60GG-1.006. Monitoring and Controlling  


Effective on Monday, August 1, 2016
  • 1(1) Project Monitoring and Controlling spans all phases of the project and involves the regular review of project status in order to identify variances from baselined project schedule, cost, and scope. In addition, all project management plan components developed pursuant to Rule 4360GG-1.44004, F.A.C., Planning, must be monitored, controlled and maintained.

    53(2) Risk and Complexity (R&C) Category 4 and 3 Projects will use Earned Value analysis to ensure that the schedule provides an accurate representation of project status.

    80(a) Schedule Performance Index (SPI)

    851. SPI is a measure of schedule efficiency expressed as a ratio of Earned Value (EV) to Planned Value (PV): SPI = EV/PV, where Earned Value is the measure of work performed expressed in terms of the budget amount authorized for that work, and Planned Value is the authorized budget assigned to scheduled work. Planned Value corresponds to the approved baseline budget.

    1472. A SPI value of less than 1.0 indicates that less work was completed, in a given time frame, than was planned.

    1693. A SPI value greater than 1.0 indicates that more work was completed, in a given time frame, than was planned.

    190(b) Cost Performance Index (CPI)

    1951. CPI is a measure of cost efficiency of budgeted resources for the work completed. CPI is expressed as a ratio of Earned Value (EV) to Actual Cost (AC): CPI = EV/AC, where Earned Value is the measure of work performed expressed in terms of the budget amount authorized for that work, and Actual Cost is the realized cost incurred for the work performed on an activity or set of activities during a specific time period.

    2712. A CPI value of less than 1.0 indicates a cost overrun for work completed, in a given time frame.

    2913. A CPI value greater than 1.0 indicates a cost underrun of performance to date.

    306(3) The following matrix details specific Monitoring and Controlling documentation and activities required for the project based on the project’s R&C Category.

    328MONITORING AND CONTROLLING 331‒ Requirements by Risk & Complexity Category

     

    3384

    3393

    3402

    3411

    342Monitor and Control Project 346Change

    347Required ‒ Follow the change control process(es) documented in the Change Management Plan. Complete an Event-Driven Risk & Complexity (R&C) Assessment for significan370t change requests 373(see Rule 37560GG376-1.002, F.A.C. ‒ Risk and Complexity Assessment)383. This assessment will confirm or adjust the project’s cumulative risk and complexity levels and R&C Category, and assist the Agency in determining whether changes to any proje411ct management plan documents and baselines are needed. Maintain a change tracking log that includes change description, project impact (scope, schedule, and cost), owner, and status. This log is used to track, enter, review, analyze, approve, update, and report on project changes.

     

    4534

    4543

    4552

    4561

    457Monitor and Control Project Schedule

    462Required 463‒ Update the schedule at least weekly to reflect actual progress toward completion of scheduled tasks, milestones, and deliverables.

    482Required ‒ Update the schedule at least biweekly to reflect actual progress toward completion of scheduled tasks, milestone500s, and deliverables.

    503Required ‒ Use SPI to assess schedule variance. If SPI analysis indicates a trend towards a variance equal to or greater than 10% (SPI score ≤ 0.90 or ≥ 1.10), communicate the variance explanation to the project’s key stakeholder(s).

    542Required ‒ Evaluate the baselined schedule against current progress.

    5511. Identify overdue tasks and compute the percentage of late tasks related to total tasks to date (Number of Overdue Tasks/Number of Total Tasks).

    5752. If this analysis indicates a trend t583owards a variance, 586equal to or greater than 10%, communicate the variance explanation to the project’s key stakeholders.

     

    6014

    6023

    6032

    6041

    605Monitor and Control Project Cost

    610Required ‒ Monitor project costs monthly to identify both positive and negative variances b624etween planned and actual expenditures.

    6291. Compare baselined planned expenditures to actual expenditures captured in the spending plan or the budget.

    6452. Identify the difference in baselined planned and actual expenditures and compute the percentage of cost variance for the period (Cost Variance/Total Planned Cost).

    6693. If there is a variance (positive or negative) equal to or greater than 10%, communicate the variance explanation to the project’s key stakeholder(s).

    693Required 694‒ Use CPI to assess cost variance.

    701If the CPI analysis indicates a trend towards a variance equal to or greater than 10% (CPI score ≤ 0.90 or ≥ 1.10), communicate the variance explanation to the project stakeholders.

    732Not Required

     

    7344

    7353

    7362

    7371

    738Monitor and Con741trol Project 743Scope

    744Required ‒ Monitor project scope, and manage changes to the original and agreed-upon scope as documented in the approved project planning documents.

    766Required ‒ Monitor project scope and document changes.

     

    7744

    7753

    7762

    7771

    778Monitor and Control Pr782oject 783Quality

    784Required ‒ Monitor and Control quality as documented in the Quality Management Plan.

     

     

    7974

    7983

    7992

    8001

    801Monitor and Control Project 805Risks

    806Required ‒ Monitor and control risks as documented in the approved Risk Management Plan.

    820Perform risk reassessm823ents to identify new risks, reassess current risks, escalate risks to issues, and close outdated risks.

    839Maintain a risk tracking log that includes risk description, owner, response/mitigation strategy, risk probability, impact, priority, status and open/close dates. This log is used to track, enter, review, analyze, update, monitor, and report on risks.

    874Required – Monitor, document, and address risks.

     

    8814

    8823

    8832

    8841

    885Monitor and Control Project 889Issues

    890Required 891‒ Monitor and control issues as documented in the approved Issue Management Plan.

    904Review issues to identify new issues, reassess current issues, and close resolved issues.

    917Maintain an issue tracking log, which includes Issue description, owner, status, and 929dates opened, due and closed. This log is used to track, enter, review, analyze, update, monitor, and report on issues.

    949Required ‒ Monitor, document, and resolve issues.

     

    9564

    9573

    9582

    9591

    960Decision Tracking

    962Required ‒ Maintain a decision tracking log that includ971es decision description, approval authority, date of entry, due date, actual date of decision, project impact (scope, schedule, and cost), and status.

    993This log is used to track, enter, review, analyze, update, monitor, and report on decisions.

    1008Recommended

     

    10094

    10103

    10112

    10121

    1013Action Item

    1015Tracking

    1016Required 1017‒ Maintain an action item log that includes Action Item description, owner, dates assigned and due, and status. This log is used to track, enter, review, analyze, update, monitor, and report on action items.

    1051Recommended

     

    10524

    10533

    10542

    10551

    1056Florida Cybersecurity Sta1059ndards

    1060Required – 1062Monitor and control project compliance with 1068rule Chapter 60GG-2, F.A.C.

     

    10724

    10733

    10742

    10751

    1076Requirements Traceability Matrix

    1079(RTM)

    1080Required ‒ Review and amend the RTM to capture progressive detail of requirements linkage throughout the project.

    1097T1098his matrix is used to document and link requirements from their origin to the deliverables that satisfy them.

    1116Required ‒ Update requirements documentation as necessary.

     

    11234

    11243

    11252

    11261

    1127Lessons Learned

    1129Required ‒ Capture lessons learned from project team and sta1139keholders throughout the project.

    1143(4) The Agency will report project status based on 1152the project’s 1154R&C Category at least monthly. 1159Form DMS-F-0505B, Project Status Report (07/19), is hereby incorporated by reference in this rule. Form DMS-F-0505B can be found at 1179https://www.flrules.org/Gateway/refer1180e1181nce.asp?No=Ref-072221183. 1184Status reports will include:

    1188PROJECT STATUS REPORT – Requirements by Risk & Complexity Category

     

    11984

    11993

    12002

    12011

    1202Section 1 –

    1205Project Status Overview

    1208A. Overview of Project Progress.

    1213B. Overall Status

    1216C. Schedule Performance Index (SPI)

    1221Cost Performance Index (CPI)

    1225Not Required

     

    12274

    12283

    12292

    12301

    1231Section 2 –

    1234Project Progress

    1236A. Project Milestones, Deliverables & Major Tasks

    1243Not Required

    1245B. Scope Changes

    1248Summarize in Section 1B Only

     

    12534

    12543

    12552

    12561

    1257Section 3 – Project

    1261Issues and Risks

    1264A. Project Issues

    1267Summarize in Section 1B Only

    1272B. Project Risks

    1275Summarize in Section 1B Only

     

    12804

    12813

    12822

    12831

    1284Section 4 – Project

    1288Spending Plan

    1290A. Identify Baselined Planned Expenditures vs. Actual Expenditures

    1298Not Required

    1300B. Major Project Expenditures

    1304Not Required

    1306Attach current project spend plan

    1311Not Required

    1313Rulemaking Authority 1315282.0051(6) 1316FS. Law Implemented 1319282.0041, 1320282.0051 1321FS. History‒New 7-16-15, Amended 8-1-16, Formerly 74-1.006.