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Controlling Schedule

5 minutes 5 Questions

Controlling schedule involves monitoring the status of project activities, updating project progress and managing changes to the schedule baseline. The aim is to ensure that the project remains on track and is delivered on time. Failure in schedule control can lead to project delays, cost overruns, and unmet objectives. To control the schedule effectively, the project manager must use project management software, apply a performance review, and use project forecasting methods, among others.

Controlling Schedule - CAPM Project Time Management

What it is:
Controlling Schedule is a process in Project Time Management that monitors the status of the project activities to update project progress and manage changes to the schedule baseline.

Importance:
Controlling Schedule is critical as it ensures the project remains on track, highlights any deviations early on and ensures that corrective actions are taken in a timely manner to prevent delays.

How it works:
It involves measuring the actual project performance against the planned schedule, determining if any corrective or preventive actions are necessary and managing any changes required.

Exam Tips - Answering Questions on Controlling Schedule:
1. Understand the concept: Ensure you understand the basics of schedule control, and how it fits into the broader Project Time Management framework.
2. Understand the tools and techniques: Be familiar with schedule control tools like Gantt charts and Critical Path Method.
3. Practice: The more practice questions you solve, the better understanding you will have of how to apply the concept in a practical scenario.
4. Focus on change management: A lot of questions will revolve around managing changes within schedule control, so focus on that aspect.

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CAPM - Project Time Management Example Questions

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Question 1

Critical path of your project shows a negative total float. What does this mean?

Correct Answer: The project is behind schedule

A negative total float on the critical path of a project implies that the project is running behind schedule. Total float in project management refers to the amount of time that you can delay a task without delaying the project more than its targeted finish date. Negative total float essentially means the project is forecasted to exceed its targeted finish date- hence, the project is behind schedule. Contrastingly, 'the project is ahead of schedule' is incorrect as a negative float suggests delay, not progress. 'The project has no dependencies' is incorrect as the critical path represents a sequence of tasks in a project that directly impacts the project’s finish date and would probably have dependencies. Lastly, 'the project has extra time available' is incorrect as negative float indicates a lack of time, not an excess.

Question 2

The CPI of your project is currently at 1.3, but the project is still under schedule stress, with SPI at 0.8. What would your best course of action be?

Correct Answer: Look for ways to compress the schedule, such as crashing or fast tracking, without compromising cost performance

The best course of action when your project's Schedule Performance Index (SPI) is less than 1 (0.8 in this case), which indicates schedule stress or being behind schedule, is to look for ways to compress the schedule. This might involve strategies such as crashing (adding resources to critical path tasks) or fast tracking (doing tasks in parallel that were originally planned in series). These actions can help to get the project back on schedule without necessarily compromising cost performance. The Cost Performance Index (CPI) in this situation is more than 1 (1.3), which indicates a favorable cost performance, so there is not a need to increase the budget. Ignoring the problem would be unwise, because although the project is within cost performance, it is falling behind schedule, which can cause issues down the line. Immediately informing stakeholders without first taking action to correct the issue may cause unnecessary alarm and also does not address the schedule performance issue.

Question 3

In reviewing your project's schedule, you observe that the float for several activities is becoming increasingly negative, indicative of potential delays. What should be your initial action to control the schedule?

Correct Answer: Re-evaluate the sequence and dependencies of activities to determine schedule optimization opportunities.

The best initial action when facing negative float in project activities is to re-evaluate the sequence and dependencies of activities to determine schedule optimization opportunities. Doing so allows you to identify potential inefficiencies or bottlenecks in the current plan and make adjustments to realign the schedule without overcommitting resources or altering the project baseline prematurely. This approach is often less disruptive and more cost-effective than the alternatives. Adjusting the project baseline should be a last resort once all other options for schedule recovery have been exhausted because it can affect the entire project performance measurement baseline. Implementing mandatory overtime can be an immediate but temporary solution; however, it may not address the root cause of the delays and can lead to burnout and reduced productivity. Seeking additional resources could help, but it may not be the most effective solution if the schedule issues are due to poor sequencing rather than resource constraints. It is critical to analyze the schedule thoroughly to determine the most appropriate course of action.

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