Keeping Your Project on Track, Effective Monitoring and Control ( APM PFQ Microlesson )

In this focused episode, we cover the vital tools and techniques project managers use to oversee execution, a crucial area for the APM Project Fundamentals Qualification (PFQ). Monitoring and control are the heart of keeping your project aligned with its plan.

By the end of this microlesson, you'll have a clear understanding of the monitoring and control cycle, giving you the knowledge to keep your projects on budget, on schedule, and aligned with scope. Get ready to master the art of course correction!

Transcript

Welcome back to Project Management Insights. Today we're talking about a crucial step in project control. Taking our collected data and using it to update our schedules,  specifically focusing on how to manage those critical paths and unexpected deviations. 

Collecting data on project progress is a crucial first step, but its real value comes from how we use it. Once we have this information, we can transform our project schedule from a theoretical plan into a dynamic, living reflection of reality. This enables proactive management, especially concerning the critical path and any unexpected deviations. With our performance data in hand, your first action is to update the schedule to show actual work completed instead of just what was planned. This isn't merely an administrative task, it's fundamental for effective control. By seeing the actual progress laid out against your baseline, you gain immediate, clear insights into precisely how your project is performing. This updated view is absolutely vital for checking progress on the critical path. Remember from our previous discussions that any delay to an activity on the critical path will directly cause your project's overall end date to slip. Keeping a vigilant eye on these critical tasks is paramount for maintaining your schedule. Now activities not on the critical  path have float, or slack time. This means they can be delayed without immediately impacting the  project's end date. If an activity with float slips, it might not trigger immediate alarm bells for the project timeline. 

However, it's crucial not to become complacent. Delays, even on non-critical tasks, often have cost implications. Resources might be tied up longer than planned, or work might need to be expedited later. What's more, float can disappear quickly, especially if multiple non-critical activities face compounding delays. So even with float, vigilance is key. The results of our progress evaluation, particularly after our comprehensive monthly review meetings, are typically compiled into a report or presentation for the project's senior management team. This provides them with a high-level overview of project health, highlights any significant deviations from the plan, and outlines the corrective actions being taken. Clear, concise reporting ensures that all key stakeholders are informed and confident in the project's direction and management. Sometimes a problem arises that demands immediate attention. These aren't routine issues that can wait for the next scheduled review. We call these exceptions. An exception is a problem that, if not resolved quickly, will cause an immediate and significant delay to the project, or result in a budget overrun beyond agreed-upon tolerances. When an exception occurs, the process is accelerated and highly focused. 

First, the problem must be evaluated immediately, without delay. Second, a recommended way forward or a potential solution must be devised as quickly as possible. Finally, the proposed solution, along with all the critical details of the exception, is immediately escalated to the project sponsor and the steering group for a rapid decision. The ability to update schedules with actual performance data, truly understand the implications of float, report effectively to senior management, and decisively manage exceptions are all hallmarks of robust project control. By implementing these practices, project managers can ensure their projects remain resilient and on target. 

That's all for today's episode. Be sure to subscribe for more insights into the world of project management. Until next time, keep your projects governed and on track.