Project Monitoring and Control

5.

Introduction to Project monitoring, Project control cycle,

project schedule control, Project cost control, Project quality
control

Er. Megh Bahadur KC

MSc CM
Er. Megh Bahadur KC
MSc CM
 Project Monitoring and Control
Monitoring – collecting, recording, and reporting information
concerning project performance that project manger and
others concerned authority wish to know

Controlling – using the data obtained from monitoring

activity, analyze it to bring actual performance to the planned
performance
❑ Control is the process of monitoring activities to ensure
that they are being accomplished as planned and of
correcting any significant deviations
-Stephens p. Robbins & Mary Coulter Er. Megh Bahadur KC
MSc CM
 Project Monitoring and Control
Why do we monitor?
What do we monitor?
When to we monitor?
Where do we monitor?
How do we monitor?

Why do we Monitor??
Simply because we know that things don’t always go
according to plan (no matter how much we prepare)
To detect and react appropriately to what the deviations and
changes to plans Er. Megh Bahadur KC
MSc CM
 Project Monitoring and Control

Why do we Monitor??
Simply because we know that things don’t always go
according to plan (no matter how much we prepare)

To detect and react appropriately to what the deviations and

changes to plans

Er. Megh Bahadur KC

MSc CM
 What do we monitor
❖ Men (human
 Space
resources)
 Time
❖ Machines
 Tasks
❖ Materials
 Quality/Technical
❖ Money
Performance
 Finally, the
performance of work

Er. Megh Bahadur KC

MSc CM
 What do we monitor

Inputs Outputs

Time ▪Progress
Money ▪Costs
Resources ▪Job starts
Material Usage ▪Job completion
Tasks ▪Engineering / Design
Quality/Technical changes
Performance
▪Variation order (VO)
Er. Megh Bahadur KC
MSc CM
When do we monitor?
▪At pre-planned decision points (milestones)

▪Regularly
▪Logically, As soon as possible: while there is still
time to react

▪Attask completion
▪End of the project
Er. Megh Bahadur KC
MSc CM
Where do we monitor?
At head office?
At the site office?
On the spot?
Depends on situation and the ‘whats’

Er. Megh Bahadur KC

MSc CM
How do we monitor
Through meetings with clients, parties involved in project
(Contractor, supplier, etc.)
For schedule using & Updating CPM, PERT Charts, Updating
Gantt Charts etc.
Using Earned Value Analysis
Calculate Critical Ratios (CR = total time remaining / works day remaining)
Milestones
Reports
Tests and inspections
Delivery or staggered (unsteady) delivery
PMIS (Project Management Info Sys) Updating
Er. Megh Bahadur KC
MSc CM
Types and Approaches of Monitoring
Types:
1. Paper monitoring: based on report prepared by concerned agency, monitoring
could be done
2. Field monitoring: monitoring is done by making physical presence in the field
But both should have certain checklists about the performance indicators about any
project

Approaches:
1. Process monitoring: monitor about the process has been followed properly or
not.
2. Result monitoring: only end results are monitored

Er. Megh
But being in two categories, both of them are interlinked withBahadur KC because by
each other
MSc CM
following step by step procedures, anyone can expect the end results to be met.
Some monitoring issues
1. What problems do we have and what is being done to correct them?

2. What problems do we anticipate in the future?

3. Do we need any resources we do not yet have?

4. Do we need information we do not have yet?

5. Do we know anything that will give us schedule difficulties?

6. Any possibility our task will finish early/late?

Er. Megh Bahadur KC

7. Will our task be completed under/over/onMSc
budget?
CM
Evaluation
1. Process of determining/ checking the project process/ parameters
with the view of meeting/ resembling the goals that are aimed
2. With the help of monitored data and set of standards and expected
outputs, evaluation can be done
Types:
1. Pre- evaluation: evaluation of effects at first before put into
implementation
e.g. EIA before project to be tendered
2. On-going evaluation: during the project implementation, with the
help of monitoring
3. Post evaluation: At the end of project period, evaluate output,
outcomes or impact with the help of parameters like
Time, Cost , Quality and Quantity
Er. Megh Bahadur KC
MSc CM
Evaluation criteria
1. Effectiveness ( impact for betterment)

2. Efficiency ( CB ratio= output/ input)

3. Equity (equal distribution)

4. Adequacy (sufficiency)

5. Appropriateness

6. Responsiveness

7. Economical (low cost)

Er. Megh Bahadur KC
MSc CM
8. Social justice
Problems on Monitoring & Evaluation
1. Less priority given for monitoring and evaluation on projects
2. Paper based M&E rather than field based
3. M&E is decided through financial achievement
4. Modern and scientific approach is not adopted for better M&E
5. No or less exercise on impact evaluation of projects
6. Lack of resources and skilled manpower in institution
7. No time bound for transfer of personnel in the project
8. Checklist is not made at first i.e. no performance indicators
9. Timely update in M&E forms and checklists
10. No practice to use feedbacks from other stakeholders
11. Lack of participation in M&E Er. Megh Bahadur KC
MSc CM