In an increasingly competitive economic context, The ability to manage projects effectively represents a strategic lever for the success of organizations. The growing complexity of the projects, combined with the need to respect close timing, Limited budget and high quality standard, Requires advanced monitoring and control tools.

Introduction

It is in this scenario that the system of control control it becomes an essential element.

If well implemented it is not just an operational tool, but a strategic component that allows you to make timely and informed decisions.

Indeed, through integrated planning management, costs and risks, The system supports management in preventing waste and optimizing resources.

Recent technological innovations, such as the digitization of processes, l’Adoption of the Eruard Value Management (EVM) and integration with business intelligence platforms such as Power BI, have further enhanced theEffectiveness of Project Control systems.

These tools are essential today, especially in complex and multinational projects, Where the ability to analyze the data in real time and to intervene proactively makes the difference between success and failure.



A concrete example is the construction sector: without an adequate system, The risk of delays in the delivery of a critical infrastructure increases exponentially, With significant consequences in economic and reputational terms.



In this article we will explore how to test and implement a system of effective project control, offering practical ideas and a complete list of guidance questions to evaluate their effectiveness.


Objectives of a project control system

The project control system plays a crucial role in guaranteeing the success of the projects, providing a structured picture to plan, monitor and control the main aspects related to the management of times, costs and resources.

Indeed, Its main function is to transform the project data into strategic information, allowing you to make decisions based on an objective analysis of performance. An effective system requires a structured approach, based on the integration of planning processes, screening, cost monitoring e Risk management.

Among the most advanced methodologies in this area, l’Earned Value Management (EVM) It stands out for its ability to correlate the physical progress of the project with the costs and the time schedule, offering a detailed and quantitative vision of performance.

So, il heart of the project control system It is the periodic measurement process, Analysis and evaluation of the advancement of the project, which materializes in the Determination of the project progress at a specific date.

However, The evaluation of progress must be considered in a holistic way, since it concerns all the elements that, Together, determine the success of the project. Among these they appear:

• Compliance with the timing and the established budget.
• The maintenance of the required quality standards.
• The controlled execution of the changes (change management), To avoid design drifts.
• The risks mitigation, through a proactive approach based on concrete data.

An effective system, Therefore, It is not limited to measuring performance, but interprets them in a strategic key, allowing the decision-makers to adopt timely corrective actions to maintain the project in line with the objectives defined.

The four essential components of a project control system

1. Support in the definition and development of the project baseline

Baseline represents the point of reference to measure the progress of a project (project progress). And effective project controls system It helps to define a robust baseline, aligned with the objectives of the project and consistent with the contractual requirements.

2. Measurement and evaluation of progress compared to the planned baseline

The ability to compare the actual progress of the project on the reference date with the planned one, It is essential to promptly identify any deviations. This becomes relevant, especially in view to be able to undertake appropriate corrective actions.

3. Reception and timely management of events that can affect the progress of the project

The projects are often exposed to unexpected events that can cause delays or increases in costs. The key of the control lies in the timely detection of each deviance, To allow the project management to intervene quickly with any corrective actions.

4. Production of detailed and personalized reports

Project communication management is an essential component for success, Since it allows you to make informed decisions and supports any corporate activity, in particular in the development phases.

Evaluation test of the project controls system

Per evaluate the effectiveness of the project controls system in uso, It is essential to ask the right questions. This test allows you to evaluate its level of maturity, identifying any critical issues and areas of improvement. Each question is accompanied by a practical example to facilitate understanding.

The test must be understood as a capacity to answer progressively more complex questions, on a scale from 1 a 10, dove 10 represents the level of excellence of the project control system. Each question has three possible answers: no, partially, Yes.

VALUT YOUR SYSTEM CONTROL!

The test result allows you to identify the current ability of the project control system (Level of maturity) and the next improvements that it is appropriate to achieve to take the path towards excellence.

Total score	Level of maturity	Description and indications of improvement
0-2	Level 1: Minimum project control	🔹 The system is limited to the measurement of physical advancement only, without any integration with the costs or total timing or timing. ⚠️ Criticality: No structured control, reactive decisions. ✅ Improvements: Implement a scheduling process to obtain a first level of prediction of the times.
3-4	Level 2: Initial planning and screen system	🔹 The system implements basic planning with CPM, but it lacks cost control. ⚠️ Criticality: Absence of resources and costs management, isolated planning. ✅ Improvements: Integrate the monitoring of resources in the program and improve the precision of the screening.
5-6	Level 3: Resource management in the project	🔹 The alloca internal and external resources system in the project plan, improving operational planning. ⚠️ Criticality: No checks on performance or costs. ✅ Improvements: Integrate an analysis of productivity and an estimate of the costs with completion.
7-8	Level 4: Cost management integration	🔹 The system includes a cost management process that allows you to estimate the completion cost (EAC). ⚠️ Criticality: Lack of an advanced method of cost monitoring (EVM). ✅ Improvements: Adottare l’Earned Value Management (EVM) To obtain reliable KPI on the performance of times and costs.
9-10	Level 5: Application of the EURED VALUE MANAGEMENT (EVM)	🔹 The system uses the EVM to monitor costs and times with SPI and CPI indicators. ⚠️ Criticality: Lack of structured risk management that could compromise estimates. ✅ Improvements: Integrate Risk Management to anticipate the impacts on costs and timing.
11-12	Level 6: Structured risk management	🔹 The system implements a risk register, evaluating impacts and mitigation plans. ⚠️ Criticality: Lack of an advanced methodology like QSRA. ✅ Improvements: Implement QSRA and Monte Carlo simulations to evaluate the probability of success of the project.
13-14	Level 7: Integration with contractual management	🔹 The system includes the management of contractual changes, supporting the negotiation of the Extension of Time (EOT) and extra cost. ⚠️ Criticality: Lack of integration with Cost Control and Advanced Reporting. ✅ Improvements: Automate the analysis of the impacts of the changes on the contractual milestone.
15-16	Level 8: Reporting evoluto	🔹 The system uses interactive dashboard to analyze performance, risks and costs. ⚠️ Criticality: Lack of personalized communication for the different stakeholders. ✅ Improvements: Customize reports for management and key stakeholders.
17-18	Level 9: Communication to stakeholders	🔹 The system guarantees a clear information flow for management, Customers and Stakeholders. ⚠️ Criticality: Lack of a feedback system to improve communication. ✅ Improvements: Implement stakeholder engagement tools and periodic overhaul of project communication.
19-20	Level 10: Lessons Learned corporate system	🔹 The system incorporates a Lessons learned process, feeding a corporate database for continuous improvement. ⚠️ Criticality: Lack of a structured system for post-plan analysis. ✅ Improvements: Create a lessons learned evaluation framework with follow-up on new projects.

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