Project Management Methodology and Monitoring and Controlling Phases

This document discusses the significance of project management methodology and the monitoring and controlling phases in project management. It explores the use of PRINCE2 methodology for project management and highlights tools such as staff meetings, benchmarking, and progress reports for effective monitoring and controlling. The report also includes an end-of-project report that evaluates the project's success and identifies key learnings.

Project Management Project 2

Table of Contents
INTRODUCTION......................................................................................................................2
Project Management Methodology........................................................................................2
Monitoring and Controlling phases........................................................................................3
End of Project report..............................................................................................................5
CONCLUSION..........................................................................................................................7
REFERENCES...........................................................................................................................8

INTRODUCTION
Project Management is the application of a process, methods as well as skills that help
to attain the project as per the agreed parameters. In the same way, current study will shed a
light upon some stages of Project Management that assist to close in better mode. The project
is based upon development of new building for employees which assist to raise motivation
level and reduce stress level in existing premise. For that study, will determine the project
methodology which is used by the project manager and then determine the monitoring and
controlling phases. Lastly, it provide end of project report that helps to examine whether the
project is met with its define aim or not under a closure stage.
Project Management Methodology
Project Management Methodology is a set of guiding principles and process in order
to manage the project and in the present case study for completing the new building which
will help to increase motivation level of employees, Project manager uses Prince2
Methodology. The method is used for managing project and its focus on business justification
as well as defining the structure of a firm for project management team (PRINCE2
Methodology, 2020). There are 7 process which help to complete the project and set the
related activities in order to manage and deliver the best project. These stages are start up the
project, initiate, direct, control, manage product delivery, manage stage boundary and last is
close the project.
The appropriateness of the project is also reflected that, with the help of this
methodology, project manager can better tracking the real time updates because it is link with
advance technology which help to provide current status of a project, while other
methodology do not. Through PRINCE2 Methodology, project manager can make data
driven decision and there is a high level view on dashboard for track progress, while other
methods do not support the same (Mousaei and Javdani, 2018). Also, this can be applied in
any type of project i.e. industry or sector, that is why, most of the project manager prefer to
use rather than other methods. On the other hand, there are 7 principles on which the method
is based that assist to perform the better as compared to others. As it involve all the
stakeholder in order to make decision at different stages so that project is completed on time
and also assist to improve communication between all team members.
While executing the project, it is necessary to use methodologies which provide back
support to the project. So with the help of PRINCE2 Methodology, which focus on business

justification and also provide greater control on the plan by regular review of project
progress. Thus, it is stated that in order to develop new building for the premises, this
methodology will assist to perform well. However, it is critically evaluated that project
manager must have enough knowledge and experience to operate the same, otherwise it may
lead to affect the project in opposite manner. Also, if all the stakeholders are not involved
within a project, then it inevitably slows down the project which leads to affect the results.
Through its PID, it is analyzed that there are some risk which are associated with the project
and that is why, risk management should also be carried out and at that time, PRINCE2
Methodology do not offer enough guidance or requirement (Vaníčková, 2017). Thus, it is
consider as a biggest limitation and to solve the same, project manager should develop
strategy so that it do not cause any negative impact upon the project.
Monitoring and Controlling phases
Project Monitoring refers to the process of keeping track of all the project related
metrics which include team performance and task duration, determine the potential problem
and then make corrective action to make sure that project is within scope and assist to meet
the deadline as well. Thus, after executing the project in well manner, there is a need to apply
the tool to monitor each stage in order to track the performance which are as mention below:
Staff Meeting: It is the most common tool which is used by the project manager in
order to monitor each stage. As per the current project, there is a need to conduct a weekly
meeting with all the stakeholder in order to make sure the progress of each stage. As
stakeholders discuss the key challenges which they face while implementing the project and
that is why, conducting a group meeting monthly, weekly and annual basis will assist to
determine the progress and keep changes as per the requirement (Krysiński and Miller, 2016).
Project manager can conduct meeting anytime in which team members, management and
vendor must be included because Project Manager wants to see the success of a stage.
Statistic and Progress Report: It is a written document which is shows by manager
and team members. Such as there are five staged of a project management and that is why,
project managers has to monitor each phase very minutely and this is possible when there
Project Manager get written document. This report shows the statistics and report which help
to analyze whether the project is on right track or not. Further, Project Manager may also
develop a software system for the team in order to keep track all the configuration item and
this can be managed by all the team members and at least review by project manager in order

to cross verifies each and every item (Gaber, Mazen and Hassanein, 2016). As Gantt chart is
also develop in Project Initiation Document which help to determine the stage closing date of
each task and through progress report, project manager confirms whether the define task is
attain during the specified tenure or not.
Benchmarking: Another tool which help to monitor the plan in better manner because
target are set in each stage by project manager and after the specified date, they make sure
that the define task is accomplish or not. Thus, with the help of this tool, Project Manager
determine the loophole and also it is a process which help to compare the performance with
define and set target from other. It is the tool which is used for analysis and evaluation to
examine the performance accuracy of team (SIPES and STOGNER, 2019). For example,
during plaster in the define business case, team members did not perform the given task
within a specified time period, then when the progress report is presented to Project Manager
it is clearly examine that plaster perform but the task is 2 days delay from the set target and
this tool set the objectives which needs to be attain by the team member and project manager
should reviewed the same in order to complete the project in define time.
Project Controlling is consider the core task in project management and it also include
all the activities which are necessary to implement the project as per the set plan. Hence, with
this stage, project manager make sure that project goals are attain in desired quality by
complying with planned deadlines and cost (Herrera and et.al., 2020). Hence, it can be stated
that it project controls monitor and compared planned objectives, requirement, risks and
schedule against what is actually deliver. Such that while executing the project, Project
Manager faces many issues such as people problem in which communication is consider the
most common problem. That is why, in order to overcome the same, project manager should
develop communication improvement strategy such that for any important information, they
may post the same within website in order to make changes.
On the other side, cost problem are also consider another issue, for that project
manager should control the issues and for that, proper monitoring should be done. Such as to
manage the issue, allocate the budget and keep review the expenses detail in order to reduce
over- budget for a specific task (Cicala, 2020). Moreover, to minimize quality related
problem, project manager should make sure they comply with tools like Kanban in order to
improve the best quality of materials. Further, this will assist to control the issues up to some
level and minimize the delay of project with its specific time as well. Moreover, it is also

stated that with the help of PERT chart that is a controlling tool which is used to examine the
task that are schedule as well as determine a variation of a critical path method. Thus, it
analyze the time required to complete each task and its dependencies which are link to
examine minimum time.
Now, there are variety of online tools are available for project management that assist
to control the issue and also diagnose the problem related to scheduling and meet the define
aim of a project as well. Also, planning for an effective communication tool will assist to
make transparency between team members and this will lead to develop a project in best
manner too. As per the business case in which new building is constructed for employees, all
the key stages must be reviewed in order to examine the performance and progress, along
with issues which determine the loopholes (Šuman and Pučko, 2020). Thus, in a project
control phase, project manager should make effective planning and execute and also allow for
earned value analysis which can be used for progress monitoring and also aiding in reducing
cost as well.
End of Project report
It is a report which is produced by the project manager towards the end of a project
during closing a project process and then it is reviewed by all the stakeholders in order to
examine whether the project is successful or not by answer the following questions.
Is Objective of project is met or not?
The main objective of undertaking this project is to construct a new workspace
building for the employees with the sole motive of enhancing the productivity of business.
Project was able to achieve the objective of the company in the better way. Reason behind
highlighting the same is that we were able to achieve all the activity in the planned time line
which eventually used to give the idea that organization was able to achieve the objective of
the project in the better way in the project.
Benefit out of project?
Looking at the benefit which has been achieved with the help of the project it was identified
that the project was able to manage the risk of scarcity of fund in the better way. As it was
expected that the fund allotted was not enough and project will not able to complete in the
allotted fund but with the help of optimum utilization of the resources and maintaining the

good sort of clarity has helped in improving the efficiency of variety of the activity carried
out in project.
Is project completed with the same scope?
Yes the project which has been completed has been completed with the same scope in the
organization. In the initial stage it was getting difficult to complete the project on the time as
there was not that good level of coordination in the project which was taking more than
expected period of time to complete the project but as the project goes on with the help of
good sort of the team work in the project the team was able to complete the project way
before the time which has helped project member to evaluate the project once before going
on to the next stage of the project.
Changes in the original plan?
Looking at the changes which were brought to the original plan of the company the first
change which was identified was at the time of Human resource recruitment, as in the
planning phase it was decided that 50 worker will be higher to complete the project but there
was change in the number after words as only 40 worker was hired reason behind doing the
same was that hiring 50 employee would have resulted in not optimum utilization of all the
resources in the project. These change will bring good sort of the changes on the outcome of
the project. As hiring 10 less worker has helped in saving the good amount of the cost of the
company in the project and investing the same cost into procuring other resources in the
project. This has helped the company in saving good sort of the money in project and also
having better number of the resources in the project which has eventually impacted the
efficiency of the project in the positive manner in the organization.
Experience?
Conducting the project for the team has taken me through the variety of different sort of
experience in general. Looking at the positive learning it can be said that I was able to build a
good sort of communication and team working skill of mine in general. As it has been
identified that these project was completed in the team and we all were generally directed to
communicate with the use of different communication tool which has helped in improving
communication skill of mine in the project in the positive way.
At the same time it was also find out by me that I am not having that good level of
patience level as it has been identified that I used to get panic in the project whenever the

project has demanded any sort of extra efforts to be made by me I used to get panic in the
project. I will love to improve by me as well I will take participation in different conference
in the market as it will help me in understanding the theoretical as well as practical
understanding which is involved in maintaining my patience in variety of different situation.
Risk Identification?
Employee turnover was the risk which was generally identified in the project for the same
reason there are variety of the motivational factor which was offered to the employee and this
has eventually help us in finding out the same risk on time as we were able to overcome the
same risk in the better and effective way in the organization in the long run.
CONCLUSION
By summing up above report it has been concluded that project management plays an
important role in the success of a project and project manager should also comply with all the
key stages, such as study concluded that PRINCE2 methodology should be used by the
project manager in order to develop a new building for motivating the employees. Through
this methodology, project is completed on time and reduce the communication error. Also,
report concluded that for monitoring phase, three strategy may implemented such as staff
meeting, benchmarking and progress and statistic report that assist to determine the current
status of a project. While on the other side, during controlling phase, different strategy should
be used in order to reduce challenges. Lastly, with the help of EOP, Project Manager
determine the status of a project and stated whether the project is successful or not.

REFERENCES
Books and Journals
Cicala, G., 2020. Monitoring and Controlling—The Project Manager’s Functions. In The
Project Managers Guide to Microsoft Project 2019 (pp. 367-403). Apress, Berkeley,
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Gaber, A. M., Mazen, S. and Hassanein, E. E., 2016. Comparative Study for Software Project
Management Approaches and Change Management in the Project Monitoring &
Controlling. International Journal of Advanced Computer Science and Applications. 7.
pp.259-264.
Herrera, R.F. and et.al., 2020. Interaction between project management processes: a social
network analysis. International Journal of Project Organisation and
Management. 12(2). pp.133-148.
Krysiński, M. and Miller, P., 2016. The Role of Conflict in Project Management in the
PRINCE2 Methodology. Ekonomika i Organizacja Przedsiębiorstwa, (6), pp.3-12.
Mousaei, M. and Javdani, T., 2018. A new project risk management model based on scrum
framework and Prince2 methodology. International Journal of Advanced Computer
Science and Applications. 9.
SIPES, C. and STOGNER, T., 2019. MONITORING AND CONTROLLING: PROJECT
MANAGEMENT—PHASE 4. Project Management for the Advanced Practice Nurse
Second Edition, p.147.
Šuman, N. and Pučko, Z., 2020. Integration of Industry 4.0 for Advanced Construction
Project Management. In Handbook of Research on Integrating Industry 4.0 in
Business and Manufacturing (pp. 533-567). IGI Global.
Vaníčková, R., 2017. Application of PRINCE2 project management methodology. Studia
Commercialia Bratislavensia. 10(38). pp.227-238.
Online
PRINCE2 Methodology. 2020. [Online]. Available through:
<https://www.prince2.com/uk/prince2-methodology#:~:text=PRINCE2%20%2D
%20A%20Structured%20Project%20Management,in%20the%20UK%20and
%20internationally.>.