## How Important Is Project Monitoring And How Do We Implement It Through AI?

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# How Important Is Project Monitoring And How Do We Implement It Through AI?

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Project Monitoring plays a vital part in project management as well as the project manager’s decision making processes.

However, it is a method often overlooked and only done for the sake of fulfilling the requirements of a project management plan. But if put into practice, project monitoring can help project managers and their teams foresee potential risks and obstacles that if left unaddressed, could derail the project. It clarifies the objectives of the project, links the activities to the objectives, sets the target, reports the progress to the management and keeps the management aware of the problems which crop up during the implementation of the project. It supports and motivates the management to complete the project within the budget and on time.

## What is Project Monitoring?

Project Monitoring refers to the process of keeping track of all project-related metrics including team performance and task duration, identifying potential problems and taking corrective actions necessary to ensure that the project is within scope, on budget and meets the specified deadlines.  To simply put, project monitoring is overseeing all tasks and keeping an eye on project activities to make sure you’re implementing the project as planned.

The process of project monitoring begins during the planning phase of the project. During this phase, it is important to define how the project success will look like and how the goals can be measured using KPIs (Key performance indicators).

## Why is Project Monitoring important?

When project managers make important decisions without verified data, it is like taking a stab in the dark. Your decisions will be based on very little to no evidence, so the action may not be very efficient and could only be a waste of time and resources.  Getting a PMP certification will help you grow and become a successful, object-oriented Project Manager.

That’s why it is important to monitor projects diligently and use the data you gathered to come up with intelligent decisions. Here are some questions answered through project monitoring:

• Are tasks being carried out as planned?
• Are there any unforeseen consequences that arise as a result of these tasks?
• How is your team performing at a given period of time?
• What are the elements of the project that needs changing?
• What is the impact of these changes?

Automated tools and technologies can simplify the tedious process of project monitoring. Most project managers have already adopted project management tools to delegate tasks and monitor their projects. However, project monitoring is a complex process and there are only a few project management apps out there that can support the project manager’s requirement to have laser-focus on individual tasks and team efficiency.

## Types of Project Monitoring:

Project Monitoring can be attained via:

• Staff Meetings, which can be conducted on a Weekly, Monthly or an Annual basis.
• Partners meeting, Learning forums (FGD, Surveys) or Retreats.
• Participatory reviews by the stakeholders
• Monitoring and Supervision Missions that can be Self, Donor or Joint.
• Statistics or Progress reports

## How to implement Project Monitoring and Control in projects?

The following are the steps to implement Project Monitoring and Control (PMC) in projects:

1. Monitor the parameter of project planning: It requires the monitoring of project parameters like effort, costing, schedule, timeline, etc. It is the responsibility of a Project Manager to track such metrics while working on a project.
2. Monitor Commitments: Being a Project Manager, you will have to keep track of the commitments of different stakeholders in the project. The stakeholders can include anyone: the team members, management, peers, vendors as well as clients.
3. Monitor the Project Risks: It is important to keep a track of all the risks that might be involved with the project. There are various types of risks that can be involved in a project, including process, people, technology, tools, etc.
4. Data Management monitoring: Keeping track of all of the configuration items, which includes software, hardware as well as documentation of the project.
5. Monitoring the Stakeholder involvement: As a Project Manager, it is important that you keep track of how all the stakeholders are involved in the project. This can be done through different types of meetings, status reports, etc.
6.  Manage Progress Reviews: Conduct and manage the project progress reviews with the help of different techniques which includes the work progress of team members, client meetings, milestones reviews, etc. Based on these activities, various status reports are created, which are shared with the stakeholders as well.
7. Manage actions to closure: Based on the progress of the project, it is important to take corrective actions to get control over the progress of the project plan.  These corrective actions are then tracked by the Project Managers till the project closure or until the progress is under control.

## Why Project monitoring?

Project monitoring aids various purposes. It brings out the problems which occur or which might occur during the implementation of the project and which demands solutions for smoother progress in the project. Effective monitoring helps in knowing if the intended results are being achieved as planned, what actions are needed to achieve the intended results during the project execution, and whether these initiatives are creating a positive impact towards the project execution.

To assess the project results: To know how the objectives are being met and the desired changes are being met.

To improve process planning: It helps in adapting to better contextual and risk factors which affect the research process, like social and power dynamics.

To promote learning: It will help you learn how various approaches to participation influences the outcomes.

To understand stakeholder’s perspectives: Through direct participation in the process of monitoring and evaluation, learn about the people who are involved in the research project. Understand their values and views, as well as design methods to resolve conflicting views and interests.

To ensure accountability: To assess if the project has been effectively, appropriately and efficiently executed, so that they can be held accountable.

## 3 Ways to Track and Re-Plan a Project

It is said that projects never go according to what we have planned. Hence, one must be ready to make any amendments as needed. You can also opt for the following three-step approach:

1. Check and understand the progress of the project: Before starting to re-plan your project, you should be sure of the current state and status of the work. Setting up a meeting for the whole team together to get to know about the updates of the current work, upcoming tasks and issues will be beneficial. Also, recognize the important milestones in this meeting.
2. Search for and Manage Exceptions: Stay on a look-out for exceptions like risks, issues and change requests. Open issues will have to be resolved so that roadblocks can be removed, and a risk mitigation plan will have to be developed.
3. Re-plan the project: You have an idea of how to re-plan the project. The following steps will help you do so:
• Keep the important project documents updated, which includes the project charter.
• Share the new plan with the shareholders.
• As per the demand, re-assign the work. Communicate with the team members regarding the new assignments and send automated reminders to them.
• As required, make changes on the project site with the updates reports and dashboards.

## Project Monitoring with KnightSpear’s AI Work Coach Isabella

KnightSpear has a practical way of helping project managers to monitor their projects and team’s performance. With the help of Isabella, KnightSpear’s AI work coach with machine learning capability, the information you need for project monitoring is handed over to you so you can spend less time gathering and interpreting data and more time taking action instead.

Isabella, the KnightSpear’s AI-enabled chat-box work coach, can process data within the app. Accordingly, they respond to the project managers with reports and suggestions on how they can manage tasks and keep his/her team engaged.

Here are some ways by which Isabella helps you with project monitoring.

• ### Real-time monitoring of team performance

With automated task monitoring, Isabella can monitor how everything is going, including what the team is working on, which team members are stuck on a task or what other tasks need to be done to move forward with the project.

• ### Regular status and progress reports

Isabella provides the duration summary of a task. It displays the amount of time the assignee has spent on a task and predicts how much more is needed to complete the entire project so you can identify existing issues and make timely adjustments to get things back on track.

• ### Providing recommendations and suggestions

Isabella can estimate the percentage of project success or failure. She can also predict the probability of tasks going overdue or missing its deadline and provide valuable advice on how you can get the team to work together to prevent this from happening.

• ### Ensuring that recommended actions are implemented

It’s important that the team is clear if there are any changes to the project plan. Isabella can remind the team of any over dues, hanging tasks and issues that need quick resolution so you can drive your team to the direction you are planning to take.

In conclusion, project monitoring is important in making the project management plan work to meet your project objectives. It is a part of the project and project management, not an addition to it. Given the data about the team, the project and the prediction of overdue, project managers can customize the project plan and address issues before they happen. With project monitoring, you can identify the most efficient way to manage your resources and continually assess your project status, so you can ensure your project success.

### KnowledgeHut

Author

KnowledgeHut is a fast growing Management Consulting and Training firm that is a source of Intelligent Information support for businesses and professionals across the globe.

Website : https://www.knowledgehut.com

## Join the Discussion

Gatluak Ngueny Tot 18 Dec 2017

Thank you for what you gave us

Godfrey Kalema 31 Mar 2018

Am so much interested in project management and need to acquire more knowledge.

Elenoa Sauqaqa 13 Apr 2018

Fabulous! I'm currently studying Project Management and your site has truly helped me with very relevant information I need!

manoa raseru 16 Apr 2018

I am so thankful for the information and really do need to acquire more.

Athiak Peter 27 Apr 2018

Its very fantastic walai

Athiak Peter 27 Apr 2018

very fantastic article

Sidiki Kamara 08 Jul 2018

This is a nice working tool that guides you throughout the project implementation process. It keeps you on track on your planned activities and to take immediately corrective measures in improving the implementation. This is good for programme and project officers in community development. This tool Will give me a wider knowledge in any project implementation

Alex 18 Sep 2018

interesting and informative! keep it up.

James P Moran 13 Nov 2018

This interested me and helped me with my studies

Ibrahim Mwanyule 08 Dec 2018

so wonderful article .congrats

## 7 Levels in Delegation Poker Group activity - Project Management

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7 Levels in Delegation Poker Group activity - Proj...

Delegation is something that every Project Manager... Read More

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PRINCE2® is one of the methodologies which will lend you a helping hand in managing your project in a successful manner.In this article, we will discuss its various aspects, just enough to provide you with the perfect launching platform to comprehend everything about PRINCE2®, all the information that you will need before you dive in for more details later on.Not only that, you will also get an overview of how you need to engage yourself with this project management method.Let us begin with the basics.What is PRINCE2®?PRINCE2®, an acronym for PRojects IN Controlled Environments, in fact, is a process-based method to manage any project effectively.One of the frequently-used project management methods, PRINCE2® is used by many people and organisations from various sectors and industries. It is practical, flexible, and innovative. Whatever project it may be, whether it is about constructing a flyover, developing software, or even putting forward an advertising campaign, the themes, processes, and principles of PRINCE2® will help you realise all of them. This method belongs to the public domain, and provides a generic but the best guidance to managing any project.Key Features of PRINCE2®:Focus on business justificationDefined organisation structure for the project management teamProduct-based planning approachEmphasis on dividing the project into manageable and controllable stagesFlexibility that can be applied at a level appropriate to the project.History of PRINCE2®PRINCE2® originated from PROMPT II (Project Resource Organisation Management Planning Techniques).PRINCE was originally based on PROMPT, a project management method created by Simpact Systems Ltd in 1975, and adopted by CCTA in 1979 as the standard to be used for all Government information system projects.In the year 1989, a version of PROMPT II was adopted as a UK Government standard for information systems (IT) project management by CCTA, Central Computer and Telecommunications Agency. In June 2010, the Office of Government Commerce Best Practice Management functions moved into the Cabinet Office.However, it was renamed in a Civil Service competition to ‘PRojects IN Controlled Environments’. In a short span of time, PRINCE was applied even outside the IT environment, both in the UK Government and private sectors.On PRINCE being launched in the year 1989, it effectively superseded PROMPT within Government projects. PRINCE remains in the public domain and the crown holds its copyright. PRINCE2® was published in 1996, having been contributed to by an association of some 150 European organisations.PRINCE2® was released in the year 1996 as a common project management method.Since then, it has gained increasing popularity, and now it is a de-facto standard for project management in many UK Government departments and across the United Nations systems as well.After being revised again in the year 2009, the acronym was changed, this time to ‘PRojects IN a Controlled Environment’.Ever since PRINCE2® was launched (1996), it has undergone two significant revisions:‘PRINCE2®:2009 Refresh’ in the year 2009‘PRINCE2® 2017’ Update in 2017Which are the most popular regions for PRINCE2®?As you came to know in the section above, PRINCE2® was born in the UK, and later on, this methodology took many regions of the world by storm. Its simple, yet effective themes, processes, and terminologies have brought a new perspective in the world of project management.Till date, the UK has more PRINCE2® certificate holders than any other country across the globe. But now, there are more certificate holders across the rest of the world.According to the Axelos 2016 report:88% of PRINCE2® certificate holders said it had been valuable to their career85% of practitioners stated that PRINCE2® certification has been useful current roleOver 80% of professionals surveyed see the value of working in an agile way.Meanwhile, along with the massive global presence and momentum of PRINCE2®, there are already many established countries that adopted PRINCE2® .Here are the most traditionally popular PRINCE2® regions:UKThe NetherlandsAustraliaEastern and Western Europe – Poland, Denmark, GermanyIt has been some years now, and PRINCE2® has really strengthened its grip in the economic market of superpowers like India and China. In the year, 2012, PRINCE2® examinations in India increased by 168%. A year later, the increase in the rate of examination in China overtook India. These figures look perfect for the project managers. China and India both are ambitious nations and it makes complete sense about why they have adopted PRINCE2® methodology for their projects.More current figures from AXELOS, represent the regions going through the biggest increase in PRINCE2® examinations with every passing year:Why do I need to implement PRINCE2® in my organisation?Well, as stated earlier, PRINCE2® is a high standard method for project management. But what makes it stand out from the other methodologies?Simply because it is adaptable and flexible. Let us elaborate on this.The reason why PRINCE2® is adaptable and flexible is that it represents years of best practice in project management. It focuses on a diverse variety of disciplines and activities, ones which are important while driving a project, and emphasises on the direction the project needs to head towards, that is, ‘Why’, ‘When’, and for ‘Who to’.What it has to provide your organisation with are stated below-It provides a common and seamless approach.Helps in keeping a project organised throughout the process.Repeated and timely reviews of progress are made against plan and Business case flexible decision pointsEnsures that the project continues to meet the business requirements.Provides flexible decision points.Aids to management control of any deviations from the plan if there are anyThe involvement of management and stakeholders at the right time and place during the project.Helps in maintaining good communication channels between the project, project management, and the rest of the organisation.Provides a method of capturing and sharing lessons learnt.Secures a pathway to increasing the project management skills and competences of the organisation's staff at all levels.All right, but why use a project management methodology?It has been known from various surveys that the project managers of high-performing projects are most likely to have been PRINCE2® certified. It enables them to manage the project, take risks, and have control over the use of resources.Since PRINCE2® and its methods are widely renowned and understood, it provides a common language for all the members in a project.It represents years of project management best practice that provides information about a lot of ‘Dos’ and ‘Don’ts’ to the participants in a project.With PRINCE2®, it will become easy for you to maintain a flexible and improved communication system throughout the project by employing Agile methods.Tell me about the training and certificationsPRINCE2® certification is awarded by AXELOS, and in order to get the certification, the user needs to take part in a training course with an Accredited Training Organisation, after which the user needs to sit for an examination. There are three ways to undertake the course: Virtual, Online, and Classroom. Trainers must be re-accredited once in every 3 years and undergo a surveillance check once every year.However, PRINCE2® examinations are either undergone:As a part of a PRINCE2® accredited training course through your PRINCE2® training providerOnlineAt a public PRINCE2® examination centre.Whichever option you select, the PRINCE2® examinations you appear for will have the same style and structure.There are four levels of certification for PRINCE2®:1. PRINCE2® 2017 Foundation: This level of certification confirms that the holder has adequate knowledge and understanding of the method of PRINCE2® and is qualified to work in a project management team using the very method.If you opt for this, then you must be able to:Describe the motive and major content of all roles, the seven principles, the seven themes, and the seven processes.State which management products considered as input or output by using the seven processes.State the main purpose and key contents of the major management products.State the relationships between processes, deliverables, roles, and the management dimensions of a project.2. PRINCE2® 2017 Practitioner: This level of certification confirms that the holder has developed an adequate understanding of the way the concepts of PRINCE2® can be applied in a certain given scenario and will be able to apply the same in a real project scenario under proper guidance. However, qualified PRINCE2® Practitioners who pursue the APMP qualification of the Association for Project Management (APM), are not eligible to attend certain topics of the syllabus, ones that are covered in PRINCE2® Practitioner qualification.         If you go for this, then you must be able to:Produce detailed explanations of all principles, themes, and processes and worked examples of all PRINCE2® products as they might be applied to address the particular circumstances of a given project scenario.Show that you comprehend the relationships between principles, themes, and processes and PRINCE2® products and can apply this understanding.Demonstrate that you understand the reasons behind the principles, themes, and processes of PRINCE2® and that you understand the principles underpinning these elements.Demonstrate your ability to tune PRINCE2® to different project circumstances.The examinees are strongly advised to read the book and review the test exams time and time again.3. PRINCE2® Agile Foundation:This level of certification was released in June 2018 and establishes the fact that the holder has sufficient knowledge and understanding of PRINCE2® and the Agile way of working and is able to work in a project management team by combining the concepts of both.4. PRINCE2® Agile Practitioner: This level of certification identifies the holder as being able to implement the principles of PRINCE2® in project management and apply the concepts of Agile, such as Scrum and Kanban.So, in a brief, to get PRINCE2® Agile Foundation or Agile Practitioner certification, you need to:Show that you understand the basic concepts of the common agile ways of workingShow that you understand the purpose and context for combining PRINCE2® and the agile way of workingDemonstrate your ability to fix and flex the six aspects of a project in an agile contextDemonstrate the ability to tailor the PRINCE2® principles, themes, processes and management products to a project in an agile context.You can visit our link to know more about PRINCE2® Foundation and Practitioner Certification TrainingWhat is the process of Examination?Although you were informed about the four levels of certification in the previous section, the examination format varies accordingly.We will provide you with a brief insight on each format and the prerequisites so that you get a general idea about the same before selecting a course with us.So, here are the four examination formats.The PRINCE2® Foundation Examination format:The duration of examination is 60 minutes.There will be a total of 60 questions.It will be a closed-book examination.You will need to have at least 33 out of 60 questions correct, that is, a pass mark of 55%.Prerequisites: There are no specific pre-conditions for the Foundation level certification.You may study this on your own or as take it as a prerequisite to the PRINCE2® Practitioner course.However, with respect to the PRINCE2® Certification Requirements, while it is not mandatory, having a basic knowledge of managing projects is always preferred.The PRINCE2® Practitioner Examination format:The duration of examination is 60 minutes.There will be a total of 68 questionsYou will need to have at least 38 out of 68 questions correct, that is, a pass mark of 55%.It will be an open-book exam (official PRINCE2® manual only).However, if you take the examination in your native language, then the duration of the same will be for 150 minutes. If not, it will be for 188 minutes. The distribution of the questions will be as follows:35 questions from the theme25 questions from the processesAnd 8 questions from the principles.Prerequisites:In order to appear for the PRINCE2® Practitioner examination, you must be able to provide a proof of passing one of the following exams:PRINCE2® FoundationProject Management Professional (PMP)Certified Associate in Project Management (CAPM)IPMA Level A (Certified Projects Director)IPMA Level B (Certified Senior Project Manager)IPMA Level C (Certified Project Manager)IPMA Level D (Certified Project Management Associate).The PRINCE2® Agile Examination format:It will be an objective test.There will be 50 questions, each worth one mark.You will need a score at least 30 marks to pass (out of 50 available), that is, 60%.The test duration will be of two-and-a-half hours (150 minutes), no additional reading time.It will be an open-book exam (official PRINCE2® Agile guide only)What are the Prerequisites?In order to sit for the PRINCE2® Agile examination, you must have a Registered PRINCE2® Practitioner status (i.e. hold a current PRINCE2® Practitioner certificate).But why should I get PRINCE2® Certified?There are many reasons why it is recommended to study PRINCE2®.The most notable of them are:It is the industry standardIf you are looking to work in project management, then your search ends at PRINCE2®.PRINCE2® is a qualification that is recognised worldwide, one that is approved by the UK government as a best practice for project management. It has turned into an important benchmark of capability within the industry, and is considered an important requirement for those looking to further their project management careers.It helps in gaining First Class Project Management SkillsPRINCE2® offers the skills that will make you confident about managing projects with success. The key element it follows is using a common language, systems, and procedures. What results is you being able to govern resources and risks with fewer mistakes, but the incidents will teach you and your team how to learn from the same mistakes.Irrespective of the type of project, organisation, or industry one is involved with, PRINCE2® is adaptable enough to be seamlessly adjusted, not to forget the immense amount of time, money, and effort it saves.The time taken for you to qualify will not take longIt will not take you long to complete all the certifications of PRINCE2®. Their duration is from 20 to 50 hours for the entry-level PRINCE2® Foundation level, two to three days for the PRINCE2® Practitioner and Professional levels.The first level can be studied online. You can take your own time in scheduling your studies according to the time table. However, if you desire to finish your qualifications at a quicker pace, then there are a host of bundled packages having different classifications together.It assists you in shaping your career by getting better jobsHaving a PRINCE2® certification adds credibility to your CV. It is a renowned international product which has the quality method for managing any project. According to Arras People's 2011 survey, half of the people who opted for the same have certifications in PRINCE2®. This clearly explains why so many companies are hiring candidates who are certified in PRINCE2®.The 2016 AXELOS PRINCE2® survey shows that a majority of the surveyees, particularly from Germany and the Netherlands, felt that PRINCE2® certification is essential for a better career growth. The ones to opine otherwise stood at less than 10% of the total votes.A better future is accomplished by continuously being equipped with the best of the upgrades available and a PRINCE2® certification is one of those top-tier choices.It will qualify you to earn more moneyMany companies worldwide offer an average annual salary of around $42,380 to PRINCE2® Foundation certified candidates. Potential candidates could earn up to$66,206 after they complete their PRINCE2® Practitioner certification,So, being PRINCE2® certified helps you secure your financial benefits and career on a long-term basis.You will be open to more opportunities globallyIt is a fact. PRINCE2® qualifications are recognised and acclaimed globally. So, there is no doubt that it creates more opportunities for you globally.Did you ever dream of working abroad? If yes, then project management could be the ideal choice.What is the cost of the components of the certification?Whether it is PRINCE2® Foundation or PRINCE2® Practitioner, the total cost is split into various segments and varies from country to country and from one accredited training organisation to another. All the fees mentioned here have approximate values and may be subjected to change depending on the region.The components involved in the PRINCE2® certification cost are:PRINCE2® TrainingPRINCE2® examCost of Sample Examination papersStudy GuideMembership fee.Well, opting for a PRINCE2® course online means that the cost of your training component in PRINCE2® could be as low as under $300, considering that you go for a PRINCE2® Foundation & Practitioner Certification examinations bundle. Choosing this combination will give you access to the entire course lasting for a year. Some training providers offer such courses for just$60, provided you want to complete the same within a month. Generally, the Foundation examination could cost around $900 but you automatically would end up paying much less on the PRINCE2® certification if you get one of those bundled courses including both PRINCE2® Foundation & Practitioner Certification examinations.However, in case you think about attending a classroom training, then you may have to pay around$1000 for your PRINCE2® certification. A few of these PRINCE2® courses cover the cost of the PRINCE2® Foundation & Practitioner Certification examinations. So keep the cost of the PRINCE2® certification in mind if you are planning to go for PRINCE2® training. Moreover, take time to pay attention to the extent of course coverage, flexibility and the bundled services that are provided. This will help you cut down on the cost of PRINCE2® certification.PRINCE2® course onlineIf you go for a PRINCE2® course online, you will save a lot of money on the PRINCE2® examination cost. PRINCE2® course online for the Foundation level may cost you €450 or more, but the classroom session may cost €1000 or more. Speaking of PRINCE2® examination cost, you will be able to save quite a lot of money by going for the online course.And what about the future of PRINCE2® professionals?To determine if the PRINCE2® certifications are worth going for, you will need to have a look at the average salaries of the jobs targeted at PRINCE2® certified Project Managers.The average salary of PRINCE2® certified employees is around $85,000 to$90,000.        A number of studies and surveys demonstrate the fact that PRINCE2® certified professionals earn more than their non-certified peers.You may start with the job role of a coordinator or an administrator, but you can rise up to a director’s position with the aid of a PRINCE2® certification.With the help of a PRINCE2® certification, you also become skilled in handling project delivery successfully, thus becoming an invaluable asset to your company.A PRINCE2® certification imparts knowledge on how to manage your resources on the project effectively. Moreover, you will be able to effectively take care of risks and hence aid businesses more.Axelos survey revealed that individuals feel that PRINCE2® Foundation & Practitioner Certification is an invaluable asset for them irrespective of their position.In a nutshell, if you compare the PRINCE2® foundation exam costs, your salary should range from $33,000 to$ 93,000. Hence you can justify the costs of learning PRINCE2® with the staggering salary. Like we mentioned at the beginning of this article, PRINCE2® certified professionals are in high demand in the major companies throughout the world.You will be a sought-after person when your peers and organisation become aware of your skills in project management.ConclusionAll the information and discussion shared above is just the tip of the iceberg of information about PRINCE2®. There are more to follow in our subsequent articles having every useful information that will help you choose your career options, especially when you are standing at the crossroads of selecting the appropriate one for your future.We wish you all the best on your journey to pursuing excellence!