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Monitoring & Control
Introduction
Monitor the progress of projects
Assess the risk
Visualize & assess the state of a project
Revise targets to correct
Central changes to a project
requirements
1. Creating a framework
Ensuring that targets are met
Finding out what is happening &
comparing it with targets
There can be mismatch between the
planned outcomes & the actual one
So replanning is needed
Fig 9.1
Responsibility
Knowing the satisfactory progress on a project
Done by the streeting committee, project
management board, or PRINCE2 project board
The concept of a reporting hierarchy
Project reporting structures are fig 9.2
The reporting may be formal or informal
communication – table 9.1
Assessing Progress
Collected in regular intervals depending
on proportion of the current activity
2.Setting Checkpoints
Checkpoints to be set
Regular basis (month, quarterly)
Tied up with specific events
• Production of a report
• Other deliverables
Taking snapshots
The frequency of progress reports
depend on
The size & degree of risk of the project
Helps in collecting the information that which reflect
over the progress
Life of project can be
• Review points
• Control points – PRINCE2
PRINCE2 provides for end stage assessment
3. Collecting the data
Long activity broken down into controllable tasks
of one or two weeks duration
Collection of data about partially completed
activities
It can be difficult to make forecasts accurately
Partial completion of activities are easier to
estimate
Partial completion reporting
Organization use standard accounting
system with weekly timesheets to change
staff time to individual jobs
Staff time booked to a project indicates
the work carries out
Fig 9.3
The time sheets are a valuable source of
information about resources used.
Red/ Amber/ Green (RAG) reporting
There can be objections to partial
completion reporting
Overcoming it is necessary
Knowing the likelihood of meeting the
planned target date
Traffic light method is used
Identify the key elements for assessment in a piece
of work (first level)
Break these key elements into constituent elements
Second level elements assessed
• Green – on target
• Amber ‘not on target but recoverable’
• Red – ‘ not on target & recoverable only with difficulty/
Review all the second level assessments to arrive at
first level assessment – to produce overall
assessment
Fig 9.4
This method highlights the non-achievement not an
attempt to estimate work done or to quantify
expected delays
4. Review
Review of work done is an important
mechanism for monitoring the progress
of a project & ensure the quality of work
product
Every project is developed through
iteration over work with requirements
Design documents
Project plan document
code
There can be errors in it committed by
team members
Defects are removed
Early techniques focused on code
Systematic review techniques were
developed from specific purpose
Utility of review
Review identifies the deviation from
standards
It helps in improving the produt using
algorithms that are more
Time efficient
Space efficient
Specific work simplification
Better technology opportunities
Identify defect & rectify it using best
practices
Better understanding of work product
Candidate work products for review
Considering suitable candidates for
review
Requirements specification documents
User interface specification & design documents
Architectural, high level & detailed design
documents
Test plan & designed test cases
Project & configuration management plan
Review roles
Review team members
Moderator
Recorder
Reviewer
Moderator’s role is to
Schedule & convene meeting
Distribute review meeting
Moderate the review session
Ensure the defects been tracked
Recorders:
Record the defects found
The time
Effort data
Review team members
Review work product
Give specific suggestions of defects
Point out ways to improve it
So collections of relevant data leads to the success of
the review process.
Review process
Review of work product has four
important activities
Planning
Review preparation & overview
Review meeting
Rework & follow up
Fig 9.5
planning preparation
Review meetingRework and follow up
Work product
Review team and schedule
Reviewer’s log
Defect logSummary report
Moderators schedule all review meetings
Preparation
Review meeting
Rework
DATA COLLECTION
Review preparation log
Review log
Review summary report