AN INTERNSHIP REPORT

ON

IT PROJRCT MONITORING CONTROL

Submitted By
SUBRAT KUMAR SAHU

Submitted in partial fulfillment of the requirement for the degree of Bachelor of

Technology in
Computer Science and Engineering

Supervised by
MADAN MOHAN MAHAPATRA

Government College of Engineering, Kalahandi, Bhawanipatna

MAY,2023
 DECLARATION
I declare that the written submission of topic “IT PROJECT MONITORING CONTROL”
represents my ideas in my own words and where others’ ideas have been included. I have
adequately cited and referenced the original sources. I also declare that I have adhered to
all principles of academic honesty and integrity and have not misrepresented or fabricated
or falsified any idea/data/act source in my submission. I understand that any violation of the
above will be cause for disciplinary action by the Institute and can also evoke penal action
from the sources which have thus not been properly cited or from whom proper permission
has been taken when needed.

SUBRAT KUMAR SAHU

Regd No 1901110080

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CERTIFICATE

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 ACKNOWLEDGEMENT
The satisfaction that successful completion of this project would be incomplete without the mention
of the people who made it possible, without whose constant guidance and encouragement would
have made effort go in vain. I consider myself privileged to express gratitude and respect towards
all those who guided us through the completion of this project.

I convey thanks to my guide Mr. Madan Mohan Mahapatra for providing

encouragement, constant support and guidance which was of great help to complete this project
successfully.

I am very grateful to Dr. Basanta Kumar Swain, Head of the Department of Computer Science
and Engineering for giving support and encouragement that was necessary for the completion of this
internship.

I would also like to express my gratitude to Dr. Dulu Patnaik Principal, Government College of
Engineering Kalahandi, Bhawanipatna for providing me a congenial environment to work in.

SUBRAT KUMAR SAHU

Regd No – 1901110080

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 ABSTRACT

The scope of this process covers plan the plan phase as well as execution of the work package against
the work package plan till completion of the work package. All discussions and meetings for status
reporting, and project closure are part of the scope of this process which are described in this paper. The
purpose of this paper is to elaborate the Project Monitoring and Control process using process flow
diagrams, Entry/Exit Criteria, Input/Output and steps or action which are performed at each phase. A
project monitoring unit (PMU) is a dedicated team or department responsible for overseeing and tracking
the progress, performance, and outcomes of projects within an organization. The main objective of a
PMU is to ensure that projects are executed effectively, efficiently, and in line with the established
objectives and guidelines.

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 INDEX

TOPICS Pg No

DECLARATION 1
CERTIFICATE 2
ACKNOWLEDGEMENT 3
ABSTRACT 4

CHAPTER – 1: INTRODUCTION 1

CHAPTER– 2: KEYWORDS AND DESCRIPTION 2

CHAPTER – 3: ROLES AND RESPONSIBILITIES 3

CHAPTER – 4: PROCESS & PROCESS FLOW 10

CHAPTER – 4: FUTURE WORK 12

CHAPTER – 5: OUTCOME OF INTERNSHIP 13

CHAPTER – 6: CONCLUSION 14

REFERENCES 15

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LIST OF FIGURES

DESCRIPTION Pg No

Fig 1 14
Fig 2 16
Fig 3 17
Fig 4 18

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 CHAPTER 1
INTRODUCTION:

The purpose of Project Monitoring and Control is to provide an understanding of the project’s
progress so that appropriate corrective actions can be taken when the project’s performance
deviates significantly from the project plan. A project’s documented plan is the basis for
monitoring activities, communicating status, and taking corrective actions. Progress is primarily
determined by comparing actual work product and task attributes, effort, cost, and schedule to
the plan at prescribed milestones or control levels within the project schedule. The term “project
plan” is used throughout these practices to refer to the overall plan for controlling the project.
When actual status deviates significantly from the expected values, corrective actions are taken
as appropriate. Appropriate visibility enables timely corrective action to be taken when
performance deviates significantly from the plan. A deviation is significant if, when left
unresolved, it precludes the project from meeting its objectives. These actions may require
replanning, which may include revising the original plan, establishing new agreements, or
including additional mitigation activities within the current plan.

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 CHAPTER 2

KEYWORDS/ABBREVIATION AND DESCRIPTION:

PMC Project Monitoring and Control

PM Tool An Automated tool used to collect
information for the purpose of status
reporting
Threshold Limit A variation limit defined in the PP for a
particular parameter. Crossing of the Threshold
limit for this parameters calls for response from
the PL.
WP A unit of work, which is being monitored and is
the subject of this OP. A WP has a definite start
and End date with a defined goal.
Project A container for one or more than one WPs
OT Organization Training
SPIF Software Process Improvement Forum
QM Quality Manager
WPIN Work Project Initiation Note

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 CHAPTER 3

ROLES AND RESPONSIBILITIES:

Overall responsibility for the PMC process. Conducting various meetings

concerning PMC process.
Monitoring various threshold parameters.
Prepare and submit “Weekly Status”/” Iteration Review” Reports.
Issue Cause Analysis.
PL
Maintaining and updating Action List.
Project Closure.
SQA Assist PL in preparation of weekly, status reports, Audit.

HOD Review of progress reports.

QM Quality Manager logs the complaint. Report Metrics.

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 CHAPTER 4

PROCESS & PROCESS FLOW:

All 4 procedures under the PMC process with Entry Criteria, Inputs, and actions to be taken by the
recommended team member to perfom the activity, Outputs and Exit criteria for each procedure
are given below:
4.1 Monitor Project
• Meetings with their frequency and agenda items are described below which are used to monitor
the project. These Meetings may be merged if they fall together at the same time but the
Agenda items will be discussed for all.

• Scrum Meeting (Daily) : Agenda Items for Scurm Meeting includes :

• Risks at Priority level 1.

• Status of the tasks planned for the yesterday

• Tasks to be achieved today.

• Re-allocation of the Tasks.

• Any Blocking Issue.

• Any Action to be taken (add tasks with owner) Status of the Iteration

• New Risks if any

Status Meeting (Weekly) : This includes :
• Measure Current Status against Plan.
• Review Scope changes.
• Communicate project progress and problems
• Update an Action List to correct problem areas
• Anticipate Problems and take Preventive Actions
• Resolve outstanding issues
• Monitor risks
• Issue due to commitment failures, development issues, planning issues or process issues.
• Share new process initiatives
• Take Corrective & Preventive action against the issues raised by the team
• Solve team conflicts within themselves or with other support groups.
• Disseminate the activities planned for the week to the attendees
• PMC Sheet
• UAT status if applicable
• Status of the Data Backup
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 MileStone Review Meeting (End of Milestone) : This includes :
• Analysis of the defects and issues.
• Planned and actual of last week
• SQA Issues - discuss and take actions
• Status of the Iteration
• NC Status - analysis and preventive actions - Add them as action items
• Risks
• Metrics
• Lesson Learnt.
• Best Practices WP Closure (End of WP): This includes:
• Prepare Closure report. Kick off Meeting (After WP Plan): This includes:
• Disseminate the Plans.
• Inform IT Service (stakeholder)
• Take commitments
• Risks if any.

Phases under Monitor Project may be described as: Entry Criteria for the Monitor Project includes WP
plan is approved or WPIN is approved.

Inputs are Approved WP Plan or approved WPIN & Plan the Plan, Previous Actions and Last week data.

The process flow for Monitor Project phase is shown in figure1.

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Fig.1. Monitor Project process flow

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Steps or functions with responsible person (shown in brackets) with recommendation during Monitor Project
include:

• Monitor Project Progress (PL): This is done through Meetings discussed above.
• Conduct Scrum meeting (PL): Status review of the project.
• Identify actions to be taken(PL)
• Conduct Status meeting with customer and Internal Senior Management. Inform HoD about Risk,
Assumptions, and Dependencies (PL): Update the Monitoring sheet, inform the Customer about
the Status. Use mail to inform customer, Prepare MoM. PL will send weekly status and iteration
review report to HoD.
• Report Metrics (PL/SQA): Send the data to QM and SPIF.
• Review Metrics(PL) : Metrics could be Project specific or reported by QM
• Identify Issue and their causes for parameters that have crossed threshold (PL/Team): If none of the
parameters have crossed the threshold limit then this step may be skipped.
• Identify issues for root cause analysis and update the actions accordingly (PL): Do root cause analysis for
all the Safety related defects.
• Escalate to the senior management, if required(PL)
Outputs for the Monitor project includes Measurement data (Effort, Defects, Schedule, CRs, Cost), Weekly
Status Report to customer, MoM of the customer joint review meeting, Updated Action items, Updated
Monitoring Sheet.

Exit Criteria includes Weekly monitoring sheet is updated with status and the Action items identified,
Customer specific report has been prepared and sent

4.2 Customer Complaint Resolution

Entry Criteria for this phase includes Work Package / Maintenance Request handled by company and Issue or
complaint received/ generated from customer source within the Project.

Input includes Trigger of Customer issue (through mail / teleconference / meeting).

Figure2 shows the process flow for Customer Complaint Resolution.

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 Fig.2. Customer Complaint Resolution process flow

Steps or functions during Customer Complaint Resolution include:

• If Customer Complaint is not received, Inform the PL (Team Members / HoD)
• Acknowledge the Customer opinion / dislike / complaint regarding the project work / team performance /
product performance or any other (PL)
• Communicate regarding the customer complaint / issue to HoD/QM and SPIF. Inform the Team, if
appropriate(PL)
• Quality Manager logs the complaint (QM): Use Organization Customer Complaint database.
• Do a Root Cause Analysis of the complaint with the PL/QM and/or team and identify Risks associated,
Impact of the Complaint, Preventive & Corrective Actions and Closure Date (HoD)
• Communicate to the customer, regarding the Closure Date and Actions to be taken(HoD / PL)
• Track the complaint till its closure(HoD / PL)
Output includes Customer Complaint Database and Updated Action items. Exit Criteria includes Updated
Action items and Customer Complaint Database.

4.3 Issue Cause Analysis

Entry criteria includes Issue received/ generated from any other source within the WP and Action Identified
anywhere in the WP i.e. meetings, Risk plans etc.

Input includes WP Plan, Collected project data, Previous Issues if any and Previous Action items if any.

Figure3 shows the process flow for Issue Cause Analysis

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 Fig.3. Issue Cause Analysis process flow

Steps or functions during this phase include:

• Track the Defects, Issues & Actions on a continuous basis, for updating (PL)
• Initiate analysis for the defects, issues and their causes. The analysis methods can be:
Brainstorming/discussions, Pareto Analysis and Fishbone analysis (PL/SQA/Team)
• Send the Root Cause Analysis report to SPIF(PL)
• Identify Actions to be taken for the identified causes mainly common for a project (PL/SQA/Team)
• Assignment of Action Points to users along with planned closure date and track to Closure (PL/SQA/Team)
Output includes Updated Issues and Updated Actions.
Exit Criteria includes Updated Issues and Actions are available

4.4 WP Closure

Entry Criteria is defined in WP Plan.

Inputs are WP Plan / Monitoring sheet / Last Status Report, Issues / Action items and Consolidated Project
data.
Figure4 shows the process flow for WP Closure.

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 Fig.4. WP Closure process flow

Steps or functions during WP Closure:

• Initiate closure activities and collect relevant Work Package information/ data/ feedback (PL): Closure
Activities are WP Backup, Release of resources and Analysis of Project Data.
Prepare Work Package Closure Report(PL)
• Call for Work Package Closure Meeting(PL): List of Invitees are Team including PL.,SQA and HoD (if
required)
• Identify and close any actions from the meeting(PL)
Output includes WP Closure Report, MoM of WP Closure meeting and Updated Actions.
Exit Criteria includes Resources are released and communicated by E-mail .

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 CHAPTER 5
SUB PRACTICES FOR MONITOR PROJECT AGAINST PLAN:

5.1 For Monitor Project Planning

• Monitor progress against the schedule.
• Monitor the project's cost and expended effort
• Monitor resources provided and used.
• Monitor the knowledge and skills of project personnel.
• Document the significant deviations in the project planning parameters.

5.2 For Monitor Commitments

• Regularly review commitments (both external and internal).
• Identify commitments that have not been satisfied or that are at significant risk of not being satisfied.
• Document the results of the commitment reviews.

5.3 For Monitor Project Risks

• Periodically review the documentation of the risks in the context of the project’s current status and
circumstances.
• Revise the documentation of the risks, as additional information becomes available, to incorporate changes.
• Communicate risk status to relevant stakeholders.

5.4 For Monitor Data Management

• Periodically review data management activities against their description in the project plan.
• Identify and document significant issues and their impacts.
• Document the results of data management activity reviews.

5.5 For Monitor Stakeholder Involvement

• Periodically review the status of stakeholder involvement.
• Identify and document significant issues and their impacts.
• Document the results of the stakeholder involvement status reviews.

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5.6 For Conduct Progress Review
• Regularly communicate status on assigned activities and work products to relevant stakeholders.
• Identify and document significant issues and deviations from the plan.
• Document change requests and problems identified in any of the work products and processes.
• Document the results of the reviews.
• Track change requests and problem reports to closure.

5.7 For Conduct Milestone Reviews

• Conduct reviews at meaningful points in the project’s schedule, such as the completion of selected stages,
with relevant stakeholders.
• Identify and document significant issues and their impacts.
• Document the results of the review, action items, and decisions.
• Track action items to closure.

4. SUB PRACTICES FOR MANAGING CORRECTIVE ACTION TO CLOSURE

4.1 For Analyzing Issues

• Gather issues for analysis.
• Analyze issues to determine need for corrective action.

4.2 For Taking Corrective Action

• Determine and document the appropriate actions needed to address the identified issues.
• Review and get agreement with relevant stakeholders on the actions to be taken.
• Negotiate changes to internal and external commitments.

4.3 For Managing Corrective Action

• Monitor corrective actions for completion.
• Analyze results of corrective actions to determine the effectiveness of the corrective actions.
• Determine and document appropriate actions to correct deviations from planned results for corrective actions.

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 CONCLUSION

In this paper, we have proposed the process and process flow which may be followed to ensure the project monitoring
and controlling of software product development in a software company. Also sub practices for Monitoring project
against plan and managing corrective actions till closure are explained. Lastly all processes are adaptable, means, they
may be changed according to the needs of the company and also they vary from company to company as per the strategies
that are followed in the company.

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 REFERENCES
1. Chat GPT( https://chat.openai.com/chat )
2. Resources (https://www.questionsanswered.net/article/what-is-project-
management?utm_content=params%3Ao%3D740012%26ad%3DdirN%26qo%3DserpIndex&ueid=
275d793a-c4f2-4191-b116-862df063c9dd )
3. Resources(https://www.reference.com/business-finance/baseline-project-management-
9ba902cc996a92d7?utm_content=params%3Ao%3D740005%26ad%3DdirN%26qo%3DserpIndex
&ueid=275d793a-c4f2-4191-b116-862df063c9dd )

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