How To Use a Project Control Plan (With Tips)

Les contrôles de projet servent à déterminer le temps et le budget consacrés à un projet. Cet article vous explique en quoi consiste ce type de processus, comment les mettre en œuvre pour rester dans les limites de la portée de votre projet, comment limiter les coûts liés à ce dernier et respecter votre calendrier.

Qui ne souhaiterait pas bénéficier de plus de temps ou de ressources financières ? Malheureusement, nous avons déjà du mal à faire un usage judicieux de ce que nous avons la chance de posséder. Les entreprises, quant à elles, doivent impérativement employer leurs ressources avec prudence, car c’est souvent ce qui leur permet de se maintenir à flot. Si vous souhaitez aider votre organisation à gagner du temps et de l’argent, le moyen le plus simple reste de contrôler les initiatives menées grâce à la gestion de projet.

Project Controls Plan (PCP) is a well-defined documented Project Controls execution strategy that describes specific processes, procedures, systems, & tools used by the Project Control team throughout the project lifecycle.

The Components of a Project Controls Plan (PCP)

Benefits of using a project control plan

Project control plans are very beneficial if you like to plan every detail of a project and monitor progress closely. This type of plan is valuable for projects that need extra attention to the details, but it can also be useful when you start a project you havent encountered before, like planning a project for a new department. Heres a closer look at some benefits of using a project control in your workplace:

What is a project control plan?

A project control plan is a set of documents created by a project manager that details the different elements needed to complete a project. These elements are often the parts of a project that a project manager needs to control, so they use prior knowledge to predict how these elements may influence their project. These elements can be the people on a team, the quality and cost of production and the time to complete a project, and they determine if and when a team can deliver a finished product to stakeholders.

With a project control plan, you can use prior knowledge and current information, like productivity metrics, to prepare for a project and examine how to control a project effectively. For example, you may know that your manager is creating the annual budgets for the departments in your company, so you note in your project control plan that the budget of your project may not be very high and plan around that lower number. When you learn the actual budget is higher than your estimate, this information doesnt delay your project because you planned for a lower number.

How to use a project control plan

Consider the following steps to help you understand how to use a project control plan successfully in your workplace:

1. Understand the goal and scope of the project

Before you can create a project plan, you first need to understand the goal and scope of the project. Discuss this with your manager and the customer or client requesting the product so you can consider the parameters of the project on which you can base your control plan elements. For example, try to find out how long your team has to complete the project, how many and what type of resources you may need to finish the product and the purpose of the product for the customer.

2. Think about what you can control

Once you understand the goal and scope of the project, you can think about which elements you can predict, monitor and control in your plan. Often, these elements fall under one of four categories, including:

There are aspects of these categories that you can control or plan for, like which employees are on your team and how much time you may spend on each task in the project. For the aspects you cant control, like unexpected changes, you can try to predict and plan for possible outcomes in your project plan. An example would be an equipment malfunction that causes quality errors and delays production. While creating your plan, you may notice the equipment is old and malfunctions often, so you can create a backup plan for this situation to keep production on schedule.

3. Gather information on various elements

Gather information on the elements of the project to help you control outcomes or predict challenges to help your project run smoothly. Research each element and look for ways they may affect the goals of your project by talking with the heads of relevant departments, like finance and IT, and the manager who assigned the project to you. With thorough research, you can more easily understand and predict challenges, estimate budgets and make schedules for a useful control plan.

4. Write your plans

A project control plan often consists of multiple smaller plans relating to the project that you compile into one large document for your team to reference. Examples of specific plans include cost estimates and budgets, timelines for when to complete tasks and details for how to communicate progress to customers and other managers. Create these various plans using all the information you gathered from sources around your workplace and put them into a cohesive document to help you understand the entire project and what your team needs to do to succeed.

5. Decide how to monitor progress

To fully use your project control plan, decide how you want to monitor the progress of your team and report it to the customer or your manager. Its a good idea to add this information to your product control plan to make it accessible to your entire team and think through how to monitor progress and changes for each specific element. By regularly monitoring how your team and the project are doing, you can more easily catch errors or potential delays and report your progress to customers and managers who want to know the details.

6. Gather your team

Gathering a collaborative, knowledgeable team is one of the most important ways to increase your chances of completing a project successfully. Depending on the project and its parameters, your manager may assign a team to you or you may be able to choose team members from various departments yourself. Try to choose employees who work well together and have expert knowledge of the product youre creating, then delegate tasks to each member that best fit their skill set.

7. Revise as necessary

As your team makes progress on the project, review your plan frequently and revise information that has changed since you created it. Since the purpose of the control plan is to help you control your project and predict challenges, its important to keep the information in the plan up to date in case more challenges occur, to report accurately to your manager and customer and to help your team stay focused on the right tasks. Revising also allows you to keep track of new information and improve your project planning for your next project.

Tips for using a project control plan

The following tips may help you use a project control plan more effectively:

FAQ

How do you write a project control plan?

How to create a project management plan
  1. Step 1: Identify the goal of the project. …
  2. Step 2: Map out the scope. …
  3. Step 3: Develop an outline or plan. …
  4. Step 4: Share this initial idea with your team. …
  5. Step 5: Finalize your plan. …
  6. Step 6: Use a Gantt chart to keep things organized. …
  7. Step 7: Distribute your project management plan.

What are examples of project controls?

Some examples of project controls:
  • Budget forecast. Budget management is a critical task of the project manager and one that can weigh heavily on the success or failure of any engagement. …
  • Project schedule. Your project schedule is only as good as it is usable. …
  • Project scope. …
  • Risk management. …
  • Summary / call for input.

What are the 3 project control?

There are three basic types of control mechanisms- cybernetic, go/no-go, and post-performance.

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