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

Moderators 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

Work product

planning

Review team and schedule

preparation
Reviewers log

Rework and follow up

Summary report

Review meeting
Defect log

 Moderators schedule all review meetings

Preparation Review meeting Rework

DATA COLLECTION
Review preparation log

Review log
Review summary report