Posted on: September 3, 2023 Posted by: zerofloat Comments: 0

Setting up a project controls function is essential for effective project management. This checklist outlines the key steps and considerations for establishing a project controls function within your organisation. Customise it to suit your specific project and organisational needs:

01. Define Objectives and Goals:

  • Clarify the purpose and objectives of the project controls function.
  • Establish measurable goals and key performance indicators (KPIs) for the function.

02 Allocate Resources:

  • Identify and allocate the necessary budget, personnel, and technology resources.
  • Assign roles and responsibilities within the project controls team.

03 Develop a Project Controls Plan:

  • Create a comprehensive project controls plan that outlines strategies, processes, and procedures.
  • Include risk management, cost control, schedule management, and quality control components.

04 Select Project Controls Software:

  • Choose suitable project management and controls software to support data collection, analysis, and reporting.
  • Ensure the software aligns with your project’s requirements and scale.

05 Define Reporting Structures:

  • Establish reporting hierarchies and communication channels.
  • Determine reporting frequency and formats for different stakeholders.

06 Set Up Data Collection and Management:

  • Define data collection methods and tools for gathering project performance data.
  • Implement data storage and management systems for easy access and analysis.

07 Risk Management:

  • Develop a risk management framework, including risk identification, assessment, mitigation, and monitoring processes.
  • Assign responsibility for risk management tasks.

08 Cost Control:

  • Create a cost control system to monitor project expenses.
  • Set up a cost baseline and track actual costs against the budget.

09 Schedule Management:

  • Establish a schedule control process to monitor progress against project timelines.
  • Develop a baseline schedule and track deviations.

10 Quality Control:

  • Define quality control standards and procedures.
  • Implement a system for monitoring and ensuring project quality.

11 Document Procedures:

  • Document all project controls processes and procedures in a standardized format.
  • Ensure that team members are trained in these procedures.

12 Data Analysis and Reporting:

  • Analyze project performance data regularly to identify trends and areas needing improvement.
  • Generate comprehensive and informative reports for project stakeholders.

13 Continuous Improvement:

  • Encourage a culture of continuous improvement within the project controls function.
  • Regularly review and update processes to enhance efficiency and effectiveness.

14 Integration with Project Management:

  • Ensure seamless integration between the project controls function and the overall project management processes.
  • Collaborate with project managers and other relevant teams.

15 Compliance and Auditing:

  • Ensure that project controls processes comply with relevant industry standards and regulations.
  • Prepare for internal and external audits as needed.

16 Training and Development:

  • Provide training and professional development opportunities for project controls team members.
  • Stay updated on industry best practices and emerging technologies.

17 Stakeholder Engagement:

  • Engage with project stakeholders to understand their reporting needs and expectations.
  • Communicate regularly to keep stakeholders informed about project performance.

18 Performance Evaluation:

  • Establish a performance evaluation process for the project controls function.
  • Use feedback and data to continuously improve the function’s effectiveness.

19 Emergency Response Plan:

  • Develop a plan to address unforeseen issues or crises that may impact project controls.
  • Ensure the ability to adapt to changing circumstances.

20 Review and Adapt:

  • Periodically review the effectiveness of your project controls function.
  • Adapt and refine processes as necessary to meet changing project requirements.

Setting up a robust project controls function is a crucial step toward successful project management.

This checklist can serve as a guide to ensure that you cover all necessary aspects during the setup process.

Need help? Explore how zerofloat can help you control your project.

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