Mastering the Art of Project Control in Project Management
Project control is the steering wheel of project management, guiding projects to their successful completion. It involves monitoring, evaluating, and influencing the progress and performance of a project to ensure that everything aligns with the plan. Effective project control can mean the difference between a project that soars and one that stumbles. In this exploration of project control types, we’ll delve into the various methods that project managers use to keep their projects on track, on time, and within budget.
Understanding the Spectrum of Project Control Techniques
Project control is not a one-size-fits-all discipline. It encompasses a range of techniques, each suited to different project environments and objectives. Below, we’ll dissect the most prominent types of project control, providing insights and examples to illustrate their application in the real world.
Scope Control
Scope control is the process of managing changes to the project scope, which includes all the work required to complete the project. It is a critical component of project control, as unmanaged changes can lead to scope creep, delays, and cost overruns.
- Change Control Boards (CCBs): These are groups responsible for reviewing and approving changes to the project scope. They ensure that any modifications align with project goals and do not negatively impact the budget or timeline.
- Scope Baseline Updates: As changes are approved, the scope baseline must be updated to reflect the new direction of the project. This ensures that all team members are working towards the same objectives.
Cost Control
Cost control involves managing the budget and expenditures of a project. It ensures that the project does not exceed its financial resources and that funds are allocated efficiently.
- Earned Value Management (EVM): This technique combines scope, schedule, and resource measurements to assess project performance and progress. It provides a comprehensive view of the project’s health in financial terms.
- Variance Analysis: By comparing actual costs to budgeted amounts, project managers can identify areas where the project may be over or under budget and make necessary adjustments.
Schedule Control
Schedule control is the process of monitoring the project timeline and ensuring that tasks are completed as planned. Delays in one area can have a ripple effect, causing the entire project to fall behind.
- Gantt Charts: These visual tools help track project schedules by showing task durations, dependencies, and progress. They are essential for communicating the timeline to team members and stakeholders.
- Critical Path Method (CPM): This analytical tool identifies the sequence of crucial tasks that determine the project’s duration. By focusing on these tasks, project managers can prevent delays that would affect the entire project.
Quality Control
Quality control ensures that the project’s deliverables meet the required standards and satisfy stakeholder expectations. It involves regular testing and inspection throughout the project lifecycle.
- Quality Audits: These are structured reviews of the project’s processes and deliverables to ensure they meet predefined quality standards.
- Statistical Process Control (SPC): This method uses statistical methods to monitor and control the quality of the project’s outputs. It helps in identifying trends that may indicate potential quality issues.
Risk Control
Risk control involves identifying, analyzing, and mitigating potential risks that could impact the project. It is a proactive approach to prevent issues before they occur.
- Risk Registers: These are comprehensive lists of identified risks, their severity, and the actions taken to mitigate them. They are continuously updated as new risks emerge.
- Risk Response Planning: This process involves developing strategies to deal with risks, whether by avoiding, transferring, mitigating, or accepting them.
Communication Control
Communication control is about ensuring that information flows effectively among all project stakeholders. It involves establishing communication plans and protocols to keep everyone informed and engaged.
- Communication Plans: These outline who needs to receive information, what information they need, when they need it, and how it will be delivered.
- Stakeholder Engagement: Regular updates and meetings with stakeholders help maintain their involvement and support for the project.
Real-World Applications and Case Studies
Let’s look at how these project control techniques are applied in real-world scenarios, providing tangible examples of their effectiveness.
Scope Control in Action: The Big Dig
The Central Artery/Tunnel Project, commonly known as the Big Dig, was a megaproject in Boston that faced significant scope control challenges. The project’s scope expanded dramatically from its initial conception, leading to substantial cost overruns and delays. A robust change control process could have helped manage these changes more effectively, keeping the project closer to its original budget and timeline.
Cost Control Success: The Sydney Opera House
The iconic Sydney Opera House is another example of a project that struggled with cost control. The original budget was AUD 7 million, but the final cost exceeded AUD 100 million. Employing EVM from the project’s outset might have provided early warning signs of cost overruns, allowing for corrective actions to be taken sooner.
Schedule Control Triumph: The Shard
The construction of The Shard in London is an example of successful schedule control. Despite the complexity of the project and the challenges of building in a congested urban area, The Shard was completed on time. This success can be attributed to meticulous schedule management, including the use of Gantt charts and the CPM.
Quality Control Excellence: Toyota Production System
The Toyota Production System is renowned for its emphasis on quality control. Through techniques like SPC and continuous improvement (Kaizen), Toyota has achieved high levels of quality and efficiency in its manufacturing processes.
Risk Control in Aerospace: NASA’s Risk Management Approach
NASA’s approach to risk control in its space exploration projects is a testament to the importance of this discipline. By using comprehensive risk registers and detailed risk response planning, NASA mitigates the risks inherent in space travel, ensuring the safety of its missions and astronauts.
Communication Control in IT: Agile Methodology
In the world of IT project management, Agile methodology emphasizes communication control through daily stand-up meetings, sprints, and retrospectives. This approach keeps team members aligned and responsive to changes, leading to more successful project outcomes.
FAQ Section
What is the difference between project control and project monitoring?
Project monitoring is the process of collecting data and tracking project progress. Project control goes a step further by using this information to influence and direct the course of the project.
How often should project control activities be performed?
Project control activities should be performed regularly throughout the project lifecycle. The frequency will depend on the project’s complexity, duration, and the dynamic nature of its environment.
Can project control save a failing project?
While project control can help identify issues early and provide a chance to correct course, it is not a guarantee that a failing project can be saved. However, it increases the likelihood of recovery by providing clear insights into the project’s performance.
Is project control only necessary for large projects?
No, project control is essential for projects of all sizes. While the methods and tools may differ, the principles of controlling scope, cost, schedule, quality, risk, and communication apply universally.
How do you balance the need for control with the need for flexibility in a project?
Balance is achieved by establishing clear control processes while allowing for adaptability. Agile project management methodologies are an example of how control and flexibility can coexist effectively.
References
For further reading and a deeper understanding of project control techniques, consider exploring the following resources:
- Project Management Institute. (2017). A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Sixth Edition.
- Kerzner, H. (2017). Project Management: A Systems Approach to Planning, Scheduling, and Controlling.
- Wysocki, R. K. (2014). Effective Project Management: Traditional, Agile, Extreme.
- Office of Government Commerce (OGC). (2009). Managing Successful Projects with PRINCE2.
These references provide comprehensive insights into project management best practices and the application of project control techniques across various industries and project types.
