IT CAPSTONE PROJECT 1

MODULE 1
Project Monitoring Overview
and Development
• To define what is Project Monitoring and its
importance.
• To identify the different responsibilities of a project
manager.
• To demonstrate understanding of the following project
management tools.
• To identify the types of project monitoring.
• Project monitoring is an integral part of the 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.
• Project monitoring is focused on tracking project performance
and progress using key performance indicators (KPIs) agreed
during project planning.
• Consist of various specific measurement tools for indicating
how well teams are achieving specific goals. Project
management KPIs are generally agreed upon early in the
project.
• KPIs are usually developed following the well-
known S.M.A.R.T. criteria originally developed by George T.
Doran (Management Review, 1981) and popularized by Peter
Drucker.
• Specific. Measurable. Achievable. Relevant. Time-bound
• Performance effectiveness.
• For the accuracy, actual reflection of the
process, efficacy in delivering the outcome.
• The effects of a change can be monitored
reliably, repeatedly and accurately by KPI.
• Align progress with the plan
• Involvement of interested parties
• Customer satisfaction
• Team motivation and responsibility.
• Management of external suppliers.
• Continuous learning and improvement.
1. Study of the project, its schedule, and costs.
2. Selection of the parameters to be monitored.
3. Selection of the frequency of reporting and its format.
4. Collection of data for the parameters being monitored.
5. Analysis of the data by using appropriate monitoring
technique.
6. Presentation of the analyzed data and reporting it to the
management.
7. Review of the presented data by the management for decision
making.
• Project Manager is responsible for managing or
overseeing all aspects of a project applying the Office of
Systems Integration (OSI) Best Practices, industry
standards, principles, methods, and techniques to deliver
an information technology product, service, or system.
• (Plans) the project.
• (Oversees) and manages) all aspects and phases of a
project.
• (Ensures) deliverables and functionality are achieved as
defined in the Project Charter and subsequent plans
• (Plans), (guides), and (oversees) the day-to-day internal
activities that support the Project Office.
• (Develops) or (assists) in the development of the master
project schedule and all other project work plans.
• (Makes) policy recommendations to management on sensitive
or complex issues.
• (Works) with control agencies to comply with state
administrative requirements.
• (Conducts) presentations or briefings on aspects of the
project(s) to Executive management and may testify before
committees, control agencies, review boards, and/or the
legislature.
• (Conducts) presentations or briefings on aspects of the
project(s) to Executive management and may testify
before committees, control agencies, review boards,
and/or the legislature.
• (Manages) IT activities.
• Verbal communication
• This is probably the most effective mode of communication. Among its
advantages is that it is quick, and its presentation can be adapted to
concerns and questions of the audience.
• Written communication
• This is probably the most reliable mode of communication. Among its
advantages is that it provides clear data and removes the possibility of any
misunderstandings.
• Meetings
• The very nature of project management makes it inevitable that certain meetings are
convened to communicate and share project information. Collection of data for the
project monitoring can even require meetings with different players involved with project
implementation.
• Reports
• The monitoring reports are important since they are an essential part of project
monitoring. Activities undertaken, inputs supplied, funds disbursed etc. have to be
recorded and accounted for in the reports.
• Diary notes
• While many of the people involved in project monitoring do not use this mode of
recording information, it remains an important option. It is essential to record key
decisions, which may have been made at formal or informal meetings.
• Process monitoring
• Process monitoring is implemented during the initial stages of a project as
its sole purpose is to track the use of inputs and resources, along with
examining how activities and outputs are delivered.
• Compliance monitoring
• The purpose of compliance monitoring is to ensure compliance with donor
regulations, grant, contract requirements, local governmental regulations
and laws, ethical standards, and most importantly compliance with the
expected results of the project.
• Context monitoring
• It tracks the overall setting in which the project operates. Context
monitoring helps us identify and measure risks, assumptions, or any
unexpected situations that may arise within the institutional, political,
financial, and policy context at any point during the project cycle.
• Beneficiary monitoring
• Its primary purpose is to track the overall perceptions of direct and
indirect beneficiaries in relation to a project. It includes beneficiary
satisfaction or complaints with the project and its components, including
their participation, treatment, access to resources, whether these are
equitable, and their overall experience of change.
• Financial monitoring
• The main purpose of financial monitoring is to measure financial efficiency
within a project. It tracks the real expenditure involved in a project in
comparison to the allocated budget and helps the project team to form
strategies to maximize outputs with minimal inputs.
• Organizational monitoring
• tracks institutional development, communication, collaboration,
sustainability and capacity building within an organization and with its
partners and stakeholders in relation to project implementation.
• Results monitoring
• This is where monitoring entwines with evaluation. It gathers data to
demonstrate a project’s overall effects and impacts on the target
population. It helps the project team to determine if the project is on the
right track towards its intended results and whether there may be any
unintended impacts.
• is a project management tool
assisting in the planning and
scheduling of projects of all
sizes and they are a useful
way of showing what work is
scheduled to be done on a
specific day. They also help
you view the start and end
dates of a project in one
simple view.
• Establish the initial project schedule
• Allocate resources
• Make project adjustments
• Monitor and report progress
• Control and communicate the schedule
• Display milestones
• Identify and report problems
• Project Management Institute. (2017). A Guide to the Project
Management Body of Knowledge (PMBOK® Guide).
• Harold Kerzner. (2017). Project Management Metrics, KPIs, and
Dashboards: A Guide to Measuring and Monitoring Project
Performance 3rd Edition.
• Thomas Keane. (2017). Project Management: Proven Principles in
Agile Project Management for Successful Managers and Businesses
(Project Management 101).
• Badiru, A.B, Rusnock, C. F, Valencia, E.V. (2016). Project
Management for Research: A Guide for Graduate Students.