PMLT

EPM-2193 Monitoring and Controlling Project Requirements

Advanced Project
Management and Strategic
Leadership

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada
Course
Description EPM-2193 Monitoring and Controlling Project Requirements

In This Course
Course Description

In this course the student explores monitoring and

controlling processes beginning with project initiation and
carrying on to project closure for all knowledge areas. The
student applies theory learned from previous courses into
a practical environment using specific tools to monitor and
control project progress to measure a project’s
performance and apply remedial actions where necessary.

© Cestar College of Business, Health and Technology, North York, 2

PMLT Faculty Toronto, ON, M2J 1S5, Canada
 CLO EPM-2193 Monitoring and Controlling Project Requirements
n g
n i
a r 7. Control procurements by itemizing details in relevant
e
L es documents and inspecting outcomes to ensure they are
s e meeting initial contract requirements
u r om
Co utc
7.1 Describe what a work authorization system is and the
outlying need to have that system in place
h e O
T 7.2 Outline the overall contract administration process and
discuss the interaction required between the project
manager and other stakeholders
7.3 Review current contract administration system software
and specific features that can be adopted for a project
manager to control procurements
7.4 Apply knowledge of a contract administration system to
a project

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada 3
Session
Coverage 7.1 EPM-2193 Monitoring and Controlling Project Requirements

Session Coverage

7.1 Describe what a work

authorization system is and
the outlying need to have
that system in place.

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada 4
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements

What is a
Work Authorisation System (WAS)?

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada 5
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System
What is a Work What is a Work Authorisation ?
Authorisation ?
A process by which the organisation or any of its component
authorises any internal or external entity to commence
execution of work which has been approved.
It is typically issued in the form of a document or an online
instruction. In some situations it may be issued in verbal form
too.
Any work done without a proper work authorisation is an
unauthorised work. It is the responsibility of the managers to
ensure that any work, which has not been duly authorised is
not executed. It is a failure of the control process.
© Cestar College of Business, Health and Technology, North York,
PMLT Faculty Toronto, ON, M2J 1S5, Canada
WAS EPM-2193 Monitoring and Controlling Project Requirements
Illustration
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System
Example of a WAS in a coffee shop:

Customer Walks in Indicates his The Customer

to the service order to the makes the
counter Salesperson payment

The server gives The Order Pops The Salesperson

the coffee to the up on the confirms the
customer server’s screen order
Which Activity
The server marks authorises the Work ?
the order as
complete
PMLT Faculty
© Cestar College of Business, Health and Technology, North York,
Toronto, ON, M2J 1S5, Canada
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System
Work
Authorisation
in Projects
In Projects we have complex work
authorisations for:
- Activities
- Work Packages
- Contingency work

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System
Work Authorisation in PMBOK (V5)
Work Authorization: A permission and direction, typically written, to
PMBOK V5 : In The Glossary

begin work on a specific schedule activity or work package or control

account. It is a method for sanctioning project work to ensure that the
work is done by the identified organization, at the right time, and in the
proper sequence.
Work Authorization System: A subsystem of the overall project
management system. It is a collection of formal documented
procedures that defines how project work will be authorized
(committed) to ensure that the work is done by the identified
organization, at the right time, and in the proper sequence. It includes
the steps, documents, tracking system, and defined approval levels
needed to work authorizations.
© Cestar College of Business, Health and Technology, North York,
PMLT Faculty Toronto, ON, M2J 1S5, Canada
WAS EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System

For Activity For Internal Entity

WAS

For WP For External Entity

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System
Why is a Work Work Authorisation is needed so that:
Authorisation
needed? - only the authorised activities or the work packages
are undertaken for execution
- the authorised activities or work packages are
executed in proper sequence
- the required internal or external, discretionary or
mandatory dependencies are ensured
- no unauthorised activities or the work packages are
undertaken for execution
© Cestar College of Business, Health and Technology, North York,
PMLT Faculty Toronto, ON, M2J 1S5, Canada 11
WAS for
Activity &
WP
EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System
For Activity For WP
  Description of Work Package
Description of the Activity;
 List of Components
 Measurements;  WP/Components Measurements
 Design Requirements;  Design Requirements;
 Technical Specification;  Technical Specification;
 Quality Requirements and  Quality Requirements and
specifications specifications
 Verification Process (Process Name?)
 Verification Process
 Completion Communication Process
 Completion Communication Process  WP Hand over process
 Acceptance Process (Process Name?)
© Cestar College of Business, Health and Technology, North York,
PMLT Faculty Toronto, ON, M2J 1S5, Canada
WAS for
Internal &
External
EPM-2193 Monitoring and Controlling Project Requirements
Entities 7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System

For Internal Entity For External Entity

 Highly Formal, generally vetted by
 Less Formal
legal department;
 Follows EEF  Customised through contracts;
 Whole or some parts of the  Normally a combination of Issuing
and receiving organisations WASs;
WAS elements can be verbal
 No parts of the WAS elements can be
too; verbal;

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System
Work Authorisation System
Please Note, there are EEF Work OPA Work
two aspects of this Authorisation Authorisation
System: Process Document
1. EEF: The Work
Authorisation
Process
2. OPA: The Work Project Work
Authorisation Authorisation
Document System

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System
The Work Authorisation Process
This will typically have the following information:
 Process for Work Approval by competent authority its communication;
 Process for Financial approval and its communication
 Responsibility and method for ensuring that permits and licences from all the relevant
authorities have been obtained
 Responsibility for ensuring that Network diagramme dependencies have been studied and
understood. F_S Predecessor Activities have been completed. S_S predecessor activities have
been started;
 Method for ensuring that required resources are all in place;
 Authority to communicate the Authorisation;
 Method for the specifications of quality requirements;
 Method for delivery of completed WPs
 Method for verification of deliverables’ attributes, and the acceptance of deliverables;
© Cestar College of Business, Health and Technology, North York,
PMLT Faculty Toronto, ON, M2J 1S5, Canada
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System
Govt of Canada WAS Process
Govt of
Canada Work 3.35.1. Contracts with Task Authorizations:
Authorisaton
process Especially focus on two sections
3.35.1.40 - Authorizing and Issuing Task Authorizations
3.35.1.45 - Administration of the Task Authorizations by Public Works
and Government Services Canada's Clients

Reference:
https://buyandsell.gc.ca/policy-and-guidelines/supply-manual/

A good sample of WAS

[In case the clicking does not work, please copy paste the URL blow:
https://www.jlab.org/div_dept/directorate/proj_mgmt/manual/400w
ork.pdf]
© Cestar College of Business, Health and Technology, North York,
PMLT Faculty Toronto, ON, M2J 1S5, Canada
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System
The Work Authorisation Document-I

This is the document Sample

which is issued based
upon the processes
laid down in the WAS.
Normally, the template
for the issuance of
Work Authorisation
should be a
component of the
WAS.

Source https://www.jlab.org/div_dept/directorate/proj_mgmt/manual/400work.pdf
© Cestar College of Business, Health and Technology, North York,
PMLT Faculty Toronto, ON, M2J 1S5, Canada
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System
The Work Authorisation Document-II

Source https://www.jlab.org/div_dept/directorate/proj_mgmt/manual/400work.pdf
© Cestar College of Business, Health and Technology, North York,
PMLT Faculty Toronto, ON, M2J 1S5, Canada
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Work Authorisation System
The Work Authorisation Document-III

Source https://www.jlab.org/div_dept/directorate/proj_mgmt/manual/400work.pdf
© Cestar College of Business, Health and Technology, North York,
PMLT Faculty Toronto, ON, M2J 1S5, Canada
Break
EPM-2193 Monitoring and Controlling Project Requirements

B
R
E
A
K
© Cestar College of Business, Health and Technology, North York,
PMLT Faculty Toronto, ON, M2J 1S5, Canada 20
Session
Coverage 7.2
EPM-2193 Monitoring and Controlling Project Requirements

Session Coverage

7.2 Outline the overall contract

administration process and discuss
the interaction required between
the project manager and other
stakeholders.

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada 21
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Control Procurement Contract Administration Process
ITTO 12.3 Control Procurement
INPUT Tools & Techniques OUTPUTS
1. Project management plan 1. Expert judgment 1. Closed procurements
• Requirements management plan 2. Claims administration 2. Work performance
• Risk management plan
• Procurement management plan
3. Data analysis information
• Change management plan • Performance reviews 3. Procurement documentation
• Schedule baseline • Earned value analysis updates
2. Project documents • Trend analysis 4. Change requests
• Assumption log 4. Inspection 5. Project management plan
• Lessons learned register 5. Audits updates
• Milestone list • Risk management plan
• Quality reports • Procurement management plan
• Requirements documentation • Schedule baseline
• Requirements traceability matrix • Cost baseline
• Risk register 6.Project documents update
• Stakeholder register • Lessons learned register
2. Agreements • Resource requirements
3. Procurement documentation • Requirements traceability matrix
4. Approved change requests • Risk register
5. Work performance data • Stakeholder register
6. EEFs
7. OPAs
7.OPAs updates
© Cestar College of Business, Health and Technology, North York,
PMLT Faculty Toronto, ON, M2J 1S5, Canada 22
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Contract Administration Process
Contract
Administration
• Both the buyer and the seller need to ensure that both
parties meet their contractual obligations and that their
own legal rights are protected.
• Due to its legal nature, the project management team
must be aware of the implications of actions taken when
controlling any procurement.
• On larger projects with multiple providers, a key aspect of
contract administration is managing communication.
• Most organizations treat contract administration as an
organizational function that is separate from the project.

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada 23
Session
Coverage 7.3
EPM-2193 Monitoring and Controlling Project Requirements

Session Coverage

7.3 Review current contract

administration system software and
specific features that can be
adopted for a project manager to
control procurements

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada 24
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Review current contract administration system software

Exercise
Ten Minutes
• Search the net and list currently
available contract administration
software and their key features.
• These may also be available under the
heading Procurement Management
software

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada 25
Session
Coverage 7.4
EPM-2193 Monitoring and Controlling Project Requirements

Session Coverage

7.4 Apply knowledge of a

contract administration
system to a project

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada 26
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Apply Contract Administration System
Contract Contract Administration Activities
Administration
activities • Collection of data and managing project records, including
maintenance of detailed records of physical and financial
performance and establishment of measurable procurement
performance indicators;
• Refinement of procurement plans and schedules;
• Set up for gathering, analyzing, and reporting procurement-
related project data and preparation of periodic reports to the
organization;
• Monitoring the procurement environment so that
implementation can be facilitated or adjustments made; and
• Payment of invoices.
© Cestar College of Business, Health and Technology, North York,
PMLT Faculty Toronto, ON, M2J 1S5, Canada 27
 EPM-2193 Monitoring and Controlling Project Requirements
7. Control procurements by itemizing details in relevant documents and inspecting outcomes to
ensure they are meeting initial contract requirements
Apply Contract Administration System
Quality • The quality of the controls, including the independence and credibility
of the of procurement audits, is critical to the reliability of the procurement
Controls system.
• Control Procurements has a financial management component that
involves monitoring payments to the seller. This ensures that payment
terms defined within the contract are met and that compensation is
linked to the seller’s progress as defined in the contract.
• A principal concern when making payments is to ensure there is a
close relationship of payments made to the work accomplished. A
contract that requires payments linked to project output and
deliverables rather than inputs such as labor hours has better controls.

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada 28
 EPM-2193 Monitoring and Controlling Project Requirements
8. Develop a stakeholder engagement plan to control stakeholder engagement, including
addressing scope validation and quality control issues

Head Up Assignment-3: Contract Administration & Presentation- Group 30%

for Next

Develop a Contract Administration Strategy using the tools and techniques of Monitor Communication and
Day

Monitor Stakeholder Engagement processes.

The strategy should include the engagement with external stakeholders (the vendors of goods and services), as
well as internal stakeholders (the departments, and key corporate entities) for addressing scope validation and
quality control issues. [100 Marks]
This should include:
1. Identification of project collaboration tools you will use for managing stakeholder engagements. You must
include a rationale behind your selection of tools – their functions, features, benefits and drawbacks.
2. Details of the elements of your strategy to control stakeholder engagement through managing project
information. This strategy must include, among others, activities related to scope validation and quality
control.
You are required to demonstrate the use of all the skills and tools and techniques you have learnt in term-1
and term-2.
Rubric: Please refer to the rubric for group presentation.

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Questions? EPM-2193 Monitoring and Controlling Project Requirements

Any Questions?

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Thank You EPM-2193 Monitoring and Controlling Project Requirements

Thank You !

© Cestar College of Business, Health and Technology, North York,

PMLT Faculty Toronto, ON, M2J 1S5, Canada