Anyone who has worked on any type of project in the past knows projects can be delayed for many reasons. The reality is projects rarely go as planned. When this happens, it is time to tap into strategy for ERP project management methodology, and specifically the Monitoring and Controlling process group, as this is the group used to trigger the change requests necessary to get a project back on track.
The PMBOK, “Project Management Body of Knowledge” is a solid resource in ERP project management methodology and describes this process group in the following: “The Monitoring and Controlling Process Group consists of those processes required to track, review, and orchestrate the progress and performance of a project; identify any areas in which changes to the plan are required; and initiate the corresponding changes.”
Keeping an eye on project performance and reacting quickly and appropriately to issues is key to successfully pushing your project forward. Tasks in this process group includes the following:
- Monitor and Control Project Work
- This includes tracking, reviewing, and reporting progress to meet the performance objectives defined in your ERP project management methodology.
- Regularly assessing progress related to scope, benchmark goals, timeline, and budget, which will help ensure there are no unpleasant surprises as the project unfolds.
- Perform Integrated Change Control
- Even well-planned projects are going to require change from time to time. Therefore the following processes are essential: reviewing all change requests, approving changes, managing changes to the deliverables, and organizing process assets, project documents and the project management plan.
- Verify Scope
- Verifying the scope includes monitoring the status of the project and managing changes to the scope baseline.
- This phase also requires a re-visiting to other process groups to be sure all objectives have been met. If this is not the case, reflecting any changes is part of the follow-through needed as the project continues toward completion.
- Control Scope
- If there have been adjustments to budget, timeline, or the desired end-product, it is important to re-visit the documentation related to scope and mitigate any unresolved challenges.
- Controlling the scope also entails maintaining effective communication with stakeholders and related stakeholders, which will keep everyone updated and engaged in the project’s success.
- Control Schedule
- Schedule control involves controlling project progress adjustments and addressing any unforeseen circumstances in relation to the project schedule baseline.
- Monitoring the project properly to decrease the chances of schedule issues becoming major setbacks.
- Control Costs
- Since there is the potential for many factors to affect cost throughout the project timeline, this group must keep track of any changes in budget so communication around cost control is clear and accurate.
- Perform Quality Control
- This group must quantify and report any and all quality control issues. This action is necessary and ongoing to support the accuracy and responsiveness of the project.
- Make process adjustments based on findings during monitoring.
- Report Performance
- It is imperative this group collect and report performance data in order to complete proper forecasting with regard to timeline and phasing.
- To support positive relations, it is necessary this project group keep stakeholders aware of team progress toward benchmark goals.
- Monitor and Control Risks
- Tracking risk, responding to documented risk, and evaluating response to risk is all part of ensuring the project progresses effectively through each phase of the timeline.
- Administer Procurements
- Because team needs will change throughout the project, additional items may be required while other items and services may not be needed at all.
- In order to deliver the project within or as close to budget as possible, it is necessary to keep track of all paperwork that documents any changes in contracts.
To learn more about ERP project management methodology and how to effectively organize an ERP project and team, refer to our whitepaper “Seven Steps to Effectively Organize an ERP Project.”