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Project Control Process

Saving time and money during project planning and execution is akin to eating when you are hungry; it’s something you plainly need to do to grow and survive. If you are unfamiliar with how project controls are vital concerning the use of cloud-based project management software (PM software), fear not: we are here to help you wrap your head around it. According to the omniscient Project Management Body of Knowledge (PMBOK), project controls are defined as the following:

 

“Project controls are the data gathering, management and analytical processes used to predict, understand and constructively influence the time and cost outcomes of a project or program; through the communication of information in formats that assist effective management and decision making.”

Introducing Project Control !

Project Control is a formal process in project management. In most respects, there is not a lot of room for creativity in the Control Phase of project management. In other words a project management function that involves comparing actual performance with planned performance and taking appropriate corrective action (or directing others to take this action) that will yield the desired outcome in the project when significant differences exist.

 

Project planning is vital to the success of any endeavor, but even the most well-planned project will have things go wrong. Knowing this, a process must be in place to recognize discrepancies in the project. These discrepancies can involve scheduling, budgeting, resources, deliverables and other key parts of the project. However, identifying deviations is only part of the project control process.

The Project Control Process Cycle

Project planning
Converts project requirements or corrective action ideas into plans for investing resources in project activities. The term “control” does not mean a rod-of-iron dictatorial approach to team associates. Managers should fight to avoid falling into the micro management trap while still retaining control.
Project activity implementation
Project plans and requirements are communicated to and executed by project team members.
Project performance measurement
Includes measurement of project activity progress and performance.
Project performance assessment
Performance measurements are compared to the plan, and corrective, mitigating, or improvement actions are taken as may be determined.
    Rather it refers to the system in place that will help project managers keep the overall project under control when unanticipated circumstances affect it. Because in normal situations, deviations from the project plan can be expected, a mechanism must be in place to prevent deviations from snowballing into major crises. To do this, a project process control system involves the following:
    • Communication. Without an adequate communication plan in place, project managers will have difficulty acquiring the information necessary to identify deviations from the project plan and will thus be unable to develop plans for minimizing the effects of those deviations. After all, fixing something is difficult when no one recognizes that it is broken.
    • Corrective action. What will be done to bring the project back into control? When project variables change unexpectedly, those changes must not require the entire project to collapse. Process control should have a system of corrective action that keeps the project on schedule, on budget and in line with quality objectives.
    • Stakeholders. When corrective measures must be taken, often, some sacrifice is required. Rather than making a unilateral decision on project priorities, the priorities of the stakeholders should be understood and taken into consideration. By thinking of the stakeholders, project control can maximize overall satisfaction with the project’s performance.