Project control and control cycle steps

Project control

Project control is the process of comparing actual performance with the plan, analysing the variances and taking corrective action (or revising the plan) so that the project is completed within the planned time, cost and quality. In short, control keeps the project on its planned path.

Steps of the project control cycle

The arrow from box 5 back to box 1 is the feedback: the plan is updated and the cycle starts again.

+--------------+     +------------------+
| 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       |
                     +------------------+

1. Set the baseline plan: approved scope, schedule, budget and quality standards.
2. Measure progress: record the actual work done, cost spent and quality results through site reports, measurement books and inspections.
3. Compare actual with planned values and find the variance (schedule, cost, quality).
4. Analyse the variance: find the causes (late material, low productivity, design change, weather) and forecast the effect on the completion date and final cost.
5. Take corrective action: add resources, work overtime, re-sequence activities, change the method, or revise the plan with approval.
6. Report and update: inform management, update the plan, and repeat the cycle at the next review period (feedback).

Controlling the project in the implementation phase

As project manager, I would apply the cycle as follows.

1. Baseline: fix the approved schedule, budget and quality plan, and communicate the targets to site engineers and contractors.
2. Measure: collect daily and weekly reports of work done, labour, machines and materials; check quality by tests and inspections; record the bills.
3. Compare: hold weekly progress meetings; compare actual with planned physical progress and cost (S-curve, bar chart, earned value).
4. Analyse: find the cause of each delay or overrun and its effect on the critical path and the final cost.
5. Act: add resources to critical activities, re-sequence work, give incentives, change the method, resolve design and payment problems, or get changes approved (variation orders).
6. Update and report: revise the schedule, inform the client, and repeat the cycle every week or month.

Close control of critical activities, quick decisions and good records keep the project within time and budget.