The Importance of Schedule Controlling Essay

1. Introduction

Every projects aim to reach their goals on schedule without any delays. As a project manager, one main responsibility is to ensure keeping the project as scheduled. This becomes a reason that time management takes an important part as one of the nine areas in the Project Management. Failed to manage it properly, it would not be able to carry on as planned.

There are many aspects to be concerned in the time management, such as; define activities, add sequences in all activities, estimate activity resources, estimate activity duration, develop schedule and control schedule. All of these sections run an important role to accomplish the time management. However, every part of development plans and actions will be futile without controlled, especially when there is a changing occurs in the on-going project. Upon that schedule control is necessary to determine the time management within a project.

2. Managing Project Time

“Time is a unique resource as we cannot rent, hire, buy or otherwise obtain more times as once has gone, it will never come back.” (Drucker 2002).

One of the most common afflictions of project failure is due to ineffective time management. Furthermore, ineffective time management or the lack of it will usually lead to one feeling the effects of stress due to closing deadlines. In order to be successful managing a project time constraints, it is important for a project manager to be able to accurately evaluate, analyze and estimate the events on controlled schedule which are yet to take place.

Time management is about working as actively to create efficiency and effectiveness in order to achieving targets given, as for a project manager is to maintain project as planned. “When it comes to time management, understanding the sequences within a project and how they can proceed are important. A thorough understanding of the time management requirements on a project is important to tackling the risk management associated with it as well.” (Vince Versace, Construct Canada 2010)

A successful project schedule is built on a meaningful scope of work that has been identified and approved by the key project sponsors. The project schedule is simply the delivery of that project scope in a task by task out line. The objective of this activity is to ensure that tasks are executed as per schedule so that the deadline for the project can be met. If the schedule is unable to be reached, the relevant stakeholders need to be informed. The main actor in control schedule action will be the project manager.

As a project manager, it is necessary to have a strong sense in organizing and balancing the project control. “Control Schedule is the process of monitoring the status of the project to update project progress and manage changes to the schedule baseline” (©2008 PMI, pg. 160) The purpose of schedule control is to take measures to eliminate schedule delay and ensuring tasks are on time. Controlling the project schedule includes several components:

2.1 Control Changes

• Control begins by recognizing that most projects do not go as planned. To prevent the project from falling behind, defining a process for continued control and monitoring of needs – and begin implementing the process at the start of the project are necessarily important. • Controlling project variances begins with keeping project schedule accurate, detailed, and on task. Continuously refer to the statement of work or scope document help eliminate scope creep (non-controlled changes in a project). • Use a predetermined process of change control and approval to add to or redefine the scope of the project.

2.2 Observe Performance

• Once a control process is in place, the project manager and stakeholders must then balance between being too aggressively involved or too hands off. Task owners need a reasonable amount of time to complete their tasks. They appreciate follow-up but not constant observation. • During the control phase, the project manager must be fully and actively engaged. Human behavior plays a very large role in controlling the project schedule as it relate to timely task completion. The project manager must have a keen awareness of what is happening (or not happening) with the project and must be alert to possible risks.

2.3 Follow Up, Follow Up, and Follow Up

• Routinely update the schedule. If a participant is not available during a normally schedule’s update session, arrangements are strongly suggested to get the latest news in advance so that information can be shared with the rest of the project team and stakeholders. • A tried and true management theory still works — management by walking around. Stakeholders, team leaders and the project manager cannot control a project strictly from their offices. To effectively control a project, the project manager and key team leaders must get to know the task owners in their environments and gain understanding of the effort involved in the task implementation.

2.4 Develop and Implement a Reporting Strategy:

• Develop a reporting strategy beyond the updating of the project schedule. • Status reports should include topics such as issue identification, issue resolution, decisions, or upcoming events. • Status reports should routinely be distributed among stakeholders, team leaders and team members and other resource management. • Consider additional updates various interest groups such as Steering Teams, Boards of Trustees, Faculty Senates, or Department Heads . [pic]

Figure 1: Monitoring Controlling Cycle – Stevens Martin, Project Management 2002

3. How Do Scheduling Control Play an Important Role During Project Plan

“Scheduling and scheduling function are one of the important aspects in project management system. When network-planning techniques are used, scheduling depends on the planning function. A schedule is a timetable for a plan and therefore cannot be established until the plan has been developed.” (Tony Grundy & Laura Brown, 2004)

Schedule control plays an important role in project management analysis. It helps to build a significant clear guideline of what the target or the main goal of the project supposed to be arranged in the most effective ways. In order to support the best efficient outcomes, considering related factors and possibilities are necessary. Take as an example, an international trading/manufacturer company must find out the best outcomes to reschedule their time table in situation when they are unable to meet the dateline or due date for stuffing their sold commodity to the respective buyer.

An International Trading company, who interact with sources or buyer at overseas, relies to multimodal transportation to accommodate their logistics. As there are few different types of multimodal transport, the trading company might use one of the most suitable and less cost, for example; sea freight. Shipping company and freight forwarders are the most common operators whom in capacity to accommodate exporters in sending their commodity to buyers (importers). Upon requested, shipping lines provide a list of schedule of their vessel from origin premises to consignee’s premises at overseas.

At the point when vessel departs to destination, it might occur another destination in between which called the transshipment point. In shipping lines industry, Origin point is called Port of Loading (POL) and Destination/ultimate destination is called Port of Destination (POD), and sometimes when necessary/due to unavailable direct vessel to designed destination, there will be another port called Port of Transshipment.

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