MONITORING AND CONTROL

GROUP MEMBERS
NAME ROLLNO

MOHSIN MEHBOOB S20-0216

USAMA RAHEEM S20-0228

MUHAMMAD TOUSEEF S20-0225

MOAZZAM ALI SATTI S20-0237

Project monitoring and controlling activities help project managers and team members to keep the project
on track. Project monitoring and controlling, unlike the other phases, is done from the beginning until the
end of the project. Project Monitoring and Control also involves tracking the project’s performance
against its objectives and ensuring that the project is meeting its goals. This process helps to ensure that
the project is completed on time and within budget, and that the project’s objectives are met.
 Monitoring
Monitoring involves the systematic tracking and observation of project activities, processes, and outputs. It
focuses on collecting data and information about the project's progress, performance, and compliance with
the project plan. Monitoring is an ongoing process throughout the project lifecycle and provides real-time
information about the project's status.
Key activities in monitoring include:
 Collecting Data
 Tracking Progress
 Analyzing Trends
 Reporting
 CONTROLLING

Controlling involves comparing the actual project performance and progress against the planned
objectives and taking corrective actions to address any deviations. It focuses on ensuring that the project
stays on track and meets its goals. Key activities in controlling include:

 Performance Measurement
 Variance Analysis
 Corrective Actions
 Change Management:
 ROLE OF MONITORING AND CONTROL
Monitoring and control are critical aspects of software project management as they ensure that a project is
completed on time, within budget, and to the required quality standards. Here are some reasons why
monitoring and control are important in software project management:

• Keeps the project on track: Monitoring and control help to keep a project on track by identifying
potential problems or issues early in the project life cycle. This enables project managers to take
corrective action before the problem becomes too big or too expensive to fix.
• Helps manage risks: Risks are an inherent part of any software project, and monitoring and control can
help to identify and manage risks effectively. Project managers can take proactive steps to mitigate risks
and avoid potential issues that could derail the project.

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 CONT
Ensures quality: Monitoring and control are essential for ensuring that the software product meets the
quality standards set by the client. By monitoring the development process and conducting quality
checks, project managers can ensure that the final product meets the required quality standards.

Provides visibility: Monitoring and control provide visibility into the project status, progress, and
performance. This enables project managers to make informed decisions and take corrective action if
necessary.

Helps manage resources: Monitoring and control help to manage project resources, including people,
time, and budget. By monitoring resource usage and performance, project managers can optimize
resource allocation to ensure the project is completed within budget and on time.
 TOOLS AND TECHNIQUES

There are several tools and techniques available for monitoring and controlling a software project,
including:
• Gantt charts
• Earned value management (EVM)
• Performance metrics
• Risk management
• Agile methodologies
 CHALLENGES
While monitoring and control are essential for successful project management, there are several
challenges that project managers may encounter:
• Lack of resources: Monitoring and controlling a project requires significant resources, including
time, money, and personnel. Limited resources can make it challenging to implement effective
monitoring and control activities.
• Resistance to change: Some team members or stakeholders may be resistant to changes in
project plans or processes that result from monitoring and control activities. This can create
tension and affect project performance.
• Data overload: With so much data available from project management tools and techniques, it
can be challenging to prioritize and analyze information effectively. Project managers may
struggle to identify the most critical issues that require immediate attention.
 CONT
• Incomplete data: Incomplete or inaccurate data can lead to incorrect assumptions and poor decision-
making, which can negatively impact project performance.
• Communication breakdowns: Monitoring and control activities require effective communication
between team members, stakeholders, and project managers. Communication breakdowns can lead to
misunderstandings, delays, and poor decision-making.
• Lack of expertise: Monitoring and control activities require specific expertise, such as data analysis
and risk management. A lack of expertise in these areas can make it challenging to implement
effective monitoring and control activities.
• Unforeseen events: Unforeseen events, such as changes in market conditions or unexpected project
delays, can make it challenging to monitor and control project performance effectively.
 PRACTICES FOR MONITORING AND CONTROL

• Develop a detailed project plan: The project plan should outline the project scope, objectives,
timelines, milestones, and deliverables. This plan should be communicated clearly to all stakeholders,
including the project team and senior management.
• Establish clear metrics: Metrics should be established to measure progress and performance against
the project plan. These metrics should be clear and easily measurable, and should include both
qualitative and quantitative measures.
• Regular status meetings: Regular status meetings should be held with the project team to review
progress against the plan and discuss any issues or risks that have arisen. These meetings should be
focused and action-oriented, with clear follow-up tasks assigned to team members.
• Use project management software: Project management software can be used to track progress
against the project plan, manage tasks and timelines, and monitor resource usage. This software can
also generate reports and alerts when issues or risks arise.
 CONT
• Continuous risk management: Risk management should be an ongoing process
throughout the project lifecycle. Risks should be identified, assessed, and managed
proactively to minimize their impact on the project.
• Regular communication with stakeholders: Regular communication with stakeholders,
including senior management, project sponsors, and end-users, is essential for successful
project monitoring and control. This communication should be open, honest, and
transparent, and should focus on progress against the project plan, risks, and issues.
• Continuous improvement: Project monitoring and control should be an iterative process,
with regular reviews of progress and performance against the project plan. Lessons learned
should be documented and used to improve future projects.