Monitor & Control Monitor & Control Monitor & Control consists of the processes used to track, review, and orchestrate project progress, identify areas where changes are required, and initiate/implement those changes Unlike Scoping and Executing, Monitor & Control applies to the entire life-cycle of the project, as shown above 2 Monitor & Control CDOT Process Groups and Project Delivery Plan Mapping Transition to Project Delivery Plan Execute Monitor & Control Construction 1 Risk Management Monitor & Control Risks Transfer Active Risks 2 Roles & Responsibilities 3 Scope Management Monitor & Control Scope 4 Cost Management Control Costs 5 Schedule Management Control Schedule 6 Change Management Control Changes 7 Procurement Management Manage Procurements Control Contracts/TOs Closeout Contracts/TOs 8 Communications Manage Control Communications Transfer information Management Communications 9 Quality Management Conduct Quality Assurance Control Quality 10 Transition to Best Practices Archive Construction Records 3 Monitor & Control The following topics will be discussed: • How does a Project Manager Monitor and Control a project? • Change Management • Summary 4 Monitor & Control PMs monitor and control projects by: • Regularly communicating with the project team (team meetings) • Updating/reviewing/analyzing tracking tools as planned in the PDP, including the AID-Change Log, etc., as well as the Risk Workbook • Reviewing/updating project status via systems (SAP) and reports 5 Monitor & Control: SAP Project Portal Project information is available in SAP via the Project Portal 6 Monitor & Control: SAP Project Portal A ‘one-stop shop’ for preconstruction and construction data including: project, personnel, funding, end dates, budget, milestones and construction drawdowns and expenditures, etc. 7 Monitor & Control: SAP Project Portal Keeping Project Data up to date is important for a number of reasons. Project data is rolled up and reported by Residencies, Programs, Regions, & Portfolios, in a series of reports that support “management by exception.” (vs. exceptional) This one of 10 standard reports now available on a Google Team Drive and distributed to PMO Reps. 8 Monitor & Control: SAP Project Portal How might your project end up as an “exception?” • Missing or out-of-date milestones • Drawdowns not equal to Form 65 • Current date exceeds FHWA end date • Contractor plans to spend more than amount encumbered (for Incrementally Encumbered projects only) 9 Monitor & Control: Cost Monitor Costs: • Make sure that only staff working on the project are charging to it • Compare Expenditures to Budgeted amounts – Identify variances – how much work has been accomplished compared to expenditures? – Monitor balance – is the budget sufficient? Project Planned 10 Monitor & Control: Cost Cost Monitoring also applies to the construction budget. As a project progresses through the preconstruction milestones: • Use the PCPT to update the Base Estimate for Construction Items • Compare the revised estimate to the Project Planned budget 11 Monitor & Control: Schedule Update the Schedule with changes and actual progress: • Compare dates to the current Baseline Schedule (reflects approved changes) for: – Deliverables – Milestones, etc. • Monitor the critical path and changes in float/slack for the Ad Date as compared to the Late Ad Date Remember to update Forecast Milestones in SAP 12 Monitor & Control: Change Management When changes are identified, implement the Change Management Plan: • Analyze impact of the proposed change to schedule, costs, scope • Comply with documentation and approval requirements • Escalate decision-making as needed Follow the Communication Plan to notify: • Project Team • Management • Internal & External Stakeholders 13 Summary Monitor and Control includes the processes that help a PM: • Track the status of a project • Identify and analyze changes • Properly implement changes 14 Questions/Discussion 15.