What is project controls?
Definition
Project controls are the practice of assessing if the proposed work is worth doing, of preparing for work before it is done, of thinking about what might go wrong before it is done, and of doing something about it if it does. Project controls involve the specialisation of core project management skills of managing scope, time, cost, risk and change.
Once the work has started, project controls are about measuring what has been done objectively, forecasting what might happen in the future, and assessing and suggesting action to correct any failings or exploit any successes.
Project controls in the 21st century (available soon from our bookshop)
What are project controls?
Project controls help you take a structured, formal approach to delivering a project through the project life cycle. It is recognised as the analytical element of project management.
The core elements of project controls include:
- managing time
- managing cost
- managing risk (threats and opportunities)
- managing change
- reporting, performance management and decision making
- information management
- associated communications
Why are project controls important?
Good project controls contain costs, assure delivery and protect investments.
With effective project controls, you will increase the likelihood of successful outcomes, improving the basis on which projects are launched, identifying and mitigating issues to save time and resource costs.
Project controls reduce project failure
Without project controls to monitor the project, the project may fail due to poor scope definition, poor execution, poor estimating of cost and schedule, poor performance and cost escalation. There can also be a failure to deliver project benefits to the stakeholders.
Who is responsible for project controls?
The scale and complexity of a project or programme will influence who works on project controls. On a small project the project manager may carry out and be responsible for project controls roles. On larger projects, a team of project managers and project controllers – along with specialists such as planners, schedulers and risk managers – will oversee the controls function.
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Figure 1: Project controls sizing – the scale and complexity of the project will influence the demarcation of the roles |
How do project controls benefit project managers?
Project controls can benefit project managers in all areas of their work. The table below shows the positive influence that project controls can have on five of APM’s success factors.
| Factors for successful project delivery | Project controls inputs |
| Effective governance: The project has clearly identified leadership, responsibilities, reporting lines and communications between all parties. | Providing clear management information and certainty regarding the schedule, cost and risk position. |
| Goals and objectives: The overall goal of the project is clearly specified and recognised by all stakeholders. It is not in conflict with subsidiary objectives and project leaders have a clear vision of the project outcomes. | Providing assessment of progress towards the project goals, and forecasting the project’s benefits and outcomes. |
| Commitment to project success: All parties involved in the project are and remain committed to the project’s success. Any lack of commitment is recognised and dealt with, and project leadership inspires commitment in others. | Highlighting areas of underperformance and suggesting recovery actions. |
| Capable sponsors: Sponsors play an active role in the project’s life cycle. They assume ultimate responsibility and accountability for the project outcomes. | Providing sponsors with management information and facilitating reviews. |
| Secure funding: The project has a secure funding base. Contingency funding is recognised from the start and budgets are tightly controlled to ensure maximum value is realised. | Supporting the generation of the business case or proposal with justified and credible cost estimates. |
Source: Conditions for project success
Starting a career in project controls?
Just starting a career in project controls or curious about how to get started? Visit Career in project controls, for all the information you need and the pathways you can explore to get ahead.
APM Learning
The following project controls resources are available on APM Learning. This is a member only resource.
- Learning modules - Project controls
Project Planning and ControlTM (PPC) certification
The Project Planning & ControlTM qualification scheme supports the publication of the Association for Project Management (APM) guide, Planning, Scheduling, Monitoring and Control - The Practical Project Management of Time, Code and Risk.
The book is APM's first comprehensive set of guidance and best practice for project planning and control and is applicable across all industries and sectors.
Related books available to buy from the APM book shop
Related reading
Fail to plan and you plan to fail. It’s one of the mantras of project controls and for good reason. ... read more.
If you’re a project controller, your peers in management will be depending on you for valuable insights so they can deliver projects on time and to budget. ... read more.
Despite significant advancements in project management theory over the past 50 years, we continue to see projects that are held back by a number of issues ... read more.
