D: Monitoring

D1: Definition and purpose - monitoring is the process of review carried out during the lifetime of a project. Key elements of the project plan are compared to what is actually happening as the project progresses.

D2: Project management groups - a Project Monitoring Group (PMG) should be formed for every project of value £2million or above.

D3: Roles and responsibilities - overall responsibility for project monitoring lies with the Infrastructure Strategy Group. They will receive reports on individual projects and on progress against plans.

D4: Link to appraisal and authorisation - for non-IT projects the key elements of a project will be set out in the Request for Authority (RFA) form, completed prior to the authorisation process.

D5: Project status log - for non-IT projects the Project Accountant in Finance Services will maintain a project status log. This will record details of each RFA.

D6: Financial management - the Project Manager must ensure that appropriate procedures are put in place to manage financial aspects of the project.

D7: Project expenditure profile - in order to assist in the preparation of cash flow forecasts, Project Managers will be asked to prepare a profiled budget. This will be a monthly profile for the first 12 months of the project and quarterly thereafter.

D8: Individual project monitoring reports - individual project monitoring reports must be prepared at appropriate intervals. The frequency will depend on the size and duration of the project, and will be agreed at the start of the project.

D9: Review of project monitoring reports - the completion of the project monitoring reports is the responsibility of the Project Manager although, in practice, these will be completed by the Project Accountant in liaison with the Project Manager.

D10: Approval of variations - when a RRFA form has received approval the Project Manager and Project Sponsor will be notified by Finance Services and the project status log will be updated.

D11: Monitoring consolidated plans - Finance Services will maintain a consolidated schedule of approved projects. This will show the profiled budget for each project and the associated funding and be updated monthly.

D12: Role of Infrastructure Coordination Group - the Project Manager must ensure that appropriate procedures are put in place to manage financial aspects of the project.