Project monitoring and control

Project monitoring and control is the process of tracking, reviewing, and regulating project activities to meet project objectives. It is the practice of assessing and managing the progress of a project to ensure that the scope, timelines, and budget are all managed and maintained. This process involves identifying and responding to any potential issues and risks, as well as staying on top of changes to ensure the successful completion of the project.

Example of project monitoring and control

• Establishing project milestones and tracking progress: Before the start of the project, important milestones are established to track the progress of the project. Throughout the project, the progress is monitored and evaluated against the milestones to ensure that the project is on track and the goals are being met.
• Managing project changes: During the lifecycle of a project, changes are inevitable. Project monitoring and control involves tracking and managing these changes to ensure that the project goals are still met.
• Risk management: Project monitoring and control includes risk management. This includes identifying potential risks, analyzing their impact, and developing strategies to mitigate or prevent them.
• Resource management: Resources are allocated throughout the project and monitored to ensure that they are used effectively and efficiently. This includes tracking the usage of materials and personnel to ensure that they are being used in the most optimal way.
• Quality assurance: Quality assurance is an important part of project monitoring and control. This includes ensuring that the project objectives are met and that the deliverables are of the highest quality.
• Budget tracking: The budget is a key factor of the project and must be tracked throughout the project. This includes monitoring the actual expenses compared to the estimated expenses and ensuring that the project is staying within budget.

Best practices of project monitoring and control

1. Establish project objectives: The first step in project monitoring and control is to clearly define the project objectives and develop the associated project plan. This plan should include the scope, timeline, budget, and resources.
2. Set performance metrics: Performance metrics should be established to measure progress towards project objectives. This includes both qualitative and quantitative measures.
3. Monitor progress: Regularly monitor progress at all stages of the project to ensure that the project is progressing according to the plan. This includes tracking and reviewing tasks, activities, and milestones.
4. Manage changes: It is important to monitor and manage any changes that occur throughout the project. This includes changes to the scope, timeline, budget, or resources.
5. Identify risks: Identify any potential risks or issues that could impact the project. This includes both external and internal risks.
6. Take corrective action: If any risks or issues are identified, take corrective action to mitigate them. This may include providing additional resources or adjusting the timeline or budget.
7. Report results: Report the results of project monitoring and control to stakeholders. This will provide them with visibility into the project's progress and enable them to make informed decisions.

When to use project monitoring and control

Project monitoring and control is an essential part of project management that helps to ensure successful project completion. The following are some of the key applications of project monitoring and control:

• Tracking progress: Project monitoring and control allows for the tracking of project progress, milestones, and deliverables in order to ensure that the project is moving according to plan.
• Identifying and mitigating risks: Project monitoring and control can help to identify and mitigate potential risks in order to prevent project failure.
• Communicating with stakeholders: Project monitoring and control is also important for communicating with stakeholders and ensuring that they are kept informed of project progress.
• Managing changes: Project monitoring and control can help to manage and adjust changes to the project scope, timelines, and budget in order to ensure successful completion.
• Ensuring quality: Project monitoring and control can also help to ensure that the project is meeting its quality standards.

Types of project monitoring and control

Project monitoring and control is the process of tracking, reviewing, and regulating project activities to meet project objectives. Types of project monitoring and control include:

• Cost monitoring and control: This involves tracking and managing project costs, including labor, materials, and other expenses related to the project.
• Schedule monitoring and control: This involves tracking the progress of the project and assessing whether the timeline is on track to meet the project goals.
• Quality monitoring and control: This involves assessing the quality of the project deliverables and ensuring that the project meets the agreed-upon quality standards.
• Risk monitoring and control: This involves assessing the potential risks associated with the project and taking the necessary steps to minimize or mitigate those risks.
• Change monitoring and control: This involves assessing the impact of any changes to the project scope, timeline, or budget and ensuring that they do not negatively affect the project.

Advantages of project monitoring and control

Project monitoring and control offers a number of advantages, including:

• Improved project performance: Regular monitoring helps to ensure that project objectives are being met, and that the project is running smoothly. It also provides the opportunity to identify and address any potential issues or risks that may arise.
• Enhanced team communication: It encourages regular communication among team members, allowing them to stay informed and up-to-date on the project's progress.
• Increased accountability: By tracking and evaluating performance, project monitoring and control helps to ensure that all team members are held accountable for their contributions.
• Improved resource management: Regular monitoring can help to identify any areas where resources may not be used effectively, and help to adjust the project plan accordingly.
• Increased cost savings: By tracking progress and identifying any potential areas of waste, project monitoring and control can help to reduce costs and improve the overall success of the project.

Limitations of project monitoring and control

Project monitoring and control is an important process to ensure the successful completion of a project. However, there are some limitations to project monitoring and control that must be taken into consideration. These include:

• Time consuming - Monitoring and controlling projects can be time consuming for project managers, especially if the project is complex. This can lead to a decrease in productivity and an increase in costs.
• Limited resources - Project managers are limited in the resources they have available to them for monitoring and controlling projects. This can make it difficult to properly monitor the progress of a project and to respond to any potential issues or risks.
• Inaccurate data - Project monitoring and control relies on accurate data and information to be successful. If the data is inaccurate, then the project manager may not be able to make the best decisions or take appropriate action.
• Complexity - Project monitoring and control can be complex and difficult to understand. It can be difficult to keep track of all the different elements of the project and to ensure that everything is progressing as planned.

Project monitoring and control — recommended articles

Aspects of project management — Project implementation phase — Monitoring and control — Mechanisms of control — Time and money — Plan and schedule — Construction risk management — Measures of success — Management in construction project

References

• Hazır, Ö. (2015). A review of analytical models, approaches and decision support tools in project monitoring and control. International Journal of Project Management, 33(4), 808-815.
• Azimi, R., Lee, S., AbouRizk, S. M., & Alvanchi, A. (2011). A framework for an automated and integrated project monitoring and control system for steel fabrication projects. Automation in Construction, 20(1), 88-97.