Project Monitoring
Guide to monitoring project performance, tracking changes, and managing risks.
Performance Monitoring
Monitoring Project Performance
Track and analyze project performance metrics:
- Navigate to Projects > Monitoring > Performance
- Select your project from the dropdown
- View performance dashboards and metrics
- Analyze schedule and resource performance
- Identify trends and potential issues
- Take corrective actions as needed
Key Performance Indicators (KPIs)
Monitor these key performance indicators:
- Schedule Performance Index (SPI): Ratio of work completed to work scheduled
- Resource Utilization: How efficiently resources are being used
- Quality Metrics: Defect rates and quality inspection results
- Milestone Achievement: Whether milestones are being met on time
- Issue Resolution Rate: How quickly issues are being resolved
KPIs are automatically calculated based on project data and displayed on the performance dashboard.
Performance Analysis
Analyze performance data to identify issues and opportunities:
- Compare actual performance against planned performance
- Identify trends and patterns in performance data
- Drill down into problem areas for detailed analysis
- Compare performance across similar projects
- Generate performance reports for stakeholders
To analyze performance:
- In the Performance Monitoring view, click "Analysis Tools"
- Select the metrics you want to analyze
- Choose the time period for analysis
- The system will generate charts and tables showing performance trends
- Use filters to focus on specific aspects of performance
Corrective Actions
Take corrective actions to address performance issues:
- Identify the root cause of performance issues
- Develop action plans to address the causes
- Implement changes to improve performance
- Monitor the effectiveness of corrective actions
- Document lessons learned for future projects
To document corrective actions:
- In the Performance Monitoring view, click "Corrective Actions"
- Click "Add Corrective Action"
- Describe the performance issue and its root cause
- Detail the planned corrective action
- Assign responsibility and set a deadline
- Track implementation and results
Status Reporting
Project Status Reporting
Generate and distribute project status reports:
- Navigate to Projects > Monitoring > Status
- Select your project from the dropdown
- Choose the type of status report to generate
- Select the reporting period
- Generate the report
- Review and distribute to stakeholders
Types of Status Reports
Different report types for different audiences and purposes:
- Executive Summary: High-level overview for management
- Detailed Progress Report: Comprehensive status for project team
- Client Status Update: Tailored information for client communication
- Team Performance Report: Focus on team productivity and issues
- Financial Status Report: Budget and cost tracking
Each report type includes different sections and levels of detail appropriate for its purpose.
Report Content
Standard sections included in status reports:
- Project Overview: Basic project information and objectives
- Status Summary: Overall project status (On Track, At Risk, Delayed)
- Progress Update: What has been accomplished in the reporting period
- Upcoming Work: Planned activities for the next period
- Issues and Risks: Current issues and potential risks
- Key Metrics: Performance indicators and statistics
- Action Items: Tasks requiring attention or decisions
Change Management
Managing Project Changes
Track and control changes to project scope, schedule, or requirements:
- Navigate to Projects > Monitoring > Changes
- Select your project from the dropdown
- View all change requests for the project
- Create new change requests as needed
- Process change requests through the approval workflow
- Implement approved changes
- Track the impact of changes on the project
Change Request Process
Follow a structured process for handling changes:
- Request: Document the proposed change
- Analysis: Assess impact on scope, schedule, cost, and quality
- Review: Evaluate the change against project objectives
- Decision: Approve, reject, or defer the change
- Implementation: Update plans and execute the change
- Verification: Confirm the change was implemented correctly
The system tracks each change request through this process, with appropriate notifications at each stage.
Real-World Example
"Ahmed is managing a custom wedding dress project. During the first fitting, the client requests additional beadwork on the bodice, which wasn't in the original design. Ahmed creates a change request in the system, documenting the client's requirements with photos and notes. He then performs an impact analysis, determining that the change will add 3 days to the schedule and require additional materials costing AED 500. He submits this analysis to the client along with a revised price. Once the client approves, Ahmed updates the project schedule, reserves the additional materials, and assigns the beadwork task to his specialist. The system automatically updates all project metrics to reflect the approved change, ensuring everyone on the team is aware of the new requirements and timeline."
Risk Monitoring
Monitoring Project Risks
Continuously monitor and manage project risks:
- Navigate to Projects > Monitoring > Risks
- Select your project from the dropdown
- View the risk register with all identified risks
- Update risk status and assessments
- Track risk response implementation
- Identify new risks as they emerge
- Document risk outcomes and lessons learned
Risk Status Updates
Regularly update the status of identified risks:
- Risk Probability: Reassess likelihood of occurrence
- Risk Impact: Update potential impact if risk occurs
- Risk Exposure: Recalculate overall risk level
- Response Status: Track implementation of risk responses
- Trigger Status: Monitor risk triggers and warning signs
To update risk status:
- Select the risk in the risk register
- Click "Update Status"
- Enter the latest assessment and information
- Add any relevant notes or observations
- Click "Save" to update the risk record
Emerging Risks
Identify and manage new risks that emerge during the project:
- Conduct regular risk identification sessions
- Encourage team members to report potential risks
- Monitor project environment for changing conditions
- Analyze issues and changes for risk implications
- Add new risks to the risk register as they are identified
To add a new risk:
- In the Risk Monitoring view, click "Add Risk"
- Complete the risk identification form
- Assess probability and impact
- Develop response strategies
- Assign risk ownership
- Click "Save" to add the risk to the register
Real-World Example
"Fatima is monitoring a complex traditional wedding outfit project with extensive hand embroidery. During her weekly risk review, she notices that the specialized embroidery thread ordered from overseas is delayed in customs. She immediately updates the risk register, increasing the probability of the 'material delay' risk from low to high. The system automatically elevates this to a top risk based on its impact on the project timeline. Fatima implements the predefined contingency plan: sourcing a similar thread locally at a premium price to keep the project on schedule. She documents this decision and its cost impact in the system. When the original thread finally arrives, she updates the risk status to 'closed' and adds a lesson learned about international shipping delays to the knowledge base for future projects."