BUSINESS PLANNING AND PROJECT

MANAGEMENT

Faculty Name : Ms. Supriya Kamale

Unit No:3

Project Feasibility Analysis

Project Monitoring & Controlling

Introduction :

Monitoring and controlling are processes required to track, review and regulate the
progress and performance of the project.

By monitoring and controlling – the project performance is observed and measured

regularly and consistently to identify variances from the project management plan.

Monitoring & Control Project Work Process is concerned with: -Comparing actual
project performance vs the PMP.

Assessing performance – any corrective/ preventive action need to be done

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Project Monitoring & Controlling

Monitoring and controlling include:

Measuring the ongoing project activities ( where we are )

Monitoring the project variables ( cost, effort and scope) against the PMP.

Identifying corrective actions to address issues and risks properly ( how can we get on
track again)

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Monitoring & Controlling cycle

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Monitoring & Controlling – A construction Project

1)Performance/scope

Some factors affecting project performance:

•Unexpected technical problems – eg nature of the project beyond expectation

•Insufficient resources when needed

•Unexpected technical difficulties – due to site condition or soil condition

•Client requires changes

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Monitoring & Controlling – A construction Project

2) Time- schedule

•Technical difficulties take longer than planned to solve

•Initial time estimate is not enough

•Task sequencing is incorrect – incorrect timing

•Required inputs of material, personnel, machineries are unavailable when needed –

idling & wasting of time – require extra time

•Client want changes and need rework

•New Government regulation

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Monitoring & Controlling – A construction Project

3) Cost:
aspects that may increase project cost!

•Technical difficulties requires more resources

•Scope of work increase

•Tender price too low

•Reporting is poor or untimely – can not monitor !

•Budgeting is inadequate – working capital is not enough !

•Price of material increase

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Monitoring & Controlling – A construction Project

Monitoring status of the project to update project progress and managing changes
to the schedule baseline

Activities:
•Work performance measurements
•Change requests – thru approved process
•Project Management plan updates
•Project document updates

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Monitoring & Controlling – A construction Project

Control Costs
Monitoring and controlling status of the project - update the project budget - managing
changes to the cost baseline

Activities
•Ensuring all change requests - approved by the client - do not proceed unapproved changes
– inform client all cost implication on changes made

•Ensuring that cost expenditure do not exceed permissible values

•Monitoring cost performance, understand variance – check standard or previous projects

•Monitoring work completed against expenditure – compare cost between cost in BQ to

actual cost spent !

•Taking action to ensure cost overrun within acceptable limit

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Monitoring & Controlling – A construction Project

4) Quality Control
•Quality ?

•Quality Control – depends upon the control of construction itself

•Quality of finished product is responsibilities of Designer (Consultants) and

Contractors

•Responsibilities of all participants – Civil Engineers, Supervisors, Skilled Workers,

Workers - right attitude - let them proud with their work !

•Good design + good materials & workmanship = Quality product

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Monitoring & Controlling

Quality Control
Activities:

•Inspection of work quality at every part of the work

•Selecting samples of material to be used – sizes, appearances, testing the samples

•Testing materials and workmanship at every stage of construction to make sure the
work meets requirements of the drawings and specifications

•For big project – they have a Quality Control Officer

•Contractor to have A Program of Quality Control

•ISO 9000/9001 – throughout the project

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Monitoring & Controlling – A construction Project

Who to control ?

•Clients )
•Consultants ) - Have to play their roles
•Contractors )

How ?

•Progress Reports – reporting progress

•Site meetings – check & monitor progress, time, cost & quality
•Technical meetings
•Regular site visits by the client, Director of the consultant firms

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Monitoring & Controlling

Management of Changes:

Changes sometimes can not be avoided during construction.

Changes by owner, designer or contractor.

Changes – Increase or decrease scope, cost and time.

When changes are introduced to the project – Viability of the project reassessed.

When the changes accumulate, the forecasted result may not justify the proposed
investment in the project.

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Project Management Information System

 A project management information system (PMIS) is typically a software

application for collecting and using project information.

 This electronic system help to plan, execute and close project management goals.

 PMIS systems differ in scope, design and features as per the organization’s
requirements.

 The PMIS can vary from something as simple as a File system containing Microsoft
Excel documents to a full enterprise PMIS software.

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Project Management Information System

Characteristics of a PMIS

A PMIS software supports all Project management knowledge areas:

Integration Management
Project Scope Management
Project Time Management
Project Cost Management
Project Quality Management
Project Human Resource Management
Project Communications Management
Project Risk Management
Project Procurement Management

A PMIS software is a multiuser application and can be cloud based .

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Project Management System

A project management system (PMS) is a part of PMIS or sometimes an

external tool .

PMS is an aggregation of the processes, tools, techniques, methodologies,

resources and procedures to manage a project.

PMIS is to manage all stakeholders in a project such as the project owner,

client contractors, sub contractors, in house staff, workers, managers etc.

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Thank You