Understanding How Projects Are Monitored And Controlled

Understanding How Projects Are Monitored and Controlled by the Project Manager

This assignment will help you understand how projects are monitored and controlled. Prompt: Research indicates that organizations believe that once the project management plan is developed, no further actions are necessary until the project is ready for delivery to the customer or project sponsor. In considering this statement, write a paper describing the project manager’s role in monitoring tasks, directing resources, managing change requests, and preparing for project closure. The following critical elements must be addressed: I. Describe the project manager’s role in monitoring tasks. II. Describe the project manager’s role in directing resources. III. Describe the project manager’s role in managing change requests. IV. Describe the project manager’s role in preparing for project closure.

Paper For Above instruction

Effective project management extends far beyond the initial planning phase, emphasizing the ongoing responsibilities of the project manager throughout the project lifecycle. Central to this role are the activities of monitoring tasks, directing resources, managing change requests, and preparing for project closure—the core elements that ensure the project remains aligned with its objectives and delivers value to stakeholders.

The Role of the Project Manager in Monitoring Tasks

Monitoring tasks involves continuously overseeing the progress of project activities to ensure they stay on schedule, within scope, and within budget (PMI, 2021). The project manager develops and utilizes various tools such as Gantt charts, earned value management systems, and status reports to track performance. They're responsible for identifying variances from the plan early, analyzing root causes, and implementing corrective actions promptly (Kerzner, 2017). Regular progress meetings and updates ensure transparency and facilitate swift decision-making, enabling the project manager to maintain control and adapt to any unforeseen challenges effectively.

The Role of the Project Manager in Directing Resources

Directing resources encompasses managing human, material, and financial resources efficiently to achieve project goals (Schwalbe, 2015). The project manager allocates tasks based on team members' skills, monitors resource utilization, and adjusts allocations as needed to optimize productivity (Merrow, 2011). Effective resource management also involves negotiating with stakeholders or external vendors to secure necessary inputs and ensuring that resources are available when required to prevent delays. The project manager fosters collaboration among team members, encourages communication, and resolves conflicts—ensuring a cohesive effort towards project completion.

The Role of the Project Manager in Managing Change Requests

Change requests are inevitable in projects, often arising from evolving stakeholder needs or unforeseen issues (PMI, 2021). The project manager plays a critical role in evaluating these requests by assessing their impact on scope, schedule, cost, and quality. They facilitate formal change control processes, wherein change requests are documented, analyzed, and approved or rejected based on predefined criteria (Kerzner, 2017). Effective management ensures that changes improve project outcomes without disrupting overall progress. Transparent communication with stakeholders about the implications of changes also fosters trust and alignment.

The Role of the Project Manager in Preparing for Project Closure

Preparing for project closure involves ensuring all project activities are finalized, deliverables are accepted, and documentation is complete (Merrow, 2011). The project manager verifies that objectives have been met, conducts final project reviews, and obtains formal acceptance from stakeholders. They facilitate knowledge transfer, capture lessons learned, and ensure contractual obligations are fulfilled. Moreover, organizing project closure documentation and releasing resources are essential steps in formally closing the project (Schwalbe, 2015). Proper closure not only signals the end of work but also provides valuable insights for future projects, fostering continuous improvement.

Conclusion

In conclusion, the project manager's role extends through all phases of a project, fostering ongoing monitoring, resource management, change control, and systematic closure processes. These responsibilities are crucial for maintaining project alignment, adapting to change, and ensuring successful project delivery. Recognizing and effectively executing these duties enhances organizational success and stakeholder satisfaction.

References

• Kerzner, H. (2017). Project management: A systems approach to planning, scheduling, and controlling. John Wiley & Sons.
• Merrow, E. (2011). The process of project management. CRC Press.
• PMI (2021). A guide to the project management body of knowledge (PMBOK® guide) (7th ed.). Project Management Institute.
• Schwalbe, K. (2015). Information technology project management. Cengage Learning.