Monitoring & Controlling In

Software Project Management

 |Present To|

Dr. Sheak Rashed Haider Noori.PhD

Associate Professor and Associate Head
Department of Computer Science and Engineering
Daffodil International University
|Presenter|

G.M.Ali Shahriar Linkon Md.Sobuz-Al-Mamun Sharzana Reza Shadman Sakib Patwary

193-17-413 193-17-409 201-17-427 201-17-426

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 1.
Project Monitoring
What is Monitoring in Software Project
Management?
◂ Project Monitoring in “software Project Management” refers to the process of keeping track
of all project-related metrics including team performance and task duration, identifying
potential problems and taking corrective actions necessary to ensure that the project is
within scope, on budget and meets the specified deadlines.  To simply put, project
monitoring is overseeing all tasks and keeping an eye on project activities to make sure
you’re implementing the project as planned.

Why is Project Monitoring important?

◂ When project managers make important decisions without verified data, it is like taking a
stab in the dark. Your decisions will be based on very little to no evidence, so the action
may not be very efficient and could only be a waste of time and resources.  Getting a 
PMP certification will help you grow and become a successful, object-oriented Project
Manager. That's why it is important to monitor projects diligently and use the data you
gathered to come up with intelligent decisions. Here are some questions answered through
project monitoring:

◂ Are tasks being carried out as planned?

◂ Are there any unforeseen consequences that arise as a
result of these tasks?
◂ How is your team performing at a given period of time?
◂ What are the elements of the project that needs changing?
◂ What is the impact of these changes?
◂ Will these actions lead you to your expected results?
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 ◂ Types of Project Monitoring:
Project Monitoring can be attained via:

“ ◂ Staff Meetings, which can be conducted on a Weekly,

Monthly or an Annual basis.

◂ Partners meeting, Learning forums (FGD, Surveys) or

Retreats.

◂ Participatory reviews by the stakeholders.

◂ Monitoring and Supervision Missions that can be Self,

Donor or Joint. 5
How to implement Monitoring in a
projects?

◂ Monitor the parameter of project planning.

◂ Monitor Commitments.
◂ Monitor the Project Risks.
◂ Data Management monitoring.
◂ Monitoring the Stakeholder involvement.
◂ Manage Progress Reviews.
◂ Manage actions to closure.

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Why Project monitoring?
Project monitoring aids various purposes. It brings out the problems which occur or which might occur during the implementation of the project
and which demands solutions for smoother progress in the project. Effective monitoring helps in knowing if the intended results are being
achieved as planned, what actions are needed to achieve the intended results during the project execution, and whether these initiatives are
creating a positive impact towards the project execution.

◂ To assess the project results: To know how the objectives are being met and the desired changes are being met.
◂ To improve process planning: It helps in adapting to better contextual and risk factors which affect the research process, like social and
power dynamics.
◂ To promote learning: It will help you learn how various approaches to participation influences the outcomes.
◂ To understand stakeholder’s perspectives: Through direct participation in the process of monitoring and evaluation, learn about the people
who are involved in the research project. Understand their values and views, as well as design methods to resolve conflicting views and
interests.
◂ To ensure accountability: To assess if the project has been effectively, appropriately and efficiently executed, so that they can be held
accountable.

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Ways to Track and Re-Plan a Project Monitoring
It is said that projects never go according to what we have planned. Hence, one must be ready to make any amendments as needed. You can
also opt for the following three-step approach:

◂ Check and understand the progress of the project: Before starting to re-plan your project, you should be sure of the current state and
status of the work. Setting up a meeting for the whole team together to get to know about the updates of the current work, upcoming
tasks and issues will be beneficial. Also, recognize the important milestones in this meeting.
◂ Search for and Manage Exceptions: Stay on a look-out for exceptions like risks, issues and change requests. Open issues will have to
be resolved so that roadblocks can be removed, and a risk mitigation plan will have to be developed.
◂ Re-plan the project: You have an idea of how to re-plan the project. The following steps will help you do so:
◂ Keep the important project documents updated, which includes the project charter.
◂ Share the new plan with the shareholders.
◂ As per the demand, re-assign the work. Communicate with the team members regarding the new assignments and send automated
reminders to them.
◂ As required, make changes on the project site with the updates reports and dashboards.

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 1.
Project Controlling
What is Controlling in Software Project Management
◂ Project controlling is an effective tool to Project Management to ensure that project goals,
timeframes, and costs are complied with. Moreover, Effective project control is used to
deliver timely project information allowing managers to take corrective measures to keep
the project on track. Project control monitors and compares planned objectives,
requirements, risks, schedules and budgets against what is actually being delivered.

Why is Project Controlling important?

◂ Controlling is essentially tracking and managing the core project management elements of
scope, quality, time and cost. The Project Management Body of Knowledge identifies the
core controlling processes as:

◂ Integration change control

◂ Scope change control and scope verification
◂ Schedule control
◂ Risk monitoring and control
◂ Quality control.
◂ Cost control.
◂ Project progression and performance reporting.

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 ◂ What Are Project Controls?
Activities under the umbrella of project controls may include:

“ ◂ Aligning projects with portfolio/organization goals

and objectives.
◂ Developing a work-breakdown structure (WBS).
◂ Collaborating on initial project schedules.
◂ Developing a risk management plan.
◂ Project budgeting and forecasting.
◂ Monitoring project costs.
◂ Feedback and reporting.
◂ Optimizing project strategies to enable better
outcomes in the future.

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Techniques of Project Controlling:

◂ Small work chunks or small tasks.

◂ Baselines
◂ Completion criteria.
◂ Reviews.
◂ Milestones and checkpoints.
◂ Formal sign-offs.
◂ V method.

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Processes that define project control
The strengths of project controls lie in their data-focused approach and attention to detail. A project manager does not simply want to
know that there is a cost overrun, but rather wants to know the root causes, the precise numbers, and how it can be fixed. This is
where a fully integrated project controls solution can help with efficiency in getting answers quickly, and visibility into performance
that can reduce project costs.
Let’s dive into the processes that define project controls.
◂ Project Planning.
◂ Budgeting.
◂ Risk Management.
◂ Change Management.
◂ Forecasting.
◂ Performance Management.
◂ Project Administration.

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Benefits of Project Controls
In software Project Management, the various moving parts can make it difficult to stay aligned with the initial plans.
However, close monitoring, analysis, and regulation can keep this in check. Projects of all sizes, not just large projects,
experience significant benefits when controls are properly executed. 

The following are some of the key benefits of project controls:

◂ Reduced project costs through ability to make timely decisions using KPIs.
◂ Increased project predictability for cost and completion date.
◂ Increased visibility into the financial health of the project at all stages.
◂ Ability to mitigate project scope creep.
◂ Meaningful benchmarking data for future projects via well-structured projects.
◂ Increased margins when working in a fixed-price environment.
◂ Improved reputation for properly managing and controlling projects.
◂ Competitive advantage over organizations with less mature project management capabilities.
◂ Increased job satisfaction for project team members.

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THANK YOU

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