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Monitoring
 Monitoring
Monitoring is considered as an inevitably
significant part of project management. A
project that may be well designed but without
proper monitoring of project implementation it
is quite uncertain to attain the pre-determined
objectives of the project. Monitoring is an
integrated activities on project implementation
for prescribing recommendation relating to
supervision , feedback and solution of the
problems of the project.
 Monitoring
• Monitoring is the regular, systematic and purposeful
observation and recording progress of activities
taking place in a project or program. It is a process of
routinely gathering information on all aspects of the
project. In recent years, development partner/donor
agency and implementers have given special interest
on monitoring. Because, monitoring gives a feedback
them about the progress of the project and so that
they can make decisions for improving project
performance.
 Monitoring
• Project monitoring generally means checking
of the progress of ongoing project.
Overcoming the problems in project
implementation it requires a system of Project
Monitoring which will detect and diagnose
problem areas so that corrective measures may
be taken immediately and effectively. It
provides feedback where-through necessary
adjustments are made in work plan and the
budget as required.
 Monitoring
• Project Monitoring is the continuous overseeing
of project activities during implementation to
ensure that operations are proceeding
efficiently. It is the timely gathering and
reporting of performance on project input,
activities and outputs. It is used as a tool to warn
program/project authorities about potential
implementation problems requiring corrective
measures. Monitoring is the provision of
information and use that information to enable
management to assess progress is maintained
according to schedule. Monitoring is conducted
by Monitoring Unit that beneficiaries are helped
by the project.
 Monitoring
• B. B Goal said, “Monitoring involves watching
the progress against time, resources and
performances schedules during the execution of
the project and identifying lagging areas
requiring timely attention and action”.

• M. Thyagarajan stated, “Monitoring means

periodic checking of progress of works against
the targets laid down in order to ensure timely
completion of the project”.
 Monitoring
• A monitoring and evaluation system examines
three aspects mainly- i. its physical progress; ii.
Auditing and Accounting of project cost iii.
Project benefits as intended.
• So, monitoring is an important activity of project
management. Project monitoring is to observe
whether progress or not the project activities
according to the project plan, schedule, budget
and definite standard.
 Monitoring
• Purpose of Project Monitoring:
• The main objective of the project monitoring is to ensure the
effective implementation of the project and to execute within
estimated cost and time keeping in toto the aim of the project.
The purpose of the Project Monitoring are as follows:

• Improving Quality of Current Project: Improving the

quality of an ongoing project through proper operation and
management.
.
• Improving the quality of other project: Utilization of the
experience gained in a project to improve the quality of new
project or other ongoing by drawing from it.
 Monitoring
3. Improving Transparency: Clarification of the
outcome to fund providers and supporters
public funds- Tax payers, Private funds-
Members of funding organizations and
contributors. Monitoring is the most effective
control tool. Adequate monitoring makes it
possible to keep track of the progress, thus
allowing corrective action to be taken swiftly.
Monitoring system is established through
workshop consisting of project staff.
 Monitoring
• Scope of Project Monitoring:
• The scope of monitoring depends on the
objective and nature of the project. Scope of the
monitoring are as follows:

1. If the project is construction related, such as

bridge construction, building construction, set up
machinery, dam building etc. in that case, the
main activity of the monitoring is to observe the
physical progress of the project and to conduce
in accomplishment of the project within definite
time and allotted resources or cost.
 Monitoring
2. If the targets of project work is expressed in
qualitative and quantitative manner, in that case, the
work of monitoring is to supervise whether or not
the progress of project work according to planned
standard and quality.
3. In case of X category project (Productive and
Revenue Earning Project), the activity of
monitoring is to inquire that whether or not the
project can achieve the production target, capable
or not in achieving expected revenue/profit etc.
 Monitoring
4. To look after, the maintenance work of capital assets
used in project work whether it is being accomplished
or not effectively, is also included of project
monitoring.

5. To supervise whether or not being expended the allotted

finance for the project from one sector to another and
to assist accomplishing the work by the fixed allocation
for every sector.

• Actually from the beginning of the work of project

implementation, every event of the project is to
observe, to evaluate, and to submit recommendations
prepared based on it to project authority-all are
included in project monitoring.
 Monitoring
Benefits of monitoring:
1. It helps to determine how far project
implementation is going on according to the
objectives of the projects.
2. It assists to identify problems and prepare
recommendations.
3. It suggests to determine the stages of
implementation of the project.
4. It is possible to determine the necessity of
identifying the inevitable correction of project.
 Monitoring
5. It is easy to identify the direction and results of
implementation efforts for attaining complete
development goals.
6. It is possible to send feedback information to the
project planner and schedule formulators considering
the progress of implementation of planning and
schedule.
7. It helps to place recommendations with the main data
of the project to the proper authority for policy
formulation and decision making.
 Monitoring
Monitoring level: ( projects taken at govt. level)
1. Project level: Project director performs the
monitoring activities in this level.
2. Agency level: Govt. may set separate
planning and implementation department at
agency level. Implementation dept. may
perform the monitoring activities.
3. Ministry level: Separate monitoring cell of
each ministry performs the monitoring.
 Monitoring
4. National level: Separate dept. may be set up to
monitor the implementation of the development
projects of the state centrally. IMED works in this
country for monitoring of all development projects.
Guidelines for effective monitoring:
1. The primary responsibility of monitoring would be
vested upon to them who are involved in project
implementation.
2. Monitoring responsibility should not be vested
 Monitoring
upon an individual. Monitoring should be a team effort.
3. Monitoring is to be treated as a normal management
work and compulsory job.
4. The mentality of the monitoring team should be open
and bravery so that they may place a accurate and
professional report on project functions.
5. Monitoring to be effective and a dynamic force
presupposes a firm commitment, involvement and
team spirit from all concerned.
 Monitoring
6. Monitoring and scheduling is interdependent.
Monitoring work should proceed according to the set
standard of the scheduling.
7. Information obtained from monitoring should be
delivered to the concern all levels of employee of
project.
8. Efficient, well trained and interested people should give
priority to be involved in the monitoring team.
9. Monitoring report should place before the appropriate
authority for taking effective steps.
10. The precondition of effective monitoring is speedy and
correct exchange of the information. Speedy collection,
analysis and providing the data related to project
activities helps to identify problems and to take
necessary corrective actions.
 Monitoring
Methods of Effective Monitoring:
The Project manager undertakes several methods for monitoring.
Because monitoring aims to provide managers, decision
makers and other stakeholders with regular feedback on
progress in implementation and results and early indicators of
problems that need to be corrected. It usually reports on
actual performance against what was planned or expected.
For this purpose we may mention about some common
methods:

1.Project Status report:

It describes the present status of project on a particular day. It
depicts a picture of accomplished portion of project function,
schedule and cost. Color code is used to mean the weak point
of the project in this method of monitoring.
 Monitoring
2.Project Schedule Chart:
Timeframe for project implementation is prepared in
this method. Timeframe is properly followed. This
timeframe is treated as comprehensive chart of
important functions of a project. It indicates the
possible date of project termination. Comprehensive
scheduling of project function is designed on the
basis of the chart. Progress of project is evaluated
according to this scheduling.
 Monitoring
3. Project Financial Status Report:
• It represents the financial condition of a project. It finds out whether the
project is in planned schedule and budget or not. Because time over-run
causes cost over-run.

4. Photographs of Physical Progress:

This method is used to show physical progress of a project. For this
purpose, photographs have to be collected in time to time from the very
beginning of the project.

5.Project Inspection:
In this method project manager and concerned authority makes field
inspection for on the spot verification to observe the progress of the
project.
 Monitoring

Thank You very Much