Concepts
The implementation of project controls is utilized to minimize the risk of project failure by offering a methodical approach to managing the project’s estimated schedule, costs, and quality. This post aims to outline how to document project controls for predictive, plan-based projects in preparation for the Certified Associate in Project Management (CAPM) exam.
Understanding Project Controls
Project controls are a group of procedures that are implemented and utilized to predict, understand, and constructively influence the time and cost outcomes of a project. They help track, forecast, and manage the schedule and costs of the project throughout its lifecycle.
Project control procedures fall into two broad categories: predictive control methods, based on a thoroughly planned approach (plan-based), and adaptive control methods, based on the iterative learning and adaptation process (agile approach). This post will focus solely on predictive, plan-based project controls.
Predictive, Plan-based Project Controls
Predictive, plan-based project controls are used for projects where activities are sequential, and the full scope of the project is well-defined at the beginning. These controls rely heavily on a solid project plan, well-defined tasks, and predictable outcomes.
Predictive, plan-based project controls include:
- Work Breakdown Structure (WBS): A deliverable-oriented hierarchical decomposition of project work into manageable sections.
- Network diagrams: Showing the sequence of project tasks and their dependencies.
- Gantt charts: Offer a visual timeline for tasks in a project.
- Critical path analysis: Identifying the sequence of activities that represents the longest path through a project.
- Resource leveling: Adjusts the project schedule to address resource constraints and ensure efficient use of resources.
- Earned value management (EVM): Measures project performance and progress in an objective manner.
Documenting Plan-Based Predictive Project Controls
Documentation of project controls involves creating records related to the above-mentioned project controls methods. Mastery of this documentation plays a crucial role in successfully passing the CAPM exam.
1. Work Breakdown Structure (WBS) documentation: This starts with defining the project’s scope, followed by listing the main deliverables. Each deliverable is then broken down into smaller tasks. A useful tool for documenting a WBS is a hierarchical chart.
2. Network diagrams and Gantt charts: These are usually created using project management software like MS Project. Network diagrams should be documented, showing each task, its duration, and its dependencies on other tasks. Gantt charts can be completed using the same project management software, identifying each task, its start and end date, and who is responsible for each task.
3. Critical path analysis: Results from using a network diagram or a Gantt chart can be captured in the form of a critical path analysis. The critical path indicates the longest possible duration the project can take without delays.
4. Resource leveling: The project schedule might need to be adjusted to reflect resource availability. Documenting the original and adjusted schedules will highlight the impact of resource constraints on the project timeline.
5. Earned value management (EVM): This measurement of project performance against planned targets should be documented at regular intervals. This could be in a simple tabular form showing the planned value, actual cost, and earned value for each task, along with key EVM indicators such as the cost performance index (CPI) and schedule performance index (SPI).
Regular documentation and review of these project controls helps manage and mitigate risks, control costs, and ensure that project timelines are adhered to. Accurate documentation could be the difference between a successful and a failed project, and mastering this process will undoubtedly aid in passing the Certified Associate in Project Management (CAPM) exam.
In conclusion
Understanding and documenting project controls for predictive, plan-based projects is a vital skill for those preparing for the CAPM exam. Regular and accurate documentation can facilitate project tracking, enable appropriate risk management, and boost a project’s overall likelihood of success.
Answer the Questions in Comment Section
True or False: Predictive projects can be controlled using tools like waterfall methodology.
- True
- False
Answer: True
Explanation: Waterfall methodology is a classic form of project control and management often used in predictive projects where requirements are well-defined and predictable.
In project management, project controls are used to:
- A) Predict potential problems.
- B) Minimize problems.
- C) Document issues that occur during the project.
- D) All of the above.
Answer: D) All of the above.
Explanation: Project controls are used to foresee potential issues, minimize issues occurrence, and keep a comprehensive record of all that happens over the course of a project.
Which of the following statements is not true regarding the processes involved in documenting project controls?
- A) Evaluate performance
- B) Plan control processes
- C) Do not modify control plans
- D) Document modifications
Answer: C) Do not modify control plans.
Explanation: The project control process allows for the modification of control plans to cater for changing project needs or issues that occur during the project life cycle.
True or False: Risk management is not considered a major element in project control processes.
- True
- False
Answer: False
Explanation: Risk management is indeed a critical aspect of project control processes as it evaluates potential problems and proposes strategies to deal with them.
True or False: In predictive, plan-based projects, regular monitoring and control procedures allow for making necessary changes to keep the project on track.
- True
- False
Answer: True
Explanation: Regular monitoring forms a part of the project control plan, permitting alterations as required to keep the project aligned with its business goals and objectives.
The project control process for predictive, plan-based projects rarely involves:
- A) Scope management
- B) Communication management
- C) Budget management
- D) Ignoring stakeholders’ inputs
Answer: D) Ignoring stakeholders’ inputs
Explanation: Stakeholder inputs are critical in project management. They provide understanding and context that can be used in decision-making processes in project controls.
What type of projects are best suited to predictive project management controls?
- A) Projects with unclear goals.
- B) Large, complex projects.
- C) Projects where there is a high level of uncertainty.
- D) Projects with well-defined, stable requirements.
Answer: D) Projects with well-defined, stable requirements.
Explanation: Predictive project management is best suited for projects with well-understood, stable and clearly defined requirements.
Project documents created for predictive, plan-based projects are:
- A) Dynamic in nature.
- B) Static and unchangeable.
- C) Irrelevant to the project’s success.
- D) Only necessary for small projects.
Answer: A) Dynamic in nature.
Explanation: Project documents are living artifacts that are updated and refined as the project progresses.
True or False: Change management process is a critical part of documenting project controls in predictive, plan-based projects.
- True
- False
Answer: True
Explanation: Changes are inevitable in any project. The change management process ensures any changes are analyzed, documented, and implemented in a controlled manner.
The purpose of project control in predictive, plan-based project management is:
- A) To ensure the project will be completed as planned.
- B) To generate extra paperwork.
- C) To cause conflict among team members.
- D) To decrease productivity.
Answer: A) To ensure the project will be completed as planned.
Explanation: The primary purpose of project control is to ensure the project proceeds according to plan, meeting objectives within time and budget constraints.
True or False: Documentation plays an important role in the project control process for predictive, plan-based projects.
- True
- False
Answer: True
Explanation: Documentation serves as a reference throughout the project lifecycle, facilitating communication, preventing ambiguity, and ensuring project activities align with overall goals and objectives.
Risks, issues, and changes should be documented:
- A) Only during the project planning phase.
- B) Only when the project is completed.
- C) Throughout the project lifecycle.
- D) Only if they impact the project timeline.
Answer: C) Throughout the project lifecycle.
Explanation: Risks and issues can arise and changes might be needed at any point during the project, thus they need to be documented throughout the project lifecycle.
Really insightful post on documenting project controls for predictive projects. Thanks!
I’m preparing for the CAPM exam, and this article is super helpful!
Can someone explain how Earned Value Management (EVM) fits into project controls for predictive projects?
EVM is critical in predictive projects for measuring project performance and progress objectively. It provides key metrics like CV and SV.
I found this blog post really helpful for understanding project controls in predictive projects! Thanks!
Can someone explain the key components of project controls documentation?
How do you ensure that project controls are effectively followed in a plan-based project?
Great insights provided in the post. Appreciated!
I think using Gantt charts is overrated. There are more modern tools for project control.