CHAPTER FIVE
PROJECT IMPLEMENTATION,
MONITORING AND EVLAUATION
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Implementation Phase
Is the part of the project lifecycle where the
tasks that build the deliverables are executed
• Project implementation processes:
Execution,
Measuring project progress,
Reporting project status, and
Exercising management controls.
User Acceptance
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I. Executing the Project:
• Is the act of carrying out planned activities
• is simply the act of performing task and activities
• Kick-off Meeting
• Moving from planning into execution can be a major
obstacle in successful project delivery.
• A project kick-off meeting can facilitate the transition
from planning activities and tasks to executing them.
• Enhances execution by focusing the team on the project
• it is a mile-stone when all resources needed to begin
execution are assembled and available to the team
• Provides an opportunity for communication and
establishing the commitment of the team and
stakeholders to the success of the project 3
• Project kick-off meeting will enable the
Project Manager to:
• Confirm key resources
• Ensure ground rules
• Review project statements and objectives
• Review the project plan
II. Measuring the Project Progress
• Can provide assurance that the project is progressing as planned or reveal the
need to intervene and take action
• Common areas to monitor typically include:
Project schedule;
Work effort;
Costs;
Issues resolution and
Changes to the project
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• Project schedule: May include all tasks and
estimated work hours for the entire project
• Work Effort: Monitoring work effort is essential
for evaluating whether the project is executing
within budget or not.
• Cost : Measuring cost requires the support of the
financial and procurement support business units
• Project Issues : One indicator of project health is
the number of open issues and their impact on
the project.
III. Project Reporting
To provide information to both executive
management and the project team members on
the status of the project
The project status report is a means of
communicating regularly the ongoing progress
and status of a project
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IV. Modify Project (Apply Management Control)
• Situations will arise that require changes to be
made to the project plans.
• The project manager’s decision-making skills are
critical when modifying the project.
• Change Control is a critical element of the
Implementation Phase
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V. User Acceptance
• Acceptance criteria for project deliverables
establishes in advance an agreed upon standard of
performance
• Acceptance criteria then become the fundamental
guideline for the design team to build a solution
that the user will find acceptable.
• The execution phase ends when the user has
agreed to accept the deliverable(s) in the state that
they exist.
• The acceptance criterion is the standard that the
user uses to judge if each deliverable is
satisfactory 9
Project Termination
Sometimes called project closeout is the last phase in the
project lifecycle
Project closeout key elements:
• Turnover of project deliverables to operations
• Redistributing resources
• Closing out financial accounts
• Completing, collecting, and archiving project records
• Documenting the successes of the project
• Documenting lessons learned; and
• Conduct Post Implementation Review
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Five reasons why we need to do documentation or maintain
repository:
• Reference for future changes in deliverables
• Historical record for estimating duration and cost
in the future projects, activities and tasks.
• Training resource for new project managers
• Input for further training and development of the
project team
• Input for performance evaluation
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Project monitoring and evaluation
• What is Project Evaluation?
• Evaluation is judging, appraising, or determining the
worth, value, or quality of a project whether it is
proposed, ongoing, or completed
• Relevance refers to the appropriateness and importance
of goals and objectives in relation to assessed needs.
• Effectiveness refers to the degree to which goals have
been achieved
• Efficiency refers to the cost-effectiveness of activities.
• Impact refers to the broad, long-term effects of project.
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The differences of Monitoring to Evaluation
• Monitoring:
• Measures whether the project is on track
• Concentrates on the short-term performance
• Is a continuous process
• Evaluation:
• Questions whether it is on the right track
• looks more at the overall project
purpose/objectives
• Examines longer-term effects of the project
• Is a periodic event
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Reasons why evaluations are carried out
To measure progress and effectiveness;
To look at costs and efficient use of resources
To find out if it is necessary to change
To learn from what has happened
To improve performance
To make choices and decisions
To learn lessons
To increase accountability
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Evaluation Criteria
• Effectiveness:
• How far is the project achieving objectives?
• Efficiency:
• What is the cost of achieving the objectives?
• Relevance:
• Is the project relevant?
• Impact:
• What are the effects of the project?
• Sustainability:
• Will project activities and benefits continue after external support
is withdrawn?
• Progress:
• Is the project achieving the original objectives, or have these
changed? 15
