How to facilitate successful implementation of an IT project – by monitoring these project elements

Introduction

Project success and failure are equally probable outcomes of an IT project implementation. There are various factors that affect the project outcomes. These include:

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Timing

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Costs

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Capabilities

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External and internal challenges

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Leadership

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Many others

If you manage these factors well, it leads to the successful implementation of the project. If not, the project execution is a failure. There are some rare instances where the failure is not under your control. But, you can reduce its probability with regular project monitoring.

Regular tracking and monitoring are essential for a project’s successful implementation. This keeps the project in line with the stakeholders’ expectations. Project tracking and tracing are parallel processes to project implementation. It brings the project in line with the original direction and desired goals.

Project tracking aims to keep a check on the movement of the project. You need to check whether the project is:

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Drifting away from its core objectives or

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Moving in the right direction

If it is drifting, then you can react quickly to take needed actions. You need to find out the reasons behind the project’s off-track movement. Following this, you can fine-tune the plan accordingly to bring it back on track. If it is moving in the right direction, then well and good.

In this article, we will look at the various elements that you need to track and trace. This will ensure the successful implementation of an IT project.

Your project’s implementation is our responsibility.
Let us manage the execution and monitoring.

Key factors to track for a project’s successful implementation

You must make it a practice to monitor your project’s implementation regularly. In this way, you can make necessary improvements as per the project status. The key factors of a project that need tracing and tracking include:

Requirements

The successful implementation of a project is based on the project plan. A project plan is created keeping in mind the key requirements. The achievement of these key requirements defines the successful implementation of the project. So, tracking the management of requirements is important for achieving goals.

For this, you need to test and validate each requirement. This allows you to check whether the project can achieve it or not. For each requirement, you must check the technical, economic, and operational feasibility.

You need to test each requirement during the design, development, and improvement phases. It gives you confidence that your product complies with all requirements. You can also create a requirements traceability matrix and fill it. This enables you to track their status during the entire project life cycle.

Time

The second aspect of the project that you must track is the timelines. You need to find whether the schedule is on-track or off-track. For this, you must define the phases of the project. Create a list of activities and tasks required for the completion of each phase. For each task, you must mention the start date and end date.

This will help you to understand the interdependencies of tasks. You must know whether the start of one task is dependent on the completion of another task. Now, with such a chart, you can trace the progress of each task. You can determine:

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Whether each task started on the mentioned start date

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Whether you will be able to complete it on or before the end date

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What are the possible factors that may delay it

Update all these details in the chart. With this, you have a complete picture of possible delays and in-time activities. This enables you to manage the final deadlines and ensure successful implementation on time.

Tasks

You must pay close attention to all the tasks required to achieve the project goals. Conduct close monitoring daily on the activities. You must check:

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The person responsible for performing each activity

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Whether it is performed correctly

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Whether it will lead to the desired result

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Whether it will ensure quality deliverables

With this information, you can make changes wherever required. You may need to make changes in resources, technologies, or any steps. The changes must be such that the quality of outcomes improves and moves closer to your expectations.

Challenges

You must also keep a close eye on potential challenges for your project. These threats may make your project outcomes weaker as compared to stakeholders’ expectations. Identification of threats at the right time reduces the risks on result quality.

For example, you detect bugs in the system in the development phase. In that case, you need to trace its source and fix it to make the system work. If you do not fix it at the right time, it will result in a faulty solution.

So, it is important to conduct close monitoring of likely risks to your project. If you find them, eliminate them or reduce their impact on the project. This will guarantee you a successful implementation and result of the project.

Process

We know that keeping a track of every individual component of a project is important. Equally important is monitoring the process of project execution. Herein, you have to evaluate:

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Whether all the resources required for the project are perfect

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Whether all activities are performed correctly

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Whether the expected deliverables are of good quality

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Whether any loopholes or obstacles are hampering the execution of the project

Any discrepancy in any of the stages of the project process can hamper the results. So, be careful with the monitoring of the project process for its successful implementation.

Compliance

Another aspect that is generally ignored in the process of monitoring is compliance. You must ensure that you are complying with all the relevant regulations. It may be some country-specific restrictions or industry-based conditions.

Any kind of non-compliance may affect your outcomes. So, check for compliance at the end of every phase of the project. Add it to your checklist to ensure it becomes a part of general practice.

Final Thoughts

Understand these key elements of a project. Keep a regular track of them to ensure the project’s successful implementation. If any element goes off-track, control them to ensure quality project outcomes.

Your aim must be to keep the project:

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On-time

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Within budget

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Of expected quality

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As per the stated requirements

We – Technovisors - are an IT consulting services provider in Ahmedabad. We can help you with the monitoring and tracing of your project implementation. We have the expertise needed to keep your project on track and ensure its successful implementation. Our offerings range from identification of your IT needs to support for successful implementation.

We are the project monitors that your project needs

FAQs

Even if you plan your project well, it does not always work as per the plan. There may be delays, high costs, bad quality outcomes, or total failure of the project. So, close and continuous project monitoring is important to detect areas of concern. With constant monitoring, you can guarantee a successful implementation of the project.
Yes, we monitor projects continuously. We also suggest corrective actions to bring them back on track. Before the implementation begins, we also suggest preventive actions. All these ensure that the project’s successful implementation is guaranteed.

Pathik Shah

(CISA, FCA, CS, DISA (ICAI), FAFP (ICAI))

Pathik is a multi-disciplinary professional with more than 22 years of experience in compliance, risk management, accounting, system audits, IT consultancy, and digital marketing. He has extensive knowledge of Anti-Money Laundering rules and regulations, and he helps companies comply with legal requirements. Pathik also helps companies generate value from their IT investments.