Use A Project Office To Provide Support In The Project Planning, Monitoring And Reporting Process

Having a really great Project Planning, Monitoring and Reporting process in place on your Project is essential for Project success

. Yet a great Project Planning, Monitoring and Reporting Process takes a lot of time and effort. This is where the Project Support Office can truly help the Project Manager and the rest of the Project Team.

During planning for the project, rather than have the Project Manager actually input the Planning information into the Project Planning tool, I've always assigned that responsibility to the Project Support Officer assigned to the Project. He or she can gather the Planning information or, if required by the Project Manager, facilitate the Planning sessions with the Project Manager and the Project Team. The Project Support Officer can, once the data is gathered, input the planning information into the Project's Planning Tool, and automatically create the Plan. The Project Support Officer then presents the plan to the Project Manager for approval. The Project Manager can then gain final approval of the plan from the selected members of the Project Team. And once that is done, the plan can then be presented to the entire Project Team. We should remember that, even though the Project Support Officer is inputting the planning information into the Project Planning Tool and then creating the plan from that information, the Project Manager and the Project Team still own the Project Plan. They, not the Project Support Officer, are the ones committed to the successful delivery of the Project in accordance with the Plan.

The Project Manager should also let the Project Support Officer design, develop and implement a Project Monitoring and Reporting Process. This Process should include a number of important steps as follows:

1. the Project Team reporting on achievement on a weekly basis with the Project Support Officer verifying the achievement,

2. the updating, by the Project Support Officer, of the Project Plan with the achievement data,

3. chasing by the Project Support Officer of achievement information on activities that should have been reported as achieved but have not been,

4. the Project Support Officer assisting the Project Team in providing solutions to slipping activities as to minimise impact on the Project,

5. the Project Support Officer presenting the updated Plan to the Project Manager along with any problems and possible solutions and any other detrimental information applicable to the schedule or to the budget,

6. the Project Support Officer distributing the Project Manager's agreed updated Plans

7. using the agreed updated Project Plan, the Project Support Officer prepares the necessary Achievement Reports for the Project Manager's approval and distribution

This is basically the way that Project Planning, Monitoring and Reporting Support is provided on our Projects and it works.

Enjoy the Journey

Richard

by: Richard Morreale

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