1. Introduction to Project Management Project Monitoring and Control Lecture a This material (Comp19_Unit9a) was developed by Johns Hopkins University, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number IU24OC000013.

2. Project Monitoring and Control Learning Objectives — Lecture a Direct project execution. Track, review, and report project progress and performance. Monitor and control project baselines. Manage stakeholder expectations and change requests. 2 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

3. Where Does Monitoring & Control Fit in PM? 3 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

4. Monitoring & Controlling Processes 4 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

5. Monitor & Control Project Work Performance objectives are detailed in the project management plan. Project manager— –Tracks, reviews, and regulates the progress of the project. –Produces reports with project performance information regarding the scope, cost, resource, quality, risk, and schedule. 5 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

6. Managing Project Constraints 6 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

7. Establishing Project Baselines Baselines: documented values used for future comparisons Key Baselines: Scope: Tasks and work packages in work breakdown structure Time: Planned start and end times for all work packages Cost: Estimated cost for each work package 7 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

8. Manage Baselines with Earned Value Management (EVM) Earned value management (EVM) is a technique for monitoring and controlling your scope, time, and cost baselines. EVM uses, for each work package— Planned values for cost and start/end times Actual costs Estimate of how much work was completed With EVM, you can calculate variances that show you if your project is on track. 8 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

9. Progress Reporting Provide mechanisms for the team to review project performance—meetings or online posting of information Have team members report on status of all current and planned tasks Review risk management plan and risk response activities Compare actual performance against plans: Schedule: Planned vs. actual completion times of tasks and deliverables Costs: Budgeted costs vs. actual costs 9 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

10. Track Progress with Gantt Chart 10 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

11. Why Is it Important to Manage Scope? Failure to manage scope is a leading cause of project failure Project scope can “creep” or expand during a project— often without notice Your project team is doing more than was planned—without additional resources! Defining the scope—and sticking to it during the project is not as simple as it sounds 11 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

12. Tips to Control Project Scope To control scope and counter scope creep ensure that your project team— Knows project scope Understands the importance of detecting activities, events, or statements that violate project scope, and informing the project manager for immediate attention 12 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

13. Manage Scope: Track Requirements Satisfaction Satisfying requirements is critical to project success! A requirements traceability tool can help to keep track of requirements and their satisfaction in the resulting system Links requirements in both directions: Backward: What was the origin of this requirement? Forward: What part of the design and system implements this requirement? 13 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

14. Project Monitoring and Control Summary — Lecture a Project monitoring and controlling interacts with the each phase of the project Project manager: controls scope, schedule, and budget –Baselines –EVM Manage stakeholder expectations and change requests. 14 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

15. Project Monitoring and Control References — Lecture a References Bennatan, E. M. On Time Within Budget: Software Project Management Practices and Techniques, 3rd Edition. New York: John Wiley & Sons; 2000. Fleming, Q. W., and Koppelman, J. M. Earned Value Project Management, 3rd Edition, Newtown Square, PA: PMI; 2006 Health Information and Management System Society. Chicago, IL. 2010. Available from: www.himss.orgwww.himss.org Houston S, Bove LA. Project management for healthcare informatics. Springer Science + Business Media, LLC; 2010. Kerzner H. Project management: a systems approach to planning, scheduling, and controlling. 10 th ed. Wiley; 2009 Nicholas, J. M., and Steyn, H. Project Management for Business, Engineering, and Technology, 3 rd Edition, Oxford, UK: Butterworth-Heinemann, 2008. Project Management Institute, A guide to the project management body of knowledge. 4 th ed. Newtown Square, PA: PMI; 2008 Project Management Institute, Practice Standard for Earned Value Management. Newtown Square, PA: PMI; 2005. Schwalbe K. Information technology project management (with Microsoft Project 2007 CD-ROM). 6th ed.; 2009 Venkataraman, R. R., and Pinto, J. K. Cost and Value Management. New York: John Wiley & Sons; 2008. Charts, Tables, Figures Table 9.1. Monitoring and Controlling Processes. Courtesy Johns Hopkins School of Nursing Staff. 15 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a

16. Project Monitoring and Control References — Lecture a Images Slide 3: Monitoring and Control in project Management. Courtesy of Johns Hopkins School of Nursing Staff. Slide 6: Managing Project Constraints. Creative Commons: John M. Kennedy T. Available from: http://en.wikipedia.org/wiki/File:The_triad_constraints.jpg http://en.wikipedia.org/wiki/File:The_triad_constraints.jpg Slide 10: Track Progress with a Gantt Chart. Courtesy of Johns Hopkins School of Nursing Staff. 16 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Monitoring and Control Lecture a