Execute project activities
This is the stage when your Project Plan is put into action to deliver the project outputs. The approach/methodologies the Project Manager takes to design, development/build and delivery the outputs can vary for each project.
In addition to selecting the right fit methodology and tools, the Project Manager’s primary focus is on three key processes:
- Managing the project and the project team (if a project team exists)
- Actioning plans (risk, stakeholders, benefit, procurement, work packages, testing/validation)
- Communicating information to all stakeholders (Sponsor/ Project Board / Steering Committee, team members and customers).
Manage project issues and variations
All projects might experience changes or deviations from the plans. These changes may result from risks that eventuate and become project issues, or other issues that arise. If an issue creates a change to one or more of the project parameters: scope, budget, schedule, work packages, benefits and/or governance, then the matter must be flagged in the Issues Log by the Project Manager.
Any issue that exceeds the tolerance set for your project (by your Sponsor / Project Board / Steering Committee), will require a Project Variation form completed by the Project Manager.
Monitor and Control the project
The Project Manager must proactively observe and regularly measure the Project Plan to ensure the project is maintained within tolerance of cost, schedule, scope, and quality. The Project Manager needs to promptly flag issues and take preventative actions or corrective actions which may require updating the Project Plan once a Project Variation request is approved.
This is also the time to maintain the Lessons Learned log and record events that did not go to plan, or where the project could have run more smoothly. This log will identify mistakes not to be repeated in this and future projects and how to gain efficiencies.
Regular status reporting
During the Planning stage, the reporting arrangements were agreed with the Sponsor / Project Board / Steering Committee. Use the Project Status Report to describe the status of the project since the last reporting period and attach the Issues Log, Risk Register (showing High and Extreme risks only) and Project Variation form(s). The Project Sponsor / Project Board / Steering Committee are responsible for assessing the status of the project and providing advice and approval/refusal to the Project Variation request. The Project Manager will document and act on the governance decision within the agreed timeframe.
Project Execution and Monitoring and Controlling stage will continue until the Project Manager has delivered the outputs and outcomes according to the Project Plan and these are accepted by the customer. Then only can the project proceed to the Closing stage.