SEFA Project Management: Project Control Process
by Matthew Nowitzki, Process Support Manager
Managing integrated construction projects takes a team of professionals with specific skills to execute a project successfully. Having an Integrated Project Controls System is a crucial component of a successful project. Throughout the lifecycle of a project, certain tools are deployed to take the vitals of the project in a snapshot of time with quantifiable metrics such as financial data, progress data, and a feedback loop from the execution team in the field. These tools include Turnaround Reports, Project Trackers, Project Schedules, TimeControl, Weekly Project Reports, and Power BI.
The Project Control Process is a crucial set of activities and procedures designed to ensure the successful execution and completion of a project within the defined scope, schedule, budget, and quality requirements. It starts when we receive an RFP and estimate the project using quantities from the Scope of Work and Drawings. Estimates need to be accurate, consistent, and traceable. A consistent process ensures that all commodities within a project are captured. These quantities are used to determine direct man hours, indirect man hours, equipment needs, field staff requirements, material needs, schedule, etc.
A consistent process also ensures that anyone can understand how the estimate was completed. This is vital for estimate reviews and to accurately track the commodities once loaded into the Project Tracker. Traceability ensures that as revised drawings and changes are made, they can easily be quantified, and potential change orders can be identified. From these quantities, labor rates are applied and estimated man hours are derived. These estimated quantities and man hours are then loaded into the Project Tracker. The Project Tracker is used to track installed quantities of commodities throughout the project’s life. It is used to monitor and manage various aspects of the project to maintain control and make informed decisions. Key components of the Project Control Process:
Key Components of the Project Control Process
Scope Management:
Clearly define the project's objectives, deliverables, and boundaries to ensure everyone involved understands what needs to be accomplished. This begins with estimating and is communicated to the project execution team in the Estimate Hand-Off Meeting.Cost Management:
Developing a detailed budget that allocates funds appropriately, tracking expenses, and implementing cost control measures to avoid overruns.Time Management:
Creating a well-defined project schedule with clear milestones and deadlines, and monitoring progress to ensure the project stays on track. The Project Tracker is aligned with the project schedule to track man hours and update the schedule via the project Turn Around Report.Quality Management:
Establishing quality standards and processes to ensure that the project meets or exceeds the required quality requirements.Risk Management:
Identifying potential risks that could impact the project's success, developing mitigation strategies, and continuously monitoring risk factors throughout the project.Communication Management:
Establishing effective communication channels among stakeholders to facilitate collaboration, information sharing, and issue resolution.Resource Management:
Ensuring that the project has the necessary manpower, equipment, and materials to carry out the work as planned.Change Control:
Implementing a formal process to manage changes to the project scope, schedule, or budget, and evaluating their potential impact before approval.Procurement Management:
Managing the procurement of materials and subcontracts required for the project.Performance Monitoring:
Regularly collecting data on project performance metrics, analyzing trends, and comparing actual progress against the planned targets.Issue Management:
Addressing any problems or challenges that arise during the project promptly and efficiently.Reporting and Documentation:
Provide regular updates and reports to stakeholders on the project's status, progress, and any changes or deviations from the original plan.Project Closeout:
Conducting a formal closure process to ensure all deliverables are completed, final documentation (turnover package) is produced, and lessons learned are documented for future reference.
These processes work together to provide a systematic approach to managing a project, enabling project managers and stakeholders to make well-informed decisions, proactively address challenges, and ultimately deliver a successful project on time and within budget.
Example of Performance Monitoring
Example of Project