Monitoring and Controlling Process Group Flashcards
Define Monitoring and Controlling Process Group
Process required to track, review and regulate the progress and performance of the project
Monitoring is collecting performance data, producing performance measures and reporting that performance information
Controlling is comparing planned vs actual; analyzing variances, assessing trends, identifying required changes and recommending corrective action
Processes within the Monitoring and Controlling Process Group
Monitor and Control Project Work (Integration); Perform Integrated Change Control (Integration); Validate Scope (Scope); Control Scope (Scope); Control Schedule (Schedule); Control Cost (Costs); Control Quality (Quality); Control Resources (Resources); Monitor Communications (Communications); Monitor Risks (Risks); Control Procurements (Procurements); Monitor Stakeholder Engagement (Stakeholder)
Define a constraint
Anything that limits project team’s options
Define Monitor and Control Project Work
Process of the Integration Knowledge group;
The process of tracking, reviewing and reporting the progress to meet the performance objectives defined in the project management plan
Inputs of Monitor and Control Project Work
Project Documents: Schedule Forecasts, Cost Forecasts
Work Performance Information
Outputs of Monitor and Control Project Work
Work Performance Reports; Change Requests, Project Management Plan Updates, Project Documents Updates
Define Perform Integrated Change Control
Process of the Integration Knowledge group;
process of reviewing all change requests; approving changes and managing changes to deliverables, project documents and the project management plan; and communicating the decisions
Inputs of Perform Integrated Change Control
Project Management Plan: Change Management Plan
Tools and techniques of Perform Integrated Change Control
Decision Making: autocratic decision making
Meetings: Change Control Board
Change Control Tools
Steps in the Change Control Process
- Prevent the root cause of changes
- Identify the change with documentation
- Evaluate the impact of the change
- Issue the change request to the CCB
- Perform Integrated Change Control (get CCB approval)
- Update change request log and project documents to reflect the change
- Communicate the change (and impacts) to stakeholders and get buy-in
- Direct and manage the project according to the new plan
Define configuration management
a version of control system for the product of the project. (3) specific activities are required:
- Identification: selection and identification of a configuration item
- Status accounting: information is recorded and reported as to when appropriate data about a configuration item should be provided
- Verification and audit: Comparison or requirements with the results of tests and analyses
Outputs of Perform Integrated Change Control
Approved Change Requests
Project Management Plan Updates
Project Document Updates: Change log
What document do we refer to for guidance on change control procedures?
Change Management Plan
Define Validate Scope Process
Process of the Scope Knowledge group;
process of formalizing acceptance of the completed project deliverables
Inputs of Validate Scope
Verified Deliverables: deliverables that are completed and checked for correctness via the Control Quality process
Work Performance Data
Tools and Techniques of Validate Scope
Inspection
Outputs of Validate Scope
Accepted deliverables: deliverables that meet acceptance criteria are formally approved and accepted by the customer or sponsor
Work Performance Information
Change Requests
Project Documents Updates
Who signs off on deliverables?
Whoever was identified on the charter or scope management plan
Define Control Scope
Process of the Scope Knowledge group;
The process of monitoring the status of the project and product scope, and managing changes to the scope baseline
Tools and Techniques of Control Scope
Variance Analysis: What was supposed to happen compared to what actually happened
Define gold plating
Initiated by project members; occurs when additional features are added by team members, which were not part of the requirements. This should be avoided.
Define Scope Creep
Initiated by customer; Uncontrolled expansion of product or project scope without adjustments (time, cost and resources)
Outputs of Control Scope
Work Performance Information,
Change Requests,
Project Management Plan Updates,
Project Documents Updates: requirements documentation, requirements traceability matrix, lessons learned register, issue log
How is the project and product scope measured?
Project Scope: against project management plan
Product Scope: against product requirements
Define Control Schedule
Process of the Schedule Knowledge group;
process of monitoring the status of the project to update project progress and manage changes to the schedule baseline
Inputs of Control Schedule
Project documents: project calendars
Tools and Techniques of Control Schedule
Data analysis: iteration burn down chart, performance reviews, what-if scenario analysis, earned-value anaylsis
Outputs of Control Schedule
Work Performance Information
Schedule Forecasts
Change Requests
Project Management Plan Updates: schedule baseline, schedule management plan, cost baseline
Projects Documents Updates: Schedule data
Define resource leveling
FLEXIBILITY IN THE SCHEDULE; used to adjust the resource schedule when resources have been over-allocated; often lets the schedule slip in order to level out resource utilization; a histogram (bar chart) is the tool used to do this
Define resource smoothing
ZERO flexibility; used to adjust the activities within the schedule to keep resources from exceeding limits, with resource smoothing, the completion date is not delayed
Define Control Costs
Process of the Cost Knowledge group;
the process of monitoring the status of the project to update project budget and manage changes to the cost baseline
Define Planned Value
Budgeted value of work planned to be done
Define Earned Value
Budget value of work actually complete
Define Actual Cost (total)
Actual cost of work completed
Define Budget at Completion
Total cost baseline
Define Estimate at Completion
Updated total cost forecast (based on progress)
Define Estimate at Complete
Expected costs remaining (now until end)
Define Variance at Completion
Expected Variance over/under budget
What is the most important metric?
CPI; Cost Performance Index: tells efficiency with organization’s money
