Monitoring and controlling a program execution may need the following activities:
- Identifying deviations from initial plannings
- Prevention of current and potential issues
- Controlling costs
- Teams management
- Teams motivation
- Risk observation
- Change management
- External parties management
Identifying deviations from initial plannings
Milestones, estimated costs, quality expectations, and other initial plannings may deviate from the original plans over time. The Business Value Oriented Program Management (BVOPGM) office needs to identify all deviations that occur in the projects throughout the entire program.
Project management roles are actively involved in project deviations identification.
Prevention of current and potential issues
Prevention of current and potential issues is important activity related to eliminating waste.
Key factors for the prevention of current and potential issues may be the regular discussion of project risks, high communication activity, team responsibility, and stakeholders involvement.
Programs and projects may be tied to estimated budgets. Expenses that do not add business value to the projects are identified, discussed and their potential retrenchment may be planned and executed.
During program realizations, project teams may face different difficulties like:
- Personal conflicts
- Team members leaving the organization or the project
- Organizational issues impacting teams
- Team members initiating disruptive actions
- Communications issues
- Environmental or technical issues
- Inadequate or insufficient information
Team behavior, work, communication, productivity, ethics, and interactions need to be monitored and controlled and current or forthcoming issues need to be resolved.
Teams may face drops in motivation based on different factors. The BVOPGM and BVOPM office representatives need to track fluctuations in motivation and take actions. This may need to be accomplished by with the assistance of the Business Value Oriented People Management (BVOPPM) office.
The entire program risk and all projects risks need constant observation. Early symptoms of risks are monitored, discussed and potential risk need to be prevented with the assistance of the BVOPGM and BVOPM offices and projects teams key roles.
Program and projects needs, scope and requirements usually evolve with time-based on different factors like:
- Changed organizational needs
- Changed business needs
- Changes in organizational members, stakeholders, and other internal and external parties
- Changed authorities regulations
- Changes in markets and competitors
- Changes in users needs, behavior and expectations
- Technical feasibility
- Project team members skills
- Obsolete and unnecessary requirements
- Previously incorrectly defined requirements
- Defects occurred in realization stages
The BVOPGM office needs to have a clear picture of all factors that may cause potential changes. Corrections in scope, requirements, teams configurations, planned resources, schedule, and realizations sets need to be applied at early stages in program and projects realizations.
All required changes in projects need to be analyzed, discussed and assessed against the validity and real needs. Identified changes in projects scope, requirements and estimates are documented, prioritized and planned for realization if they are assessed as valid and needed.
All involved and interested parties in the projects are informed about the changes and updated plannings.
External parties management
External parties that are not part of the organization involved in the program may need to receive frequent information about milestones and general projects realizations, financial status or need to be able to provide information, assistance or feedback.
Agreements, contracts, services and different events may be important for fast and reliable projects realizations.
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