Controlling projects: The Management Process Chapter 11 Controlling projects: The Management Process

Control It is the last element in the implementation cycle of planning-monitoring-controlling. Control process is the act of reducing the difference between plan and reality through with alternative actions or activities

The fundamental purpose of control The 2 fundamental objectives of control are: The regulation of results through the alteration of activities The stewardship of organizational assets. There are 3 types of processes for conserving the 3 different types of assists. Physical asset control HR control Financial Resource control

Physical assets control Physical assets control requires control of the use of physical assets It is concerned with asset maintenance, whether preventive or corrective . Physical inventory , whether equipment or material must also be controlled. It must be received, inspected (certified) and possibly stored prior to use. Records of all incoming shipments must be carefully validated so that payment to suppliers can be authorized.

HR control Stewardship Of human Resources requires controlling and maintenance the growth and growth and development of people. Projects provide particularly fertile ground for cultivating people. Measurement of physical resources conservation is accomplished through the familiar audit procedures.

Financial Resource Control Through accountant5s have not succeeded in developing acceptable methods for human resources accounting, their work on techniques for the conservation ( and regulation) of financial resources has most certainly resulted in excellent tools for financial control.

3 types of Control Processes The process of controlling a project ( or any system) is far more complex than simply waiting for something to go wrong and then, if possible, fixing it. Cybernetic Control: the key feature of cybernetic control is its automatic operation. A system is operating with inputs subjected to a process that transforms them into outputs. It is this system that we wish to control. In order to do so, we must monitor the system output. A cybernetic control system that acts to reduce deviations from standards is called a negative feedback loop.

Types of Cybernetic Control systems Cybernetic controls come in 3 varieties. The 1st is simple first-order control system, a goal- seeking dive. The standards is set and there is no provision made for altering it except by intervention from the outside . The common thermostat is a time-worn example of 1st order controller.

2nd order control system In this the device can alter the system standards according to some predetermined set of rules or program. The addition of a clock or a whistle can allow it to maintain different standards.

3rd order control system A third order control system can change its goals without specific preprogramming. It can reflect on system performance and decide to act in ways that are not contained in its instruction. 3rd order control system have reflective consciousness and thus must contain human.

Go / NO go control Go/No-go control takes the form of testing to see if specific preconditions has been met. Most of the project controls falls in this category. Project milestones do not occur at neat, periodic intervals; thus control should be linked to the actual plans and to the occurrence of real events, not simply to the calendar.

Post control Post control ( also known as post performance control or reviews, or post project controls or reviews) are applied after the fact. Post control is applied through a relatively formal document that is usually constructed with 4 distinct sections. The project objectives Milestones, Checkpoints, and Budgets The final report on project results Recommendations for Performance and Process Implementation.