28th November 2023

By CSPM Principal Consultant,

Shadi Juma

Optimising Project Outcomes with Project Controls An Essential Guide

Optimising Project Outcomes with Project Controls: An Essential Guide

Project management is an intricate dance between planning, executing, and monitoring various aspects of a project. From time, cost, to scope, ensuring projects align with their intended goals requires a set of specialised tools and methodologies, collectively known as project controls. This guide will shed light on the essence of project controls and underline its paramount importance in successful project outcomes.

What Exactly is Project Controls?

Project controls can be defined as the processes and tools used to predict, understand, and constructively influence a project’s time, cost, and other outcomes. They encompass data gathering, management, and analytical processes to enable effective decision-making. In essence, they’re like the cockpit instruments for a pilot, providing real-time insights to navigate the project effectively.

Key Components of Project Controls:

  • Planning and Scheduling: Lays the groundwork for how the project will unfold.
  • Scope Management: Ensures the project stays within the defined parameters.
  • Cost Estimation and Management: Keeps the project within the allocated budget.
  • Risk Management: Identifies potential threats and plans mitigating strategies.
  • Quality and Resource Management: Ensures the desired standards are met using the allocated resources.
  • Document Control and Supplier Performance: Keeps track of crucial documents and ensures suppliers meet their commitments.
  • Earned Value Management (EVM): A method often used to track the project’s performance against the plan by comparing the planned progress with actual progress.
  • 4D Planning: Integrates the time element (project schedule) with the 3D Revit model, allowing for visualising the progression of construction activities over time.
  • Reporting: Periodic updates on project performance.

Project Controls vs. Project Management:

It’s crucial to differentiate between the two. Project management covers the broader spectrum of planning, executing, and tracking projects. In contrast, project controls specifically target the measurement and monitoring of project constraints.

The Life Cycle of Project Controls:

  1. Project Planning: As the foundation, controls are crucial when estimating costs, duration, and laying out the schedule. This is where techniques like 4D planning shine by giving a visual representation of the project’s progression.
  2. Execution & Monitoring: With the project in motion, controls like Earned Value Management (EVM) act as the alert system, flagging deviations and suggesting course corrections.
  3. Project Closure: A post-project analysis leverages controls to evaluate what went right and what could have been better.

The Importance of Project Controls:

Project controls are the backbone of a robust project plan. They align the project with strategic organisational goals, leading to time and cost savings. In essence, they provide answers to vital questions: How much will the project cost? How long will it take? What value will it deliver?

A report by Infrastructure Australia highlighted the significance of effective project controls in the Australian infrastructure sector. The study found that projects with established control practices had a 20% higher success rate compared to those without. Infrastructure Australia emphasised the positive impact of controls on cost prediction accuracy and risk management, both paramount in the dynamic and complex Australian market.

Who’s In Charge?

Project controls are a collaborative effort between the project manager and the team. An adept project manager backed by a skilled team is the first line of defence against deviations. The right set of tools further empowers them to keep the project on track.

Tools to Establish Project Controls:

While there are numerous templates and methodologies that can aid in setting up controls, the evolving project management landscape is bringing forth advanced tools. Leveraging techniques such as 4D planning allows for enhanced visualisation of the project’s progression. Meanwhile, Earned Value Management (EVM) provides quantifiable data to measure project performance against the plan.

In Conclusion:

Project controls are more than just tools or methodologies; they’re the guiding light that ensures projects meet their intended objectives efficiently. Whether you’re a seasoned project manager or just starting out, integrating project controls can significantly enhance the chances of your project’s success. Remember, as with any journey, having the right map (controls) can make all the difference!

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