Monitoring, evaluation, control must; PMIS

Why monitoring, evaluation and control are a must

A project is a one-time, costly and uncertain job with limited time and money. Plans are made on assumptions, but conditions change during implementation. Without monitoring and control, the project drifts.

• Monitoring shows the actual progress, cost and quality continuously, so that a delay or overspend is seen early.
• Control compares the actual with the plan and takes corrective action so that the time, cost and quality targets are achieved.
• Evaluation judges whether the objectives are being achieved and whether the project is still relevant and efficient, and gives lessons for decisions and future projects.
• Together they give accountability, avoid waste and loss, reduce risk, satisfy the client and donor, and improve the chance of success.

+--------------+     +------------------+
| 1 Plan:      |     | 2 Implement and  |
| baseline of  |---->| measure actual   |
| time, cost,  |     | progress         |
| quality      |     +--------+---------+
+------^-------+              |
       |                      v
+------+-------+     +------------------+
| 5 Take       |     | 3 Compare actual |
| corrective   |<----| with plan and    |
| action /     |     | find variance    |
| re-plan      |     +--------+---------+
+------^-------+              |
       |                      v
       |             +------------------+
       +-------------| 4 Analyse causes |
                     | and decide       |
                     +------------------+

Project Management Information System (PMIS)

A Project Management Information System (PMIS) is an organised system (manual or computer-based) of people, procedures, data and tools that collects, stores, processes and reports the information project managers need to plan, monitor and control a project. It gives the right information to the right person, at the right time, in the right form.

Components

• Data input: site reports, measurement books, labour and equipment logs, material receipts, bills, test results, drawings.
• Database: schedules, budget, cost records, resource and contract data, risk register.
• Processing tools: spreadsheets, scheduling software (MS Project, Primavera), cost and EVA software.
• Output reports: progress, variance, cost, resource, quality and exception reports, dashboards.
• People and procedures: reporting formats, frequency, responsibilities.

Functions

• Planning and scheduling support; progress and cost tracking.
• Variance and trend analysis; forecasting of the final cost and completion date.
• Early warning of problems (exception reporting).
• Document control and communication among the client, consultant and contractor.
• Support for decisions, claims and audit.

Site data -> Collect -> Store (database) -> Process
                                              |
Decision <- Reports/Dashboard <- Analyse <----+
   |
   +--> Corrective action --> Site

Benefits

• Faster and better decisions based on accurate, current data.
• Better coordination and communication.
• Early detection of delay and overrun.
• Less paperwork; reliable records for evaluation and claims.

"The right information at the right time reduces the risk of wrong decisions"

A decision is only as good as the information behind it. If the manager learns of a delay or overspend only after the project is finished, it is too late to correct it. Timely and accurate information from the PMIS means that:

• a 2-week delay is seen in the weekly report, and extra resources are put on a critical activity while the delay is still small;
• a cost variance is known at 30 % progress, not at 90 %, so the scope or method can still be changed;
• the choice between alternatives (for example, overtime or new equipment) is made on facts, not guesses;
• risk is lowered because uncertain assumptions are replaced by measured data.

On the other hand, late, wrong or excessive information leads to wrong decisions, delay and loss.