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What is good project controlling?
Success and failure in project planning is not only based on the used method but also depends on the review of ongoing projects, i.e. if the plan works out – what we call project controlling. This is more than just looking at key figures (KPI). You have to ask yourself what is good project controlling and what are the elements?
- Targets and tasks
- Implementation and methods
- Software solutions
REFA lexicon says that project controlling describes all activities that are necessary to control a project over its entire duration. It includes the specific project calculation, scheduling, communication and financing of projects in the company.
It is therefore also a subarea and subtask of the project management.
According to the PMBOK Guide, these tasks are assigned to the project management areas for regular monitoring and control; this could also be classified as Monitoring & Controlling.
Another important component is DIN 69901 describing not only the basics, processes, process model, methods, data, data model and terms in project management, but also ensuring that the project targets are achieved and thus to the control of all project processes as noted in Wikipedia.
2. Targets and tasks
An important task here is undoubtedly the regular review of meeting the deadlines and costs, but also the review of the added value in the overall project. At the end of the project, the greatest possible benefit should be generated at the lowest possible cost.
3. Implementation and methods
How these tasks can be skillfully solved depends on a wide variety of influencing factors; in detail, you should take into account :
- the importance and scope of the project
- the size of the team and company
- the key performance indicators (KPIs)
The basis for getting review of the situation in the project is the use of a schedule or work breakdown structure (WBS). It provides visual information o the chronological sequence of all work packages (tasks), milestones, activities and the end of the project.
Traffic light ratings
A very popular and well-known way to get an overview of the running projects, as well as to see if all schedules and other KPIs have been met, is the use of traffic light systems. With the color system, green, yellow and red, you can immediately rate the current status of the project. Also, these ratings are always up to date.
Compared to other methods, the benefit analysis is a very special method designed to rate several attributes by the best possible benefit. You can heavily weight your own preferences and priorities here.
Earned Value Analysis (EVA)
According to Wikipedia, the Earned Value Analysis (EVA) is a project controlling tool. It is used to analyse the progress of projects. The current time and cost situation is described by key figures. The key values are among others plan cost, actual cost and estimate at completion.
Compared to the benefit analysis described above, the EVA offers a far more objective approach. Here, the actual numbers (e.g. times from schedules and costs) and facts are objectively opposed, compared and rated.
4. Software solutions
Today, professional project controlling no longer needs to be operated with your own tools, but is integrated in sophisticated project management software.
Project controlling can be that easy using KLUSA
In the individual project, you always have your deadlines, project scope, costs and benefits under control with a permanent plan / actual comparison. At the multi-project level, a deeper analysis of each displayed information and direct access to the respective project is possible. You can reasonably restrict the amount of projects by time periods, cost types, cost centers or other parameters using various filters.
KLUSA supports you here
KLUSA dashboards for a comprehensive overview
- Dashboards for management, single projects and project members
- Focused information on costs, effort, risks, resources, economic values, deviations in schedule, project status and much more.
- Drill-down from the multi-project view to the individual project element
KLUSA for high transparency in real time
- Multi-project progress with all essential parameters as table and graphic overview
- Sophisticated change management with different plan versions such as plan, baseplan, last changed and actual
- Approval workflow for change requests
- Selection of the coverage of pending project changes
- Simple overview of deviations from baseplan and last approved plan
- Quick detection of plan delays
KLUSA keeps the corperate projects under control for you
- Traffic light ratings for different areas of project controlling
- Drill down to the relevant area for all or a single project
- Manual or automated rating of the areas
- Ratings with access to reporting data of single projects
- Largely automated reporting
Reporting data in KLUSA
- Comprehensive display of reports in KLUSA, where you can filter, concentrate and group by information
- Analysis possible when displaying data in KLUSA
- Single and multi-project reports with trend analyzes for milestones, costs, risks and earned value analysis clearly concentrated in lists, tables and charts
Output and further processing of report data
- Output of reports as PDF document with flexible, customizable layout
- Reports in native Microsoft Office formats for Word and PowerPoint
- Raw data exports in Microsoft Excel format for special analysis
- Access to KLUSA data using KLUSA web services