Chapter 4: Executing, Monitoring and Controlling

Executing is the process of working through the project plan. This involves putting your project plan into action. The project plan serves as a guide to help ensure that the deliverables — the intended goals of the project — will be completed properly, on time, and within the budget.
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Planning when and how to monitor and control the project

Gabby: “It’s time to execute our plan for the launch event! Executing is the process of working through the project plan. This involves putting your project plan into action. The project plan serves as a guide to help ensure that the deliverables — the intended goals of the project — will be completed properly, on time, and within the budget.
As work is being executed, you should strive to: 

  • Use your budget and resources as planned.
  • Manage the risks you identified.
  • Stay focused only on the work you described in your project’s scope.
  • Meet your milestones.
  • Document your progress in an organised way.
  • Communicate your project’s progress regularly and effectively to your stakeholders.

By checking on your progress, evaluating whether project goals are being achieved in the best possible way, avoiding scope creep along the way, and being prepared to adjust their path if necessary, you are engaged in the monitoring/controlling process.”

Activity 9: Using Project Management Tools

Gabby: “We use Trello to understand where we are in the project and divide all the task in the way that is pictured below.
Register yourself via Trello.com and create a Trello account. Start a new board where you recreate the topics that are pictured below (some will be visible when you scroll to the right in your own board):

  • Status Report;
  • To Do;
  • Doing;
  • On Hold;
  • Done;
  • Next Week;
  • Backlog.”

Activity 10: Create a Status Report

Emma: “Create a Status Report similar to the picture below. Do this by creating a new card in the column ‘Status Report’. Then type over the text that you see below. Try to figure out how to make text bold and/or add checklists and more.”

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Chapter 5: Closing
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Key terminology

Click on the words to expand the window and understand what they mean:

Acceptance criteria:
A set of conditions that is required to be met before deliverables are accepted.
Activity:
A distinct, scheduled portion of work performed during the course of a project.
Assumption:
A factor in the planning process that is considered to be true, real, or certain, without proof or demonstration.
Closing process:
The process(es) performed to formally complete or close a project, phase, or contract.
Communication management:

A component of the project, program, or portfolio management plan that describes how, when, and by whom information about the project will be administered and disseminated.

Constraint:
A limiting factor that affects the execution of a project, program, portfolio, or process.
Deliverable:
Any unique and verifiable product, result, or capability to perform a service that is required to be produced to complete a process, phase, or project.
Executing process:
This is the process of working through the project plan. The executing stage involves performing the activities outlined during the planning process.
Initiating process:
Those processes performed to define a new project or a new phase of an existing project by obtaining authorization to start the project or phase.
Lessons learned:
The knowledge gained during a project which shows how project events were addressed or should be addressed in the future for the purpose of improving future performance.
Milestone:
A significant point or event in a project, program, or portfolio.
Milestone planning:
A type of schedule that presents milestones with planned dates.
Monitoring and controlling process:
Occurs throughout the entire project. Monitoring and controlling involves ensuring that all the activities in the project plan are completed on time and within budget, as well as addressing any changes necessary to successfully achieve the project goals.
Planning process:
The project manager and team members define the activities needed to complete the final product, service or result. Determining what staff and resources are needed, establish the timeline and available budget for the project.
Project:
A temporary endeavor undertaken to create a unique product, service, or result.
Project Charter:
A document issued by the project initiator or sponsor that formally authorizes the existence of a project and provides the manager with the authority to apply organizational resources to project activities.
Project Management
The application of knowledge, tools, and techniques to project activities to meet the project requirements.
Project Manager
The person assigned by the performing organization to lead the team that is responsible for achieving the project objectives.
Project Schedule

An output of a schedule model that presents linked activities with planned dates, durations, milestones, and resources.

Project Team

A set of individuals who support the project manager in performing the work of the project to achieve its objectives.

Scope:
The work performed to deliver a product, service, or result with the specified features and functions.
Scope creep:
The uncontrolled expansion to product or project scope without adjustments to time, cost, and resources.
Sponsor:
A person or group who provides resources and support for the project, program, or portfolio and is responsible for enabling success.
Stakeholder:
An individual, group, or organization who may affect, be affected by, or perceive itself to be affected by a decision, activity, or outcome of a project.
Stakeholder register
A project document including the identification, assessment, and classifications of project stakeholders.
Resource

A team member or any physical item needed to complete the project.

Risk:

An uncertain event or condition that, if it occurs, has a positive or negative effect on one or more of the project objectives.

Work Breakdown Structure (WBS):

A hierarchical decomposition of the total scope of work to be carried out by the project team to accomplish the project objectives and create the required deliverables.