Monitor and Control Phase

The primary purpose of the Monitor & Control Phase is to compare and verify deliverables against the project plan and the requirements. These activities are performed throughout the project; however, the majority of this work is done concurrently with the Execute Phase. Risk and Change Management Plans developed during the Plan Phase are put to use now to ensure the success of the project. At times, during this Phase, a Project Manager may find that a given risk or problem forces revisiting the Plan Phase because some unforeseen risks or issues come up that may make the project, as planned, unable to reach completion. Once deviations from the project plan are detected, corrective and preventative actions are recommended to bring the project back into alignment with the project plan. Any changes to the configuration of a deliverable or to the baseline elements of the project plan must be made with great deliberation to safeguard a successful project outcome. Quality control is performed throughout the Intake, Initiate, Plan, Execute, Deploy, Close, and Monitor and Control Phases.  Following the Communication Plan is key to the success of this Phase.  A link to Project Management Life Cycle templates/tools/examples referenced on this page is available here and at the bottom of this page.

MONITOR & CONTROL Phase Activities

Provide Regular Status Reports as Outlined in the Communications Plan The value of regular status reports cannot be overstated.  The key is to keep the receivers (there will be multiple levels) of the reports as the focal point, communicating the information that will be most helpful to them--the true status of the project, including accomplishment, issues, risks, scope changes, and so on.  The status reports should convey information that is useful in the decision-making process.
Track and Manage Project Issues and Risks Maintain a complete tracking log for all issues and risks, including those that have been resolved.  Encourage team members to submit issues proactively.
Conduct Project Change Management

Follow the Change Management Plan, developed in the Plan Phase, which established the processes to be used to manage and control change.  Track project change control requests required for scope changes from the initial plan, and seek authorization from relevant stakeholders.  Change requests must be formally submitted in writing and include estimates of effort, time and cost required to implement the change.  A Change Control Log is used to maintain a list of Change Requests submitted along with their disposition.

PerformQuality Management Monitor project deliverables and performance goals to ensure that the required results established in the performance plan are delivered.  Monitor regression, functional, and stress testing.  Monitor implementation strategies and ensure user acceptance is received once training occurs.

MONITOR & CONTROL Phase Deliverables

Issues and Risks Log Completion of the Issues, Decisions, Risk, Action Log Template (from the PLAN Phase)
Change Request Log Completion of the Change Request Tracking Log Template (from the PLAN Phase)
Status Reports These reports ar completed using the schedule set forth in the Communication Plan developed in the Plan Phase.  The 'Update Status' feature in TeamDynamix is the recommended method for generating a delivering status reports to stakeholders.  A more detailed, comprehensive Status Report Template is used for Long Range Technology Plan (LRTP) projects.  A template and an example are referenced below.
 

Additional Resources

Project Status Report Template - LRTP

This template is used for LRTP project status reporting.  Using the TeamDynamix 'Update Status' feature is recommended for creating project status reports for UNH; however, this alternative template may useful for conveying status on multi-phase/multi-year projects where the audience needs additional information.  You may customize it to meet the needs of your stakeholders.

Lessons Learned Data Collection Tool This tool is designed to collect information needed for the Lessons Learned Report that is a deliverable in the Close Phase.
Example: LRTP Status Report IdM Phase 2 This document is a completed example of the LRTP Project Status Report Template.