Complete guide to budget monitoring and deliverable management: Techniques, tools and best practices

Contents

Introduction

In project management, two essential practices play a crucial role in the success of a project: budget monitoring and deliverable management. Budget monitoring makes it possible to monitor the financial resources allocated to the project, while the management of deliverables ensures the achievement of objectives and the delivery of expected results. These processes are essential to keep the project on track, minimize financial risks and ensure stakeholder satisfaction.

Budget Management and Monitoring of Deliverables

Budget management and tracking deliverables are fundamental pillars of effective project management.

Budget management

Budget management involves developing, allocating and monitoring financial resources for a given project. To do this effectively, project managers use a variety of tools, including specialized project management software, spreadsheets, and integrated financial management systems. These tools help track expenses, identify deviations from the planned budget, and take timely corrective action. By closely monitoring supplier orders, project managers can ensure that necessary purchases are made according to budget and project requirements.

Monitoring of Deliverables

Deliverables management involves planning, organizing and controlling the expected results at each stage of the project. This includes setting clear objectives, identifying specific deliverables, and establishing milestones to measure progress. Deliverable tables and milestones are crucial tools in this process, allowing teams to track and evaluate the achievement of project objectives.

Budget management and deliverable tracking tools

Budget management and milestone tracking tools vary depending on the size and complexity of the project. Among the most commonly used tools are project management software such as Microsoft Project, Primavera P6 and JIRA, which offer advanced features for cost tracking, resource management and financial reporting. Spreadsheets like Microsoft Excel also remain popular for their ease of use and flexibility in creating personalized budgets and financial reports.

By integrating budget management and deliverable tracking processes, project managers can ensure efficient use of resources and keep the project on track to achieve its goals. In the next section, we'll take a closer look at the importance of these processes in overall project success.

Examples of tracking deliverables

Tracking budgets in Microsoft Project

In Microsoft Project, budget tracking is done using the built-in cost management features. You can easily enter the actual costs incurred for each project task and compare them to the planned costs. By viewing cost variances and financial trends using reports generated by Microsoft Project, you have a clear view of the current financial status of the project.

MS project budget monitoring

Tracking budgets in Excel

Although Excel is not specifically designed for project management, you can use its features to create budget tracking tables. By setting up columns for planned and actual costs, you can easily enter and compare actual expenses against the allocated budget. Although less automated than in Microsoft Project, this method provides some flexibility to customize financial tracking according to the specific needs of the project.

Excel Budget Monitoring

Tracking deliverables in Microsoft Project

You can effectively track major milestones in your project by adding them as “Milestone” tasks with zero duration. These milestones can be associated with target and actual dates, linked to relevant project tasks. This practice allows you to clearly visualize gaps on the Gantt chart, making it easier to track project progress and spot potential delays.

Tracking Deliverables in Excel

In Excel, although it is less suitable for managing complex projects than dedicated tools like Microsoft Project, you can still create milestone and deliverable tracking tables to track the progress of the project. For example, you can set up a spreadsheet with project milestones, combining target and actual dates, and using metrics and feedback to track progress and spot potential delays.

Excel deliverables tracking table

Additionally, explore how to optimize your budget and deliverable tracking with custom Excel dashboards for proactive and efficient management.

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