Introduction
- Oversee the performance of the project and ensure that it aligns with the plan.
- This includes tracking progress, managing changes, conducting performance reviews, and reporting status to stakeholders.
Task 9: Monitor and Control Project Work
Mindset
1. Track
Progress Regularly: Constant monitoring ensures the project stays on track
with respect to scope, schedule, cost, and quality. Maintaining vigilance helps
identify deviations early.
2. Manage
Changes Effectively: Changes are inevitable, but managing them
systematically through change control processes keeps the project aligned with
its goals and objectives.
3. Analyze
Variances: Regular analysis of project performance using key performance
indicators (KPIs) helps identify potential issues, allowing for proactive
adjustments.
4. Conduct
Performance Reviews: Regular performance reviews ensure that any risks,
issues, or potential delays are identified and addressed promptly.
5. Ensure
Stakeholder Communication: Regular reporting and communication with
stakeholders ensure alignment with their expectations and keep them informed of
the project's status.
6. Integrate
Data and Information: Incorporate relevant performance data from various
areas (time, cost, quality) to ensure the project moves towards its desired
outcomes.
7. Emphasize
Corrective Actions: When deviations from the plan occur, corrective actions
should be taken swiftly to keep the project on track. The project manager must
decide whether corrective, preventive, or defect repair actions are necessary.
8. Adopt
a Problem-Solving Mindset: Identifying problems early and solving them
efficiently is a key aspect of monitoring and controlling project work.
Key TTOS
1.
Tools
·
Project Management Information System (PMIS):
Facilitates tracking and reporting of project performance.
·
Variance Analysis: Helps compare planned
performance with actual performance.
·
Earned Value Management (EVM): Tracks
project performance based on scope, cost, and schedule.
·
Risk Management Tools: Used for assessing
risks and ensuring that mitigation strategies are effective.
·
Trend Analysis: Helps in identifying
performance trends over time, so corrective actions can be planned.
2.
Techniques
·
Performance Reporting: Ongoing tracking
and reporting of the project's status to stakeholders.
·
Integrated Change Control: Process of
controlling changes within the project, ensuring that any changes to scope,
schedule, and budget are approved.
·
Risk Re-assessment: Evaluating new or
evolving risks throughout the project lifecycle.
·
Issue Log: Tracking and managing issues
that arise during project execution.
3.
Outputs
·
Work Performance Data: The raw data
regarding project performance.
·
Change Requests: Requests for changes in
project scope, schedule, cost, or resources.
·
Project Reports: Detailed updates on the
status of project work, including variances and corrective actions.
·
Forecasts: Estimates on future project
performance, considering current progress.
·
Updated Risk Register: A refined register
based on re-assessed risks.
Questions
Question 1
The project manager notices that the project's actual cost
is exceeding the planned cost. What should the project manager do first?
A) Ignore the issue, as costs tend to fluctuate
B) Conduct a variance analysis to identify the root cause of the discrepancy
C) Immediately request additional funding from the sponsor
D) Change the scope of the project to cut costs
Correct Answer: B) Conduct a variance analysis to
identify the root cause of the discrepancy
Explanation: Variance analysis helps the project manager understand why
the actual costs are exceeding the planned costs, so corrective actions can be
taken.
Mindset Applied: The project manager’s ability to identify the cause of
issues early allows for timely and informed corrective actions.
Question 2
You are tracking the project’s progress and find that the
project is 10% behind schedule. What should you do next?
A) Ignore the delay and proceed with the project
B) Immediately inform stakeholders without a clear action plan
C) Analyze the cause of the delay and develop a corrective action plan
D) Change the project schedule to make it appear on track
Correct Answer: C) Analyze the cause of the delay and
develop a corrective action plan
Explanation: Identifying the root cause of the delay and implementing
corrective actions is crucial for bringing the project back on track.
Mindset Applied: Effective problem-solving requires analyzing the
situation thoroughly before jumping to conclusions or actions.
Question 3
During a project review, a stakeholder requests changes to
the project’s scope that will affect the budget and timeline. How should the
project manager proceed?
A) Approve the changes immediately to keep the stakeholder
happy
B) Analyze the impact of the requested changes and submit a formal change
request for approval
C) Reject the changes to keep the project on schedule and within budget
D) Delay the request until after the project is completed
Correct Answer: B) Analyze the impact of the
requested changes and submit a formal change request for approval
Explanation: The project manager should evaluate the impact of the
requested changes and manage the change process formally through the change
control system.
Mindset Applied: Proper change management ensures that project scope,
budget, and schedule are effectively controlled and aligned with project goals.
Question 4
You have noticed a decline in team productivity. What is the
best way to address this issue?
A) Continue with the work and assume productivity will
improve
B) Hold a meeting with the team to discuss potential issues and barriers to
productivity
C) Assign additional resources to the team to help improve productivity
D) Ignore the issue and hope that the situation improves
Correct Answer: B) Hold a meeting with the team to
discuss potential issues and barriers to productivity
Explanation: Engaging with the team helps to identify the underlying
issues and find solutions to improve productivity.
Mindset Applied: Active engagement with the team leads to problem
identification and proactive problem-solving.
Question 5
The project manager is reviewing the performance data and
notices that there is a significant deviation in the project’s earned value.
What is the next step?
A) Ignore the discrepancy and continue working
B) Conduct an earned value analysis to identify the cause of the discrepancy
C) Notify the project sponsor immediately without analyzing the data
D) Reduce the project scope to bring the earned value back on track
Correct Answer: B) Conduct an earned value analysis
to identify the cause of the discrepancy
Explanation: Earned value analysis provides a systematic way to identify
why performance deviates from the plan and helps in planning corrective
actions.
Mindset Applied: Systematic analysis allows the project manager to make
informed decisions rather than jumping to conclusions.
Question 6
A change request has been approved, but the project is
already in its execution phase. What should the project manager do next?
A) Implement the change without informing the team
B) Update the project plan and communicate the changes to all stakeholders
C) Wait for the next review meeting to inform the team
D) Proceed with the change only if there is no impact on the budget
Correct Answer: B) Update the project plan and
communicate the changes to all stakeholders
Explanation: The project plan needs to be updated to reflect the
approved change, and stakeholders must be informed to maintain alignment and
transparency.
Mindset Applied: Effective communication ensures that all team members
and stakeholders are aligned and that changes are tracked properly.
Question 7
You are conducting a performance review, and the team’s
progress has slowed down. What is your first step in addressing this?
A) Immediately assign more work to the team to catch up
B) Investigate the cause of the slowdown and work with the team to resolve the
issue
C) Tell the team to work harder without offering support
D) Change the project goals to match the team’s pace
Correct Answer: B) Investigate the cause of the
slowdown and work with the team to resolve the issue
Explanation: Investigating the cause helps identify the problem so that
targeted corrective actions can be taken to improve performance.
Mindset Applied: Addressing issues through understanding and
collaboration ensures that the team can work efficiently while maintaining
morale.
Question 8
The project manager notices that several minor issues are
accumulating, potentially affecting the project’s progress. What should the
project manager do?
A) Ignore the issues as they are not significant enough to
cause major delays
B) Log the issues, monitor them, and resolve them promptly before they escalate
C) Only address the issues if they affect the project’s budget
D) Focus only on the major issues and ignore the minor ones
Correct Answer: B) Log the issues, monitor them, and
resolve them promptly before they escalate
Explanation: Promptly addressing minor issues prevents them from
accumulating and potentially becoming major problems later.
Mindset Applied: Proactive issue resolution prevents larger problems
from arising and keeps the project on track.
Question 9
The project is falling behind schedule, and stakeholders are
becoming concerned. What should the project manager do to manage stakeholder
expectations?
A) Tell the stakeholders that everything is under control,
regardless of the situation
B) Provide stakeholders with an updated schedule, including an action plan for
getting back on track
C) Ignore the concern and focus on completing the work
D) Change the project’s end date to accommodate the delay
Correct Answer: B) Provide stakeholders with an
updated schedule, including an action plan for getting back on track
Explanation: Transparency and clear communication about the situation,
along with a plan for recovery, help manage stakeholder expectations
effectively.
Mindset Applied: Proactive communication and transparency help build
trust with stakeholders, even in challenging situations.
Question 10
The project manager is analyzing performance data and
notices that there are consistent delays in the project’s delivery. What action
should be taken?
A) Ignore the delays and proceed as planned
B) Analyze the root cause of the delays, and create a corrective action plan to
address the issue
C) Immediately escalate the delays to senior management without further
analysis
D) Reduce the scope of the project to mitigate delays
Correct Answer: B) Analyze the root cause of the
delays, and create a corrective action plan to address the issue
Explanation: Identifying the root cause of the delays allows for
targeted solutions and corrective actions to get the project back on track.
Mindset Applied: Focusing on root causes ensures that the project
manager addresses the actual problem, rather than just the symptoms.
Question 11
You notice that a major project milestone is at risk due to
delayed tasks. How should you handle the situation?
A) Inform the stakeholders but make no immediate changes
B) Identify the reasons for the delay, adjust the schedule if needed, and
implement corrective actions to mitigate risks
C) Ignore the delay and continue working without addressing the issue
D) Delay the milestone to the next month without further analysis
Correct Answer: B) Identify the reasons for the
delay, adjust the schedule if needed, and implement corrective actions to
mitigate risks
Explanation: Identifying and addressing the root causes of the delay
allows the project manager to take corrective actions, minimizing the risk of
further delays.
Mindset Applied: Proactive analysis of delays and swift action ensures
project progress is maintained without significant impact on the overall
timeline.
Question 12
During a project review meeting, stakeholders express
concerns about the project’s progress. How should the project manager respond?
A) Dismiss the concerns and continue with the project
B) Acknowledge the concerns, provide a status update, and discuss the
corrective actions being taken
C) Ignore the concerns and move on to the next agenda item
D) Immediately request additional resources without analyzing the cause of the
delay
Correct Answer: B) Acknowledge the concerns, provide
a status update, and discuss the corrective actions being taken
Explanation: Acknowledging concerns and providing a clear plan for
addressing them fosters trust and transparency with stakeholders.
Mindset Applied: Open communication and addressing concerns directly
lead to better stakeholder relationships and improved project alignment.
Question 13
The project manager has noticed that several tasks are
behind schedule. What should the project manager do next?
A) Immediately change the project schedule to reflect the
delays
B) Conduct a root cause analysis to determine why the tasks are behind schedule
and develop a corrective action plan
C) Ignore the delay and continue with the remaining tasks
D) Push the team to work overtime without addressing the underlying causes of
the delays
Correct Answer: B) Conduct a root cause analysis to
determine why the tasks are behind schedule and develop a corrective action
plan
Explanation: Identifying the root causes of delays helps the project
manager develop an effective plan to get the project back on track.
Mindset Applied: A problem-solving approach, focusing on root causes,
helps to identify solutions that address the issue and prevent future delays.
Question 14
You are tracking the project’s progress and notice that
there are frequent changes in the requirements. How should you handle this?
A) Accept all changes without assessing their impact
B) Use the change control process to assess the impact of each change on the
project’s scope, schedule, and cost
C) Ignore the changes and continue with the original plan
D) Implement the changes without informing stakeholders to avoid delays
Correct Answer: B) Use the change control process to
assess the impact of each change on the project’s scope, schedule, and cost
Explanation: Following a structured change control process ensures that
changes are evaluated for their impact, and stakeholders are kept informed of
potential impacts.
Mindset Applied: Managing changes carefully ensures that the project
remains aligned with its objectives, while also considering any potential
risks.
Question 15
The project manager has been tracking the team’s performance
and notices that there are some recurring issues with the quality of
deliverables. What should be the first step?
A) Ignore the issue, as it is not impacting the overall
project
B) Analyze the recurring issues and discuss them with the team to identify
underlying causes and solutions
C) Immediately replace the team members responsible for the quality issues
D) Adjust the project’s scope to eliminate the tasks causing quality issues
Correct Answer: B) Analyze the recurring issues and
discuss them with the team to identify underlying causes and solutions
Explanation: Understanding and addressing the root causes of recurring
issues ensures that they can be resolved, and quality can be improved moving
forward.
Mindset Applied: Collaboration with the team to resolve issues leads to
continuous improvement, better performance, and higher-quality deliverables.
Question 16
The project is experiencing scope creep, and the scope has
expanded beyond what was originally agreed upon. What should the project
manager do?
A) Accept the scope changes without analyzing their impact
B) Use the integrated change control process to evaluate and approve any
changes to the project scope
C) Immediately reduce the scope to fit within the original plan
D) Ignore the scope creep and continue working to meet the deadlines
Correct Answer: B) Use the integrated change control
process to evaluate and approve any changes to the project scope
Explanation: Changes to the project scope should be carefully evaluated
through the change control process to ensure that they are justified and
aligned with project goals.
Mindset Applied: Managing scope creep proactively ensures that the
project remains aligned with its goals and avoids uncontrolled changes.
Question 17
A stakeholder has requested a change to the project’s
schedule that would impact the timeline. What should the project manager do
first?
A) Approve the request immediately to satisfy the
stakeholder
B) Assess the impact of the change request on the schedule, cost, and overall
project objectives
C) Reject the request to prevent changes to the project schedule
D) Implement the change request without informing the rest of the team
Correct Answer: B) Assess the impact of the change
request on the schedule, cost, and overall project objectives
Explanation: Assessing the impact of the change ensures that the project
manager can make informed decisions and manage the project effectively.
Mindset Applied: Evaluating change requests thoroughly ensures that the
project can adapt without compromising its objectives.
Question 18
You are tracking project performance and notice a variance
in the actual vs. planned costs. What should be the next step?
A) Ignore the variance and continue with the project
B) Conduct a cost variance analysis to understand the cause of the discrepancy
and take corrective action
C) Immediately request additional funds from the sponsor without analyzing the
cause
D) Change the project’s budget to match the actual costs
Correct Answer: B) Conduct a cost variance analysis
to understand the cause of the discrepancy and take corrective action
Explanation: Variance analysis helps the project manager identify the
reasons behind cost discrepancies and take corrective actions to get back on
track.
Mindset Applied: Identifying the cause of variances early allows the
project manager to make informed decisions to control costs effectively.
Question 19
The project manager is monitoring progress and notices that
there are multiple issues with resource allocation. How should they proceed?
A) Ignore the issue and continue working on the project
B) Review the resource allocation plan, identify the problem, and implement
corrective actions to optimize resource use
C) Reassign all tasks to the project sponsor to resolve the issue
D) Increase the number of resources without analyzing the underlying cause
Correct Answer: B) Review the resource allocation
plan, identify the problem, and implement corrective actions to optimize
resource use
Explanation: Analyzing and adjusting resource allocation helps optimize
performance and ensure that resources are used efficiently throughout the
project.
Mindset Applied: Proper resource management ensures that the project
stays on schedule and within budget.
Question 20
The project manager receives feedback indicating that the
project is not meeting its quality standards. What should be done next?
A) Ignore the feedback and continue with the work
B) Conduct a quality audit to assess the issues and develop a plan to address
them
C) Reduce the project’s scope to meet the current quality standards
D) Tell the team to work harder to meet the quality standards
Correct Answer: B) Conduct a quality audit to assess
the issues and develop a plan to address them
Explanation: Conducting a quality audit helps identify the root cause of
quality issues, enabling the project manager to implement corrective actions.
Mindset Applied: Regular quality checks and audits ensure that the
project meets its quality objectives and aligns with stakeholders'
expectations.
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