proj contol process

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Advanced Capital ProjectManagement

23 rd to 30 th July 2007Kuala Lumpur

International Centre for Training & Development



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PROJECT CONTROLPROCESS

ADVANCED CAPITAL PROJECTMANAGEMENT

ICTD, Kuala Lumpur

July 2007

Facilitator: Ing. C.M.M. Aboobucker



Proj Control 3

PROJECT MANAGEMENT PROJECT CONTROL

CONTENTSProject MonitoringPerformance Reporting

Changes and Change Ctrl.Resource ControlQuality ControlCost ControlBudget Control



Proj Control 4

THE CONTROL ENVIRONMENT

Control of a project environment involves threeoperating modes:Measuring – determining progress by formal and

informal reporting; Evaluating – determining cause of deviationsfrom the plan; Correcting – taking actions to correct.

Control is associated with the prsent, soreporting is time sensitive ro allow for correctiveaction.



Proj Control 5

CONTROL SYSTEM

PURPOSE : To ensure that the PM andthe team always has the information tomake an accurate assessment ofprogress and keep progress under control.Keep simple control system. It is the best.



Proj Control 6

CONTROLLING PROCESSES

OVERALL CHANGE CONTROL – coordinating changes across the entire project

SCOPE CHANGE CONTROL - Controlling

changes to project scopeSCHEDULE CHANGE CONTROL - Controllingchanges to project schedule

COST CHANGE CONTROL - Controlling changesto project budget



Proj Control 7

CONTROLLING PROCESSES

QUALITY CONTROL – Monitoring specific projectresults to determine if they comply with relevantquality standards & identifying ways to eliminatecauses of unsatisfactory performance.PERFORMANCE REPORTING - Collecting anddisseminating performance information. Thisincludes status reporting, progress measurement, and

forecasting.RISK RESPONSE CONTROL – Responding tochange in risk over the course of the project.



Proj Control 8

PROJECT MONITORING PROCESSLAUNCH

PROJECT

ISSUEWORK PLANS

REVIEW RISKSMONITOR TOESTABLISHPROGRESS

ISSUEWORK PLANS

DERIVE OPTIONSTO SOLVE PROBLEM

AGREE HOWPROGRESS IS

MEASURED

IS THE PLANWORKING?No Variance?

IS THEPROJECT

COMPLETE ?

REVIEW PLANDETAILS &ESTIMATES

REVIEW RISKS

UPDATE PLANDOCUMENTS

DERIVE ACTIONPLANS

YES

NONO

YES



Proj Control 9

PROJECT MONITORING

Monitoring is a checking activity to:talk to the team members to find out directly how thingsare going;encourage the team and show that the PM care aboutthem and their work;check that promised resources are in fact working onproject tasks;rapidly learn about concerns and difficulties



Proj Control 10

PROGRESSING THE WEEKLY PROGRAMMEThe example given shows the progress of operations at 5.00 p.m. on Wednedsay, 20th March.

OPNO

1

2

3

4

5

6

7

8

LABOUR& PLANT

OPERATION

PLANNEDACTUAL

PLANNEDACTUAL

PLANNEDACTUAL

PLANNEDACTUAL

LABOUR

CARPENTERS

STEELFIXERS

LABOURERS

SCAFFOLDERS

8 8 8 8 88 8 83 3 3 3 3

2 2 24 4 4 4 44 4 4

2 2 2 2 22 2 2

ERECT REINF TO COLS

ERECT FWK TO COLS

POUR CONC TO COLS

STRIP FWK TO COLS

PREPARE REINF TOBEAMS & FLOOR

ERECT FORMWORK TOBEAMS & FLOOR SLAB

FIX REINFORCEMENT TO BEAMS & FLOORS

ERECT SCA FOLDING

3 STEEL FIXERS

8 CARPENTERS

4 LABS100/200 MIXER

8 CARPENTERS

3 STEEL FIXERS

8 CARPENTERS

3 STEEL FIXERS

2 SCAFFOLDERS

CURSORKEY: PROGRAMMEWORK COMPLETED

TIME LINE

CONTRACT: AMENITY CENTRE & OFFICE BLOCK

CONTRACT NO.: WEEKLY PROGRAMME WEEK NO. 5

WEEK COMM. MAR 18TH

DAY MON TUES WED THUR FRI SAT SUNDATE MAR 18TH 19TH 20TH 21ST 22ND 23RD 24TH



Proj Control 11

WHO CONTROLS WHAT?

Yes.

Supervisor

Supervisor

Sr Engr

Supervisor

Supervisor

Sr Engr

Supervisor

Engr.

Constn Mgr

DPMConstrn

Asst Planner

Planner

Asst QS CostingOfficer

Estimator Asst QS

QS

DPMplanning

DesignCo-ord.

DesignAsst.

DesignManager

QCEngr.

QualityManager

Engr. Engr

M&EManager

Acc. Off

AdminManager

SafetyOfficer

SafetyManager

PM



Proj Control 12

PERFORMANCE REPORTING

Project



Proj Control 13

HANDLING PROJECT CHANGES

Projects are dynamic. Changes in the projectare inevitable: However, changes are not easilyallowed.

In order to control change, the following haveto be done;Maintain the performance measurement baseline;All approved changes should be incorporated in the

project plan, but project scope changes will affect theperformance measurement baseline;Ensure that changes in the scope of work are approvedand documented.



Proj Control 14

CHANGE CONTROL

Establish Change Control ProcedureDistribute to all parties concerned



Proj Control 15

RESOURCE CONTROL

ResourcesResource Allocation



Proj Control 16

COST CONTROL

COST CONTROL IS CONCERNED WITH:Influencing the factors which create changes tothe cost baseline to ensure that changes arebeneficial;Determinig that the cost baseline has

changed, andManaging the actual changes as they occur



Proj Control 17

COST CONTROL

Focus on cost measurementFor success of project cost should not exceedthe allocated budget



Proj Control 18

COST MONITORING

Cost monitoring should include accuratemeasurement of:the time spent on each task;the resources used on all tasks;

cost of materials ( including wastage )used;cost of equipment time used ( based on hourly charge );capital expnditure committed;revenue expenditure committed.

Normally these measurements are made over aspecific period of two or four weeks or by calendarmonth.



Proj Control 19

INFORMATION ON COST

For effective control information on thefollowing is required:the project budget as fixed in the businesscase;the project operating budget, a cumulative totalbased on the WBS;the costs incurred in the current accountingperiod; the costs incurred todate from the start;



Proj Control 20

INFORMATION ON COST

For effective control information on thefollowing is required:the project budget as fixed in the businesscase;the project operating budget, a cumulative totalbased on the WBS;the costs incurred in the current accountingperiod; the costs incurred todate from the start;



Proj Control 21

PROJECT FILES

ProjectFiles

Acceptance Process

Approved List of Suppliers

Progress Reports

Meeting Recordss

Project Procedures

Approved Budget

Method Statements

Stakeholder List

Project Schedule

Project Budget& Cost Data

ResponsibilityRAM Charts

Progress Reports

Project Brief and Client Records



Proj Control 22

PROJECT CONTROL PROCESS

End



Proj Control 23

proj contol process

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