📘 Section 35: Monitoring and Controlling the Project Work

Monitoring and Controlling the Project Work is a process in the Monitoring and Controlling Process Group. It ensures the project stays on track with the baseline plan by monitoring progress, controlling changes, and evaluating performance. This process is continuous and critical for identifying variances and taking corrective actions.

Key Aspects of Monitoring and Controlling Project Work

1. Inputs

• Project Management Plan: Provides baselines and subsidiary plans to measure progress.
• Project Documents: Includes lessons learned, issue logs, and risk registers.
• Work Performance Information (WPI): Analyzes progress reports, milestones, and metrics.
• Agreements: Ensures compliance with contractual obligations.
• Organizational Process Assets (OPAs): Includes guidelines, policies, and performance measurement tools.

2. Tools and Techniques

• Data Analysis:
  • Trend Analysis
  • Variance Analysis
  • Earned Value Management (EVM)
• Decision-Making: Using tools like decision trees or multi-criteria decision analysis.
• Meetings: Progress reviews, status updates, and issue resolution discussions.
• Expert Judgment: Obtaining insights from experienced professionals.

3. Outputs

• Work Performance Reports: Provides actionable insights to stakeholders.
• Change Requests: Documented requests for corrective or preventive actions.
• Project Management Plan Updates: Updates to baselines or subsidiary plans.
• Project Documents Updates: Includes updates to risk registers, issue logs, and other documents.

Key Objectives

1. Measure Progress: Track activities against the schedule, cost, and scope baselines.
2. Identify Variances: Highlight deviations from the plan and analyze their causes.
3. Implement Corrective Actions: Take steps to realign the project with its objectives.
4. Communicate Performance: Share updates with stakeholders through performance reports.

Examples of Monitoring and Controlling Work

Example 1: Schedule Monitoring

• The project manager reviews the schedule variance in an Earned Value Management (EVM) report and identifies that a task is delayed by two weeks. Corrective action is taken to reassign resources to catch up.

Example 2: Budget Control

• A project’s cost variance exceeds the planned budget. The project manager uses trend analysis to forecast future costs and presents a change request to adjust the budget baseline.

Example 3: Issue Resolution

• A stakeholder raises a concern about quality. The project manager reviews quality metrics and addresses the issue through corrective actions documented in the issue log.

Scenario-Based PMP Questions

1. Monitoring Progress

Scenario: During a project status meeting, you notice the earned value (EV) is $50,000, and the planned value (PV) is $60,000. The cost performance index (CPI) is 1.1.
Question:
What should the project manager focus on first?
a. Update the schedule baseline to match the earned value.
b. Analyze the schedule variance and identify the cause of the delay.
c. Issue a change request to increase the budget.
d. Escalate the issue to the sponsor.
Correct Answer: b. Schedule variance (SV = EV - PV) indicates the project is behind schedule, which requires analysis and corrective action.

2. Controlling Changes

Scenario: A key stakeholder requests a major change to the project scope. The project is 50% complete, and implementing the change will impact the schedule and budget.
Question:
What is the first step the project manager should take?
a. Implement the change to meet stakeholder expectations.
b. Analyze the impact of the change and submit a change request.
c. Reject the change due to its potential impact on the project.
d. Update the risk register to include the requested change.
Correct Answer: b. The change’s impact must be analyzed before approval or rejection.

3. Corrective Actions

Scenario: The project team identifies a deliverable that does not meet quality standards, potentially delaying the project’s next phase.
Question:
What should the project manager do next?
a. Record the issue in the issue log and assign a team member to resolve it.
b. Submit a change request to extend the schedule.
c. Proceed with the next phase while resolving the quality issue.
d. Escalate the issue to the quality assurance department.
Correct Answer: a. The issue must be documented and assigned for resolution to prevent delays.

4. Reporting to Stakeholders

Scenario: A stakeholder requests an update on the project’s performance against its baselines.
Question:
What document should the project manager provide?
a. Work Performance Information
b. Work Performance Data
c. Work Performance Reports
d. Lessons Learned Register
Correct Answer: c. Work performance reports provide summarized information for stakeholders.

5. Handling Variances

Scenario: The project’s actual cost (AC) is higher than planned, but the earned value (EV) exceeds the planned value (PV).
Question:
What does this indicate, and what should the project manager do?
a. The project is over budget and behind schedule; escalate to the sponsor.
b. The project is under budget but ahead of schedule; review resource allocation.
c. The project is over budget but ahead of schedule; analyze cost and implement corrective actions.
d. The project is on track; continue as planned.
Correct Answer: c. Higher AC indicates cost overrun, but EV > PV suggests the project is ahead of schedule.