Chapter 13.1: Project Monitoring Flashcards
(23 cards)
What is the purpose of project monitoring and control?
To track performance, uncover problems, overcome obstacles, and keep the project on target.
What sequence must be followed for effective project control?
Planning first, then control.
What are the three primary sources used for monitoring?
Observation, technology, and written reports.
What are two broad types of project monitoring methods?
Formal and informal.
What are status review meetings?
Meetings to communicate project status, assess performance, and plan actions.
How often are status review meetings held?
Periodically or at milestones.
What is the purpose of informal reviews (peer reviews)?
To uncover problems and agree on solutions early, encouraging openness and accountability.
Who typically leads an informal review?
The project manager, who takes notes and distributes a summary afterward.
What is the role of a project office in informal reviews?
Provides space, tools, and reference material to support review discussions.
What is a standup meeting?
A brief (≈15 min) daily meeting to share progress, identify issues, and expedite solutions.
What’s unique about standup meetings?
Nobody sits; it’s concise, held at the start of the day, and may involve surprise visitors.
What are formal reviews used for?
Assessing progress at milestones or critical stages (e.g., design reviews).
Who participates in formal reviews?
Management, external experts, customers, and the project sponsor.
What are observation and site visits used for?
To see work first-hand, engage with the team, and build trust.
Why is direct observation by project managers important?
It helps uncover silent or hidden issues and builds relationships with the team.
How is technology used for monitoring?
Through websites, email, video conferencing, and interactive dashboards.
What role does Industry 4.0 and IoT play in monitoring?
They provide predictive analytics to guide decisions and identify trends.
What is the rule of thumb for communication and technology use?
The more sensitive the issue, the lower the technology used (prefer in-person over email).
Why might managers avoid using only written reports?
They reflect the past and may distort reality due to communication chains.
What determines the accuracy of written reports?
The number of communication channels between source and receiver.
Who besides the project manager needs regular status updates?
Company management and other stakeholders.
What responsibility does the project manager have toward the customer?
Ensure the customer is well informed and respond to questions and requests.
What is a DMS and why is it needed?
A Documentation Management System to store, organize, and track large volumes of project documents.
