Project Control
Dr Rajshree Mootanah, B Tech (Hons) Mechanical Engineering, M Phil, MBA, PhD
Introduction
Control is a critical part of the project management process;
Planning & controlling interlinked: control is the act of reducing the difference between plan
and reality;
Plans can never be perfect so control is inevitable;
Control identifies changes to plan that may require re-planning;
Monitoring - measuring, reporting and where necessary taking appropriate action;
The control element of project management is a common theme throughout the lifetime of the
project.
What is controlled?
Scope
Control of the project scope ensures that - 1) any changes are only implemented after a thorough
investigation and, 2) there is full awareness of their impact;
Scope change is defined as any modification to the scope as defined in the approved Work Breakdown
Structure.
Risk
Controlling risk involves "executing risk management plans in order to respond to risk events over the
course of the project;"
Risks are dynamic so risk management strategies are continually monitored and they enable a response
to unplanned risks that occur.
Team
This involves controlling the members of the project team and often requires making sure that there is
team motivation, enthusiasm and direction that are kept throughout the project.
Put in more resources or effort, from existing resources (e.g. working overtime, increasing
productivity);
Post-Action Controls
These focus on end-results of a project;
Deviations identified, causes are determined, which form part of the lessons learned as
part of the project and may be used during future projects.
Comparisons are made at this point between the final outputs of the project and those
outputs desired at the conceptual and initial stages of the project. These may include:
- Project objectives - description of the project objectives;
- Milestones & budgets - comparison between plan and actual;
- Final report on project results - significant deviations, good and bad, described &
explained;
- Recommendations - regarding how process of future projects can be improved.
Administrative Closure
Administrative closure involves:
1. Verifying and documenting project results to formalise acceptance of the
products produced;
2. Collecting project records;
3. Ensuring products meet specifications;
4. Analysing whether the project was successful and effective in respect of
its terms of reference and its stakeholder requirements;
5. Archiving project information for future use.
Customer Feedback
Meet to discuss whether the project provided the customer with the anticipated benefits, assess the
level of client satisfaction and obtain any feedback;
Participants include the project manager, key project team members, and key representatives of the
customer;
Ensure that there is sufficient opportunity to allow stakeholders to comment on the project. In this way,
clients can express their level of satisfaction and provide detailed comments;
If the client is satisfied with the project:
Ask about other projects you could do - perhaps without going through a competitive Request For
Proposal process
Wherever possible the PM should try to avoid early termination due to customer
dissatisfaction by monitoring the activities/products of the project in order to try to
continually meet customer satisfaction and where necessary taking correction
action.
End