2 management - School of International Business and ...

Wolfgang Cronenbroeck
The earlier plan deviations are discovered, the more successful the control measures can be in
counteracting them. Every project team member is therefore responsible to recognize threaten-
ing deviations early, and to counteract them within the framework of their ability to change it. If
the employee cannot fix the problem on their own, or the deviation concerns other areas of the
projects, the project team member must escalate the problem within the project organization; that
means to direct to the (segment) project manager.
The following basics must be considered for monitoring and controlling projects:
– It is necessary to have continuous acquisition of information about the status of the project
within the context of project monitoring in order to possess information about project sta-
tus at all times.
– The project manager must step in if the project could exceed scheduled times or budgets.
– The project manager must step in if there are problems in accomplishing individual project
results.
– The project manager must manage project risks to schedules, budgets or results.
– Larger, recognized deviations or required changes to project goals must directly be com-
municated to the client and the decision-making committee.
– Changes to project plans and project goals must be documented in a traceable manner.
– The course of the project cannot be left to run on its own. One must actively control and
influence it.
The activities of project monitoring and control are carried out more than once; rather, this is a
continuous process. The cycle time is established in the kick-off meeting, and can last over a few
weeks or months. For most projects, however, a monthly cycle is recommended.
2.3.1 PROJECT MONITORING
Project monitoring is carried out on the basis of realistic project plan data. In this process, at pre-set
times, the plan data (target values) are compared with the actually achieved results (actual values).
Project monitoring is assumed by the project manager, and focusses on the project's results and
the course of the project. One must determine when monitoring project results, to what degree set
– Project goals
– Quality requirements
have been achieved.
One must determine when monitoring project results, to what degree set
– Schedules
– Budgets (costs)
– Capacities
have been adhered to as compared to plan values.
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