---
title: "Monitoring, evaluation, control must; PMIS"
subject: "Project Engineering"
chapter: 4
key: "semester_7/project_engineering:monitoring-evaluation-control-must-pmis"
source: https://www.bctengineer.com/q/semester_7/project_engineering/monitoring-evaluation-control-must-pmis
site: BCT Engineering
---

# Monitoring, evaluation, control must; PMIS

Project Engineering · Chapter 4: Project Implementation and Controlling

- Asked in: 2072 Kartik
- Video: [What is a PMIS? (Project Management Information System) - PMBOK Key Concepts](https://www.youtube.com/watch?v=Mvl8UkUvHiA) — David McLachlan
- Answer checked by Claude Opus 5.5 (high effort) on 2026-10-14
- Page: https://www.bctengineer.com/q/semester_7/project_engineering/monitoring-evaluation-control-must-pmis
- Whole chapter: https://www.bctengineer.com/md/semester_7/project_engineering/chapter-4

## Question

Discuss "monitoring, evaluation and control" is a must to succeed in a project. Explain the project management information system and justify "the right information at the right time reduces the risk of wrong decision".

## Short answer

Monitoring tracks progress, control corrects deviations, evaluation judges outcomes; together they ensure accountability and success. A Project Management Information System is an organized system of people, data, and tools that collects, processes, and reports timely information, enabling right decisions and reducing risk of wrong decisions.

## Answer

#### 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.

```text
+--------------+     +------------------+
| 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.

```text
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.

## Check yourself

The answer's key points as multiple-choice questions, with the correct option and why.

1. What is a PMIS?
   A. A contract document
   B. A payment bank account
   C. A software only for drawing
   D. An organised system of people, procedures, data and tools giving the right information to the right person at the right time
   Answer: D. PMIS collects, stores, processes and reports information needed to plan, monitor and control. (Key point: PMIS definition)

2. Which is a PMIS output rather than data input?
   A. Material receipts
   B. Variance and exception reports
   C. Test results
   D. Measurement books
   Answer: B. Reports and dashboards are outputs; site reports, MBs and test results are inputs. (Key point: PMIS components)

3. Why does timely information reduce the risk of wrong decisions?
   A. More information in any amount is always better
   B. It replaces the need for decisions
   C. It removes all uncertainty
   D. A cost variance known at 30% progress can still be corrected, rather than discovered at 90%
   Answer: D. Early, accurate data lets decisions rest on facts while correction is still possible. (Key point: Timely information)

4. What does evaluation do in the trio of monitoring, evaluation and control?
   A. Records daily site data
   B. Judges whether objectives are achieved and the project remains relevant and efficient, giving lessons
   C. Prepares the baseline schedule
   D. Orders extra labour
   Answer: B. Evaluation judges results and gives lessons; monitoring gives data; control corrects. (Key point: Role of evaluation)

## Related in Project Engineering

- [Monitoring, evaluation, control; control cycle](https://www.bctengineer.com/question.md?key=semester_7%2Fproject_engineering%3Adefine-monitoring-evaluation-control-cycle) — Project Engineering, chapter 4, asked 4×
- [Monitoring vs evaluation; quality control tools](https://www.bctengineer.com/question.md?key=semester_7%2Fproject_engineering%3Amonitoring-vs-evaluation-quality-tools) — Project Engineering, chapter 4
- [PMIS objectives and information channels](https://www.bctengineer.com/question.md?key=semester_7%2Fproject_engineering%3Apmis-definition-objectives-channels) — Project Engineering, chapter 4
- [Monitoring, evaluation, controlling and life cycle](https://www.bctengineer.com/question.md?key=semester_7%2Fproject_engineering%3Amonitoring-evaluation-controlling-life-cycle) — Project Engineering, chapter 1
- [Short note: Monitoring, evaluation, controlling](https://www.bctengineer.com/question.md?key=semester_7%2Fproject_engineering%3Amonitoring-evaluation-controlling-note) — Project Engineering, chapter 4
- [Monitoring and quality, cost, schedule control](https://www.bctengineer.com/question.md?key=semester_7%2Fproject_engineering%3Amonitoring-quality-cost-schedule-control) — Project Engineering, chapter 4

## Related in other subjects

- [Project management information system](https://www.bctengineer.com/question.md?key=semester_7%2Fict_project_management%3Apmis) — ICT Project Management, chapter 7
- [Cryptarithmetic RIGHT+RIGHT=WRONG](https://www.bctengineer.com/question.md?key=semester_6%2Fartificial_intelligence%3Acryptarithmetic-right-right-wrong) — Artificial Intelligence, chapter 2, asked 3×
- [Cryptarithmetic WRONG+WRONG=RIGHT](https://www.bctengineer.com/question.md?key=semester_6%2Fartificial_intelligence%3Acryptarithmetic-wrong-wrong-right) — Artificial Intelligence, chapter 2
- [Types of information systems; decision support](https://www.bctengineer.com/question.md?key=semester_7%2Forganization_and_management%3Amis-types-decision-making) — Organization and Management, chapter 9