The harmonization process has as a typical project cycle structure (see section 1.2 ‘Definition of harmonization’ and in particular figure 3 ‘Steps of the harmonization process’). While steps 1 (‘Initiation’), 2 (‘Planning’) and 3 (‘Implementation’) have several direct connections with individual actions related to SUMP (and SECAP) elaboration, Step 2.4.1 is strictly related to the running of the harmonization process in itself (in particular it regards monitoring and evaluation of process implementation). Although this may well have indirect repercussions on the subsequent adaptation/revision/updating of the plans, it has no direct connections with the SUMP guidelines used for the elaboration of the mobility plans.
(these considerations apply also to the next step)
Step 2.4.1 is strictly related to the running of the harmonization process in itself (in particular it regards monitoring and evaluation of process implementation). Although this may well have indirect repercussions on the subsequent adaptation/revision/ updating of the plans, it has no direct connections with the SECAP guidelines.
(these considerations apply also to the next step)
This chapter explains how to monitor the harmonization process and perform an assessment of the work done before the formal approval of the harmonized SEAP/SECAP and SUMP.
The main topics are:
- Use the “SELF ASSESSMENT QUESTIONNAIRE” (attached)
- Check the results with stakeholders
- Check the results with the decision maker issuing the initial political commitment statement
- Write the harmonization report (see 2.4.2)
- Discuss “lessons learned” with the harmonization team to improve the process for the next time.
The harmonization process monitoring and controlling activities take place in parallel with the implementation process. While the harmonization work-plan is being executed, its progress is being monitored and controlled by overseeing actions’ implementation and taking corrective action if necessary.
The harmonization process is monitored and measured regularly against the work-plan to ensure that it is within acceptable variance of costs, schedule and scope, and that risks and issues are continually monitored and corrective action taken as needed.
The main purpose of monitoring and controlling activities is to be proactive in identifying (potential) issues ahead of time and taking corrective action. Corrective action has the ultimate goal of bringing the project back in line with project objectives and constraints and improving future execution to avoid repeating the same procedures.
Monitoring and controlling the process collects performance information and assesses measures and trends to forecast potential items requiring corrective action. This includes monitoring risks and ensuring that they are being managed according to the harmonization process’ risk register.
Outputs include:
- Recommended corrective actions
- Recommended preventive actions
- Forecasts
- Recommended defect repair
- Requested changes
The schedule control process monitors whether activities are in line with the planned timeline and identifies measures to bring the project back to schedule.
Outputs include:
- Updates to the schedule model data and baseline
- Performance measurements
- Requested changes
- Recommended corrective actions
- Updates to organizational process assets
- Activity list and activity attribute updates
- Updates to the Project Management Plan
The cost control process monitors deviations of costs from planned expenses which might require changes in the project budget. Where possible, measures are identified to bring the expenses back into the planned budget.
Outputs include:
- Cost estimate updates
- Cost baseline updates
- Performance measurements
- Forecast completion
- Requested changes
- Recommended corrective actions
- Updates to organizational process assets
- Updates to the Project Management Plan
The quality control process checks whether the project is activities and outputs are meeting the required quality standards.
Outputs include:
- Quality Control measurements
- Validated defect repair
- Updates to the quality baseline
- Recommended corrective and preventive actions
- Requested changes
- Recommended defect repair
- Updates to organizational process assets
- Validated deliverables
- Updates to the project management plan
The performance reporting process collects and distributes information whether the performed activities met their goals - including status reports, progress reports and forecasts.
Outputs include:
- Performance reports
- Forecasts
- Requested changes
- Recommended corrective actions
- Updates to organizational process assets
This process manages stakeholder communications and work with stakeholders to ensure that requirements are satisfied and issues are proactively resolved.
Outputs include:
- Resolved issues
- Approved change requests
- Approved corrective actions
- Updates to organizational process assets
- Updates to the Project Management Plan
The following table shows an example of how to briefly summarize monitoring activities (Table 5).
