why Is It Important to Monitor and Control Projects?

The purpose of monitoring and controlling projects is to ensure that the project meets the specified objectives and targets. It also helps you ensure the project is on track, within budget, and under control.

Therefore, monitoring and controlling projects are essential for ensuring the smooth completion of a project. You can monitor your projects with different tools available in the market for this purpose. For this purpose, you can use Excel spreadsheets, Gantt charts, PERT charts, etc.

Monitoring and Control Method

The monitoring and controlling process is the main activity of quality control. It is performed by the project manager or a person who reports to them.

This process aims to provide information about the current status of work, problems, and risks so that the project manager can take appropriate actions to correct the situation.

The project manager must use various techniques to monitor and control project activities. Some examples include:

• Inspecting deliverables and completed work products (including reviewing documentation).
• Interview team members as needed.
• Reviewing progress reports prepared by team members.
• Meeting with team members as needed to discuss their progress on their assigned tasks or subtasks (as well as other aspects of the project).

Conclusion

The PMP Processes help one accurately monitor and control project work. These processes should be applied at the right time in the project to ensure that all tasks are being performed according to plan, that delays are quickly discovered and controlled, and that the project is ultimately completed on time and within budget