Page 137 - DMGT302_FUNDAMENTALS_OF_PROJECT_MANAGEMENT

Fundamentals of Project Management

Notes monitor the proper activities and elements of the project. Frequently, the distinction between
monitoring and control is blurred, and their interaction often makes us think we are working on
a single task, but they are quite distinct. Although the data gathered from monitoring often
serve many objectives — auditing, keeping management informed, learning from mistakes —
these are all secondary compared to the purpose of control. Thus, the key issue in designing an
effective monitoring and control system is to create an information system that gives the project
manager and others the information they need to make informed, timely decisions that will
keep project scope as close as possible to the plan.

8.1 Plan Monitor Control Cycle

Managing a project involves continually planning what to do, checking on progress, comparing
progress to plan, taking corrective action to bring progress into agreement with the plan if it is
not, and replanning when needed. As noted previously, the fundamental items to be planned,
monitored, and controlled are time, cost, and scope so that the project stays on schedule, does
not exceed its budget, and meets its specifications.

This plan – monitor – control cycle constitutes a “ closed – loop “ process that continues until the
project is completed.

Notes That the information ows up the organization and the authority ows down.
Unfortunately, it is often the case that when particularly complex, challenging, or uncertain
projects are initiated, the planning – monitoring – controlling effort is minimized so that “the
real work“ can be done. It is a great temptation to focus on doing something, anything, rather
than to spend time on planning, monitoring, and controlling, especially if the stakes are high
and the project is a difficult one. It is precisely such projects, however, that most desperately
need a mature project manager, particularly one who realizes the importance of creating an
effective planning – monitoring – controlling process. Only this will ensure that the project and
its output are in full compliance with the law, as well as with the expectations of both senior
management and the client. We are familiar with many firms that incurred tremendous expense
and large losses because the planning process was inadequate for the project tasks undertaken.

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