LO2:2.

3
Control and Coordination of a
Project

Learning Objectives
Thirdphasestartsafteracontractisdrawnupand
endswhentheprojectobjectiveisaccomplished;
finalphaseinvolvesterminatingtheproject
Elementsinvolvedinestablishingaprojectplan
stepsintheprojectcontrolprocess
actionstotakewhenaprojectisterminated

Real World Example

Vignette:MilitaryEngineering
Militaryinstallationsaredesigned,built,expanded,and
enhancedwiththehelpofprojectmanagementtechniques
Onesuchexampleisthe$37millionFortDrumAirfieldproject
whichneededmajorupgrades
Theproject:buildrunways,addacoupleofbuildings,
supplementutilities,relocateacountyhighway,andavoid
wetlands.
Clearobjectivesweredefined,acohesiveteamdeveloped,and
communicationswerefrequent.
Theteamsuccessfullycompletedtheprojectontimeandwithin
budget!
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Real World Example

Vignette:TheBigDig
Thisprojectisthemostcomplexpublicworksprojectinthehistory
oftheU.S.,andhasbeengoingonformorethanadecadeinBoston.
ThisCentralArtery/Tunnelprojectwasdesignedtoaccommodate
250,000dailyvehicles.
Theprojectincludes200separateconstructioncontracts;161lane
milesofhighway;15millioncubicfeetofdirt;29milesofgas,
electric,telephone,sewer,andwaterlines;andatunnelthatis120
feetbelowstreetlevel.
Originalestimateswere$2.2billion.Recentestimateshave
skyrocketedtomorethan$14billion.
Nicknamed:theBigDig,theBigLieandtheMoneyPit!
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Planning the Project

Clearlydefinetheprojectobjective
Divideandsubdividetheproject
Definethespecificactivitiestobeperformed
Graphicallyportraytheactivitiesinanetwork
diagram
Determinewhichresourcesandhowmanyareneeded
Makeatimeestimate
Makeacostestimateforeachactivity
Calculateaprojectscheduleandbudget
Developabaselineplan
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Planning the Project (Cont.)

Keepinmind:
Projectsoverruntheirbudgets,misscompletion
dates,oronlypartiallysatisfytheirtechnical
specificationsbecausethereisnoviablebaseline
plan.
Thepeopleinvolvedinperformingtheproject
shouldparticipateinplanningthework;theyare
mostknowledgeable.
Participatingintheplanninghelpsindividuals
becomecommittedtoaccomplishingit.
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Performing the Project

Oncethebaselineplanhasbeendeveloped,project
workcanproceed.
Theprojectteam,ledbytheprojectmanager,will
implementtheplanandperformtheactivitiesor
workelements.
Thepaceofprojectactivitywillincreaseasmore
andvariousresourcesbecomeinvolved.

Controlling the Project

Monitorprogress
Measureactualprogressandcompareittoplanned
progress
Trackwhichactivitieshavebeenstartedand/or
completed,when,andhowmuchmoneyhasbeen
spent
Takecorrectiveactiontogetbackontrack
Compareonatimelyandregularbasisandtake
correctiveaction

Controlling the Project (Cont.)

Aregularreportingperiodshouldcollect:
Dataonactualperformance
Informationonanychangesinscope,schedule,
andbudget
Keepinmind:
Datashouldbecollectedinatimelymannerand
usedtoupdatethescheduleandbudget
Compareupdatedscheduleandbudgettothe
baselineandanalyze
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Controlling the Project (Cont.)

Projectmanagementisproactive
Thisthirdphaseendswhentherequirementshave
beenmet,
projectobjectivehasbeenaccomplished,andthe
customerissatisfied

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Terminating the Project

Thepurposeofproperlyterminatingaprojectistolearnfromthe
experienceinordertoimproveperformanceonfutureprojects.

Terminationactivitiesshouldbeidentifiedinthe
baselineplan
Verifythatallagreedondeliverableswereprovided
Organizeandfileprojectrelateddocumentation
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Terminating the Project (Cont.)

Assurethatallpaymentshavebeencollectedfrom
thecustomer
Assurethatallpaymentsformaterialsand
subcontractorshavebeenpaid
Prepareawrittenperformanceevaluationofeach
memberoftheprojectteam
Holdpostprojectevaluationmeetings
Celebrate
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Internal Post-Project Evaluation

Haveindividualmeetingswithteammembersanda
groupmeetingwiththeprojectteam
Holdsoonafterthecompletion
Announcemeetinginadvancesopeoplecanbe
prepared
Individualmeetingsallowteammemberstogive
theirpersonalimpressions

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Internal Post-Project Evaluation

(Cont.)
Developanagendaforagroupmeeting
Groupmeetingshoulddiscussperformanceand
recommendationsforimprovement
Issueabriefwrittenreporttomanagementwitha
summaryandrecommendations

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Internal Post-Project Evaluation

(Cont.)
Sometopicsthatmightbediscussed:
technicalperformance
costperformance
scheduleperformance
projectplanningandcontrol
customerrelationships
teamrelationships
communications
problemidentificationandresolution
recommendations

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Customer Feedback
Meettodiscusswhethertheprojectprovidedthe
customerwiththeanticipatedbenefits,assessthe
levelofcustomersatisfaction,andobtainany
feedback
Participantsincludetheprojectmanager,keyproject
teammembers,andkeyrepresentativesofthe
customer
Askopenendedquestions
Customerscanexpresstheirlevelofsatisfactionand
providedetailedcomments
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Customer Feedback (Cont.)

Ifthecustomerissatisfiedwiththeproject:
Askaboutotherprojectsyoucoulddoperhaps
withoutgoingthroughacompetitiveRFPprocess
Askpermissiontousethecustomerasareference
Getfeedbackregardingsatisfactionthroughapost
projectcustomerevaluationsurvey

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Early Project Termination

Ifresearchshowscostswillbemuchmorethan
originallyanticipated
Ifthereisachangeinacompanysfinancial
situation
Becauseofdissatisfactionofthecustomer
Avoidearlyterminationduetocustomer
dissatisfactionbymonitoringcustomersatisfaction
continuallyandtakingcorrectiveaction
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