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Monitoring physical progress of the projects

Updated on February 14, 2012

Called Follow-up or Project Supervision Department, it is an essential part of an organization to take care of its projects. Banks which advance loans for setting up industrial units do have such departments where their staff watches the progress of the project and makes reports for the management perusal.

Whether a bank or industrial conglomerate, a well established department is a must:

  • To watch progress of a project and to report well in time if there is a slippage in time-schedule or budget.
  • To ensure that the project would fulfill its objectives and is not deviating from it.
  • To train its officers to use the experience gained or feedback received in dealing with other projects of the same nature.
  • To share information with others financial institutions to promote inter-institutional coordination for safeguarding their interest.
  • To involve beneficiaries of the Projects in the analysis of project progress and ultimate operations.

In order to keep the projects on track, the physical progress should be ascertained at regular intervals depending on the past progress and magnitude of the investment. The sponsors or their representatives should know when and how to intervene in during project implementation. If it is observed that the project is not progressing as per schedule, timely action is called for. There are a number of techniques to get a slipping project back on track such as (i) working overtime, (ii) re-locating sources, (iii) swapping resources, (iv) switching over to crash-schedule, (v) fast-tracking, (vi) cutting down scale of work and finally (vii) making it a priority number one.

Sherlock Holmes, a fictional detective, famous for his astute logical reasoning and  his use of forensic science skills to solve difficult cases.
Sherlock Holmes, a fictional detective, famous for his astute logical reasoning and his use of forensic science skills to solve difficult cases. | Source

How information is gathered:

To watch physical progress of the projects, two methods are widely used:

(i) Follow-up Team, and (ii) Digital Monitoring system

These are briefly narrated below:

(i) Follow-up teams regularly visit the plant to ascertain progress to date. They compare their observations with estimated time and cost schedule and pin-point deviations, if any, for timely action by the top-management.

Before such visits, the follow-up officers would meticulously go through available operational data and accounting record - whether supplied by project team or retrieved from own records.The purpose is to have a mental picture of the project and compare it with the funds incurred. An experienced follow-up officer could smell a rat and ask for a detailed checkup by a multi-functional team of engineers, architects and cost accountants.

The frequency of visits depends upon the magnitude and status of the particular project.

The banks also employ commercial intelligence officers who visit projects in disguise and send feedback to the management. In addition industrial surveys are carried to acquaint one-self with environments.

(ii) Satellite Digital Imaging System which captures and measures the field progress at regular intervals and passes it on to the management. It comes in many ways. The most sophisticated system takes and transmits digital photos from an aircraft in flight to a ground station. In a simple version, photos are captured by a digital camera and are uploaded to the company websites. In some way, it is an interactive system which integrates 3D CAD drawings and digital images. CAD software enables the user to (i) Zoom in and out for close-up and distant views. (ii) Rotate images to view them from different perspectives and (iii) Change the scale of images.

In this way, the user can have a clear idea of the ground realities and can measure the progress between one period to another. This is compared with estimates and a comparison is drawn between the two which may call for corrective action. Thus, a user can get the necessary information without leaving his or her desk. In some way, this is a much better than personal visit and observations which at times could not be correct due to bias of the reporter or dishonesty. Since images come directly from a reliable instrument, there is no chance of misrepresentation or fact-twisting or distortions.

Purpose of Followup

This is done to ensure that:

(i) the projects are completed in time, within budget and under approved concepts,

(ii) the projects’ operations are successful enabling them to meet all their obligation to economy in general and lenders in particulars,

(iii) to provide feedback for identifying suitable investment opportunities, upgrading appraisal standard and evaluation of completed projects. Also, it shows a bank role in industrial development.

Source

Why project suffer?

Over the years, a lot of information has been gathered for projects delays in Pakistan which is summarized as follows:

  • Late Completion of Loan formalities.
  • Stoppage of work due to shortage of funds or late disbursements
  • Infra-structural problems
  • Managerial in-efficiencies
  • Prolonged trails runs
  • Inflationary Pressure
  • Changes in custom duties or incentives
  • Sub-standard project appraisal reports
  • Change in concept of the project
  • Dishonesty

.A sound early warning system can safeguards interest of the project.

An early warning sign
An early warning sign

EARLY WARNING SYSTEM

An early warning is a signal or a message or an observation that can be treated as a sign or indication of some problems. There are two types of problems which an industrial project can face:

(i) Ongoing and rapid threats like Incidents or natural calamities (Earthquakes, floods etc)

(ii) Creeping problems such as financial crisis or brewing labor troubles or environmental issues

These problems eventually results in cost-overruns or delays or poor-quality of construction or faults in machinery installation.

In order to avoid such problems, an Early Warning System (EWS) is must which may a computer-based or just a mindset or a way of thinking. Whatever the case, the following questions are raised for each and every project due to its peculiar situation:

  1. What can go wrong?
  2. How severe?
  3. How frequent?

WORK IN PROGRESS
WORK IN PROGRESS | Source

Problems occurring before implementation:

  • Late completion of loan formalities
  • Non-availability of competent officials or experienced workers for machine installation
  • Delay in fund-releasing by the banks
  • Problems in finding a suitable location for the project.

Problems occurring during implementation

  • Time over-run
  • Cost over-run
  • Bankruptcy of main machinery supplier.
  • Delay in arrival of machinery at site due to infrastructural problems
  • Shortage of funds
  • Change in project scope

The management should take necessary precaution in dealing with each potential problem through Risk Management Techniques covered in http://hafeezrm.hubpages.com/hub/Project-Management---Managing-Risk

Glossary

Monitoring and Supervision

Both terms are sometime used inter-changeably. However, supervision is wide word which includes monitoring. Of course, taking corrective action is part of supervision. Simply monitoring means collecting information and reporting as is done by newspapers or the other media.

CAD

CAD stands for Computer-Aided- Design. It is a modern version of the old drafting boards to draw and create designs. Being computer-based, it provides a great deal more functionality and complexity.


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    • Jenny30 profile image

      Jennifer 3 years ago from Canada

      Thx for sharing! Enjoyed it!

    • umeraziz profile image

      umeraziz 5 years ago

      managing project is a great skill..

      you talked about factors that delay progress before commencement and that hinder performance during project.. you presented essential information here... !

    • hafeezrm profile image
      Author

      hafeezrm 5 years ago from Pakistan

      Thanks for your comments, Mr. Zohaib Noor.

    • zohaib noor profile image

      zohaib noor 5 years ago

      Great Sir,learned a lot,Thanks for sharing

    • hafeezrm profile image
      Author

      hafeezrm 5 years ago from Pakistan

      No problem, my dear.

    • asadayub profile image

      asadayub 5 years ago

      Sir, i'm feeling sorry because i visited your page a little bit late because of the fact that i had gone to my cousin's wedding held at Multan. Although, the net facility was available there, but i rarely uses net from unknown places. Hope, you don't mind.

    • hafeezrm profile image
      Author

      hafeezrm 5 years ago from Pakistan

      Thanks Asad Ayub for visiting my page.

    • asadayub profile image

      asadayub 5 years ago

      Respected Sir, another informative hub for me. Needless to mention that your hubs are always very interesting as well as informative. Hope to see the trend in the future. Regards, Asad Ayub.

    • hafeezrm profile image
      Author

      hafeezrm 5 years ago from Pakistan

      Thanks Ateneia for your comments.

    • profile image

      Ateneia 5 years ago

      Very wise text, succint and that explains clearly the subject.

    • hafeezrm profile image
      Author

      hafeezrm 5 years ago from Pakistan

      Thanks Nasira.Aman for your comments.

    • hafeezrm profile image
      Author

      hafeezrm 5 years ago from Pakistan

      Thanks @augusfanani for your comments.

    • profile image

      nasira.aman 5 years ago

      Great Sir,learned a lot,Thanks for sharing

    • agusfanani profile image

      agusfanani 5 years ago from Indonesia

      I find it informative and useful, thank you for sharing .

    • hafeezrm profile image
      Author

      hafeezrm 5 years ago from Pakistan

      Thanks Michael for your comments.

    • profile image

      Michael Schmidt 5 years ago

      I am certainly no project manager, but rather a teacher; I'll never actually manage a project like this. Yet I find it very interesting to read of some of these many details. It amazes me to realize that there are so many variables involved in the construction of a project - and that each of these variables must be overseen. Again I am amazed (as I always am) to realize how complicated our world really is. It makes me wonder that any project of any size is ever actually finished! Again an informative and interesting article to be sure!

    • hafeezrm profile image
      Author

      hafeezrm 5 years ago from Pakistan

      Thanks Sir Jalees Faruqui for your kind comments.

    • profile image

      Jalees Faruqui 5 years ago

      Dear Hafiz

      AOA

      Excellent. Keep it up. I am learning new things.

      JAF

    • hafeezrm profile image
      Author

      hafeezrm 5 years ago from Pakistan

      Thanks for your comments. There are uses and mis-uses of every system and I agree with you about manipulation.

    • ib radmasters profile image

      ib radmasters 5 years ago from Southern California

      Where were the safeguards before 2008 and before the dot com which is just another manifestation of manipulating the system for the benefit of the few. The few that perpetrated the mechanism.

      These mechanisms took solid conservative investing techniques and threw them out the window to be more like a Ponzi scheme. The originators of the system, got on early and bailed with billions, leaving the sheep to pick up the tab.

      In addition, day trading and trading through the use of a computer program is being done with a lot of money that in bulk can produce repeatable and significant profits with little risk.

      This subverts the ancient broker system that was costly and required assistance.

      Commodities like Oil have been manipulated by groups with large financing that can make prices go up by setting a trend that the sheep follow.

    • hafeezrm profile image
      Author

      hafeezrm 5 years ago from Pakistan

      Thanks for going through my article. I am afraid you question is very short. Perhaps you are referring to new gadget like Digital Monitoring System. If so, maybe it was not in pre-2008 era.

    • ib radmasters profile image

      ib radmasters 5 years ago from Southern California

      Where were they pre 2008?