Project Evaluation & Control
This section outlines the methodologies CallDoc employs for project evaluation and control, ensuring the project stays on track regarding scope, schedule, and budget. It covers the control cycle, S-Curve analysis, milestone tracking, Gantt chart monitoring, Earned Value Management (EVM), and a summary of these control methods.
Project Control Cycle in CallDoc
The project control cycle is a continuous process used in CallDoc to manage and steer the project towards its objectives. It involves the following key steps:
- 1. Define Project Goals and Milestones: Clearly establish what needs to be achieved, including specific, measurable, achievable, relevant, and time-bound (SMART) objectives and key milestones.
- 2. Measure Progress with Tools: Employ various tools and techniques to track performance against the baseline. For CallDoc, this includes S-Curves for budget and resource tracking, Gantt charts for schedule progress, and Earned Value Management for integrated performance measurement.
- 3. Compare to Baseline: Regularly compare the actual progress and performance data against the planned baseline (scope, schedule, and cost baselines).
- 4. Act on Variances: Identify any significant deviations (variances) from the plan. Analyze the causes of these variances and take corrective or preventive actions. This might involve adjusting staffing, crashing critical activities, re-prioritizing tasks, or requesting scope changes if necessary.
S-Curve Analysis
In CallDoc, S-curves are graphical representations used primarily to track cumulative budget spend over time, comparing planned expenditure (baseline S-curve) against actual expenditure. They are also used to monitor cumulative work progress.
- Budget Tracking: Helps identify early signs of budget overshoot or underrun by visualizing the cumulative actual cost versus the planned cost at any point in the project lifecycle.
- Trend Spotting: The shape of the S-curve can indicate trends in project performance. A curve trending above the baseline might indicate overspending or accelerated progress, while a curve below might suggest underspending or delays.
- Forecasting: While S-curves show trends, they primarily help in visualizing current status and past performance rather than directly predicting future outcomes without further analysis (like EVM).
🧠 Important Note: S-curves help us see trends, not necessarily the root causes of those trends. Further investigation is always needed to understand why a project might be deviating from its planned S-curve.
Conceptual S-Curve Example
Milestone Analysis
Milestones are significant checkpoints or achievements in the project. Tracking milestone completion is crucial for gauging overall progress and for stakeholder communication. Key milestones for the CallDoc project include:
| Milestone | Target Month | Status |
|---|---|---|
| System Architecture Finalized | Month 2 | ✔️ Completed |
| GDPR Compliance Draft Complete | Month 3 | ✔️ Completed |
| Beta Launch | Month 7 | ⏳ In Progress |
| GDPR Certification | Month 8 | ⏳ In Progress |
| Public Launch (Go-Live) | Month 9 | 🔜 Upcoming |
Benefits of Milestone Tracking:
- Motivates the Team: Achieving milestones provides a sense of accomplishment.
- Triggers Reviews: Often serve as triggers for phase-gate reviews or quality checks.
- Manages Dependencies: Confirms that prerequisite work is complete before subsequent dependent phases or activities begin (e.g., no GDPR audit without completed compliance documentation).
Tracking Gantt Charts
The project's Gantt chart is not just a planning tool but a dynamic tracking instrument. In the CallDoc project, tracking Gantt charts are reviewed and updated biweekly.
- Progress Visualization: Allows for comparing the actual percentage completion of tasks against the baseline schedule.
- Stakeholder Updates: Provides a clear visual aid for updating stakeholders, including investors, on project progress.
- Identifying Delays: Helps to visually spot lags, delays, or tasks that are ahead of schedule, enabling timely interventions.
Earned Value Management (EVM)
Earned Value Management is applied across CallDoc's active budget to provide an integrated view of scope, schedule, and cost performance. The following are key metrics based on a hypothetical snapshot in time:
| Metric | Value | Formula | Meaning |
|---|---|---|---|
| Planned Value (PV) | €38,000 | Planned Value | The budgeted cost of work scheduled to be completed by this point. |
| Earned Value (EV) | €30,000 | Earned Value | The budgeted cost of work actually completed so far (i.e., % of work actually completed multiplied by its budget). |
| Actual Cost (AC) | €40,000 | Actual Cost | The total actual money spent to date to achieve the completed work. |
Schedule Performance Index (SPI):
Cost Performance Index (CPI):
Estimated Time to Completion (Duration-based):
Estimate At Completion (Cost-based EAC):
The provided 'Estimated Cost to Completion = (1/CPI) x Budget = €50,700' implies that the 'Budget' used in that calculation refers to the original total project budget (BAC), and the €50,700 is the new Estimate At Completion (EAC). For the €38,000 PV, if this was the total BAC, the EAC would be €38,000 / 0.75 = €50,667. The formulas above are standard.
Summary of Control Methods in CallDoc
Different control methods provide different insights into project performance. CallDoc utilizes a combination to get a holistic view:
| Method | What It Tracks | Used For |
|---|---|---|
| S-Curve | Cost (and work) over time | Trend spotting, high-level budget monitoring |
| Milestone Analysis | Completion of significant events/deliverables | Team alignment, phase-gate reviews, dependency management |
| Tracking Gantt Chart | % task completion against schedule baseline | Visual schedule check-ins, delay identification |
| Earned Value Management (EVM) | Integrated budget, schedule, and scope performance | Early warning for cost/schedule variances, performance forecasting |