Here in this section, you should be recommending to the management of Touprom on how to monitor and control the project to ensure that it will be implemented smoothly and the deliverables can be achieved.
The function of project monitoring is to provide updated information about the project during the implementation stage to the project stakeholders; while the function of the project control is to take actions to steer the project back to the project plan.
Note that in my notes, I have mentioned that project control is important to ensure that:
a.) Project tasks are implemented within the agreed scope
b.) Project is completed within the duration and budget
c.) Project is completed within the expected quality and/or performance requirements
Some of the key words associated with project monitoring & control are:
a.) Milestones
What are the milestones you will need to set up? As previously noted, milestones are incorporated into the overall project schedule to facilitate the control and monitoring of the project. Milestones are usually the major achievements within the project.
In the context of this assignment, milestones can include:
i.) Complete execution of the purchase or rental agreement for the land to site the depot
ii.) Completion of the engineering design of the physical depot
iii.) Handover of the physical depot by the contractor to the client (i.e. Touprom) upon the complete construction, testing and commissioning of the depot
iv.) Completion of the mobilisation of all rental equipment into the depot
b.) Progress reporting - What to report? How to report? Who to report to?
Progress reports are documents that the Project Manager needs to prepare regularly (daily, weekly, fortnightly or monthly) to monitor and communicate the progress of the project to his/her Project Team as well as the client and other stakeholders.
In preparing the progress reports, team members will need to report to the PM on the progress of each of their areas of responsibilities. These information is then combined to produce the overall progress report.
Progress are usually measured as amount of work done and amount of budget spent. These two quantities are also compared with each other to ensure that the budget are spent appropriately.
Real progress of the project will also be measured against the scheduled completion time and cost to see whether the project is ahead of time, on-time or behind time and under-cost, within cost or over-cost.
If the project is behind time, actions must also be highlighted to catch up with the lost time. If the project is over-cost, preemptive measures must also be taken to prevent the project to run out of funds before completion.
Use of graphics such as bar charts is always useful to give a quick representation of the progress.
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