Chapter seven. Control of changes and the deviation of costs and times

We should to proactively manage changes, monitor project costs and schedules, and ensure that projects stay on track. To accomplish this, we employ various techniques and tools to control changes and mitigate the impact of deviations on costs and times.

One of the key techniques for controlling changes is through a robust change management process. This process involves a systematic approach to assessing, evaluating, and implementing changes to the project scope, requirements, or timelines. It includes a clear change request and approval mechanism, where all proposed changes are documented, evaluated for their impact, and approved or rejected based on predefined criteria. By adhering to a structured change management process, project managers can maintain control over the project scope, avoid scope creep, and minimize the potential negative impact of changes on costs and times.

To monitor and control project costs, project managers rely on various cost management techniques. These techniques include cost estimation, cost tracking, and cost control. During the project planning phase, cost estimation techniques such as bottom-up estimation, analog estimation, or parametric estimation are used to forecast project costs. As the project progresses, project managers track and compare actual costs against the estimated costs to identify any deviations. This involves regular monitoring of expenses, analyzing budget variances, and taking corrective actions when necessary to bring costs back on track.

Similarly, project managers employ techniques for monitoring and controlling project schedules. This includes the creation of a detailed project schedule during the planning phase, including task dependencies, durations, and critical path analysis. Regular tracking of progress against the schedule, identifying any delays or deviations, and implementing mitigation strategies to address them are essential. Techniques such as schedule compression, resource leveling, or fast-tracking can be used to manage schedule deviations and minimize the impact on project timelines.

Project management software plays a vital role in controlling changes and monitoring deviations of costs and times. These tools provide a centralized platform for documenting and tracking changes, managing budgets, and creating and updating project schedules. They enable project managers to collaborate with team members, stakeholders, and track real-time project data. Popular project management software includes Microsoft Project, Primavera P6, and Smartsheet.

In addition to tools and techniques, effective communication and stakeholder management are critical in controlling changes and deviations. Clear and transparent communication channels should be established to inform stakeholders of any changes, deviations, or impacts on costs and times. This ensures that stakeholders are involved in the decision-making process, understand the rationale behind changes, and can provide valuable input and support.

In conclusion, controlling changes and deviations of costs and times is vital for successful project management. By employing techniques such as change management processes, cost tracking and control, schedule monitoring, and utilizing project management software, project managers can proactively manage changes, mitigate risks, and keep projects on track. Through effective communication and stakeholder management, project managers ensure that changes are controlled, deviations are addressed, and projects are delivered successfully.