Notice: applying this to your agency
The IT Project Resources are not meant to replace your agency’s internal project management practices or prescribe how you must operate. Instead, they offer concepts and tools that can strengthen delivery by providing a scalable framework for project level coordination. All project documentation should be maintained throughout each stage in alignment with agency policies and, where applicable, WaTech requirements and oversight expectations.
The Monitoring and Controlling process ensures that projects and programs remain aligned with organizational objectives, approved scope, schedule, budget, and quality expectations. This process establishes structured mechanisms for monitoring performance, identifying variances, and implementing corrective actions.
In parallel, the agency PMO defines standardized tools, templates, and governance practices that promote consistency, transparency, and efficiency across your agency's initiatives. These standards should be leveraged throughout the Monitoring and Controlling process to ensure disciplined delivery and effective oversight.
The framework tasks assist in having foundational knowledge of what typical tasks occur but the process to update those as well as administrative functions of the program or project should be planned for throughout the life of the project.
Best practice objectives
- Maintain visibility and transparency across the project or program.
- Ensure compliance with approved scope, schedule, budget, and quality standards.
- Detect risks, issues, and variances early to enable timely corrective action.
- Support continuous improvement through lessons learned and performance feedback.
- Promote consistent reporting and decision‑making across within the program or project as well as within the agency.
Governance
- All projects and programs should use Agency PMO‑approved tools and templates, which can leverage the WaTech IT Project Resources Framework Templates.
- Deviations from your agency PMO standards should have documented justification and PMO approval.
- PMO governance should ensure tools are configured and maintained centrally to ensure consistency across programs.
- Governance bodies review performance, risks, issues, and changes at defined intervals.
Summary
Monitoring and Controlling is a structured, communication‑driven process that ensures enterprise programs and agency sub‑projects remain on track and aligned with organizational objectives. By standardizing monitoring, meetings, documentation, communication, and tool usage, the agency PMO strengthens delivery assurance, manages risks proactively, and institutionalizes lessons learned.
These established tools and templates ensure that project and program delivery is consistent, transparent, and aligned with enterprise priorities, reducing duplication, improving accountability, and enabling effective oversight across the agency portfolio.