Monitor and Control

Monitor & Control consists of the processes used to track, review, and orchestrate project progress, identify areas where changes are required, and initiate/implement those changes. Unlike Scoping and Executing, Monitor & Control applies to the entire lifecycle of the project.

Project Managers Monitor and Control projects by:

  • Communicating frequently with the project team including holding regular team meetings
    Updating/reviewing/analyzing tracking tools as planned in the PDP, including the Action/Issue/Decision-
  • Change Log as well as the Risk Workbook
  • Reviewing/updating project status. The SAP Project Portal provides a ‘one-stop shop’ for preconstruction and construction data including project, personnel, funding, end dates, budget, milestones and construction drawdowns, expenditures, and more.

 Specifically, Project Managers Monitor and Control:

Costs by reviewing charges to the project and estimated budget needs:

  • Make sure that only staff working on the project are charging to it
  • Compare actual costs to planned expenditures
    • Identify variances, determine impacts, and take corrective action
    • Monitor the budget and amount remaining
    • At key milestones and when there are changes, update the construction estimate and compare it to the planning budget

Schedule by updating the Preconstruction Schedule with changes and actual progress information provided by the Project Team.  Be sure to:

  • Compare dates to the current Baseline for
    • Deliverables
    • Milestones, etc.
  • Monitor the critical path and changes in float/slack for the Ad Date as compared to the Late Ad Date
  • Remember to update Forecast Milestones in SAP

 Changes by following the Change Management Process:

  • Analyze the impact of the proposed change to schedule, costs, and/or scope
  • Comply with documentation and approval requirements
  • Escalate decision-making as needed
  • Follow the Communication Plan to notify:
    • Project Team
    • Management
    • Internal & External Stakeholders

Region Plan Status and Program Meetings

Regions and Program Engineers hold periodic meetings to facilitate information exchange and assess the status of their portfolio of projects. The exact frequency, structure, and requirements of these meetings is at the discretion of the Regions.  Meeting attendees typically include the Region Management Team and Specialty Unit Managers, Maintenance, and the Business Office Manager. 

The focus of these meetings is to discuss the progress of projects and critical project details including scope, schedule, and budget, and issues and concerns.  Resident Engineers should be prepared to discuss the latest information on their projects.