(Approval of the Monitor and Control indicates an understanding of the purpose and content described in this document. By approving this procedure, each individual agrees on the proposed subsystems' roles and business logic they are responsible for; Planning should be initiated on this project and necessary resources should be committed as described in Charter document.)

| Version | Date | Change Information | Author | Approver |

| ------- | ---- | ------------------ | ------ | -------- |

| V1.0 | Feb 24, 2026 | Initial Draft | Melisha Dsouza | Pooja Thorat |

For a successful project, there are some best practices to implement good project monitoring & control. Because monitoring and controlling activities check if there are deviations from the expected results of the project. Every project has a life cycle. During this life cycle, there are several phases called ‘process groups‘. Each of these process groups has a different and crucial objective, which helps to produce desired outcomes in a project. The project monitoring and controlling process group activities help to keep the project on track.

The main purpose of monitoring and Control is,

- To manage project activities and practices for the betterment of the project

- To keep the project on track

- To check the Project Performance with respect to,

* Timelines

* Estimations (Estimated vs Actual)

* Project Quality

* Project Stability

- To Check Resource Performance with respect to,

* Timelines

* Estimations (Estimated vs Actual)

* Work Quality

* Work Quantity

* Potential

- To Gain Acceptance from the customer

- Process of monitoring the status of the project and the product scope, and managing changes to the scope baseline

- Measuring project and product scope performance and managing scope baseline changes.

- Process of monitoring resources and performance.

- Provide a common language for use by all our teams in the implementation of our projects.

- Boost the organization's continuous improvement approach, with particular regard to the management of performance and project results.

- Guide the Planning, Monitoring, and controlling practices of our projects and ensure that they meet the quality, learning and accountability challenges that sit at the very heart of our organizational procedures.

- Track down all the issues and action items that we come across throughout the life cycle of the project with a documented proced

A work product may begin as an analysis made during the development of a project, creating a type of proposal for the project that a company cannot deliver until the project has received approval. Companies use work products to provide information to current stakeholders and potential investors. Types of information available in a work product might include prototypes, presentations, recorded discussions, diagrams, and status reports. The organization can also use the work product as a source of information while the project progresses.

- Project Plan

- Release Plans

- Task List (Which will be maintained in Jira)

| Process Elements | File Name or Reference |

| ---------------- | ---------------------- |

| Plan | Project Plan |

| Task List | Jira Tool |

| Checklist | MC Checklist |

| Reviews | Jira Tool |

| Audit Reports | Audit Checklists |

| Record | Where to get? |

| ------------------------------------------- | --------------------------------------- |

| Project Plan Document | Process Area_PLAN |

| Release Plan | Jira Tool |

| Tasks List | Jira Tool |

| Issue Log | Jira Tool |

| Reviews <br> • UT Reviews <br> • Task Review <br> • Code Review <br> • Milestone/Release Review | • Jira Tool <br> • Gitlab |

| Monitor and Control Checklist | Process Area_Monitor and Control |

| Monitor and Control Audit Checklist | Process Area_PQA |

| Monitor and Control Work Product Checklist | Process Area_PQA |

| Action Item Log | Jira Tool |

| Release Checklist | Process Area_PLAN |

| MOM | Mails or Jira |

| Roles | Responsibilities |

| ------------------------------ | ---------------- |

| Project Owner | • Verify Project Performance<br>• Conduct a meeting with the respective stakeholders for the project reviews and releases |

| Project Manager | • The Project Manager is responsible for the project plan and monitors and controls the project to make sure the project is being done according to plan<br>• Project Manager is responsible to find out risks of the project and mitigations<br>• Project Manager is responsible for a resource plan and their tasks<br>• The Project Manager is responsible for providing the project performance and resource performance reports to the project owner<br>• Monitors and controls the issue escalated by the project team.<br>• Monitors the project progress and keeps the BA/customer informed.<br>• Periodically seeks customer feedback<br>• Maintains Risk Log in Jira Tool<br>• Maintains Issue log in Jira Tool |

| Business Analyst / Project Coordinator | • BA and PC are responsible to handle the communication between stakeholder<br>• Responsible for release plans<br>• Responsible for end to end project delivery<br>• Responsible to assist project manager for project work<br>• Responsible for generating project invoice reports |

| Team Lead | • Responsible for achieving tasks given by the manager at the development and managerial levels<br>• Responsible to follow the procedure |

| Developers | • Responsible for the development and tasks assigned by the team lead or the project manager<br>• Responsible for unit testing and providing a stable module for QA testing |

| Quality Analyst | • Responsible for making sure of a stable and good quality product |

| PQA | • Responsible for conducting periodic audits to make sure the project is aligned with the procedure. |

1. **Initial Phase**

* Monitoring and control activities begin once the project plan is finalized.

* The Project Manager (PM) is responsible for monitoring and controlling the project.

- Release Planning

* After finalizing the project plan, the Business Analyst (BA) and PM prepare the release plan.

* Release plans are maintained in Jira.

- Task Creation & Allocation

* Based on the release plan, the PM creates development/technical tasks in Jira.

* The PM identifies tasks requiring:

* Unit Test Cases

* High-Level Design (HLD)

* Low-Level Design (LLD)

* Tasks are assigned to respective resources with:

* Estimated timelines

* Estimated effort (hours)

- Development Initiation

* The PM reviews the Unit Test Cases.

* Development work begins only after approval of Unit Test Cases by the PM.

2. **Mid Phase**

* The PM and BA conduct periodic follow-ups to ensure alignment with the release plan.

* Any issues related to this are escalated to the PM

* Release

* Resources

* Project-level risks

* The PM is responsible for resolving such issues.

* All issues are logged and tracked in Jira.

* The PM or Team Lead reviews tasks to ensure:

* Work progress is aligned

* Stability is maintained

3. ** Release Management Framework**

* Client Release is created to share updates with the client team.

* It may include:

* Stories

* Improvements

* Change Requests (CR)

* Client Tasks

* A Client Task may also be part of a Dev Release if it involves development work and has a merge request.

* Every Client Release must be linked to one or more Dev Releases.

* Dev Releases are used for CI/CD tracking and to manage incremental deliveries.

* Dev Releases are created based on Client Releases.

* One Client Release can have one or multiple Dev Releases, depending on how we plan to deliver features step by step.

* Dev Releases can include:

* Backend tasks

* Frontend tasks

* QA bugs

* UAT bugs

* Unit test bugs

* Tech support tasks

* Dev Releases must be linked to Client Releases using the “Related Work” option in Jira.

* Every Dev Release must be approved by QA.

* QA approval must be recorded in the Approvers section in Jira.

* Every Client Release must be approved by:

* QA

* PO / PM / Coordinator

* All related evidence and documentation must be properly maintained in Jira.

4. **Release Phase**

* Developers will perform unit testing before giving the module for testing or managerial review

* The PM conducts:

* Task Review

* Code Review

* Milestone Review

* Review findings are recorded in Jira.

* Review tasks, if created, must be linked to the main task.

* PM or Team Lead ensures task statuses are correctly updated in Jira

* An email is sent to QA with the required release details before QA testing.

* The Development Team deploys completed features to the Stage environment.

* After deployment, Jira status must be updated to “Deployed on Stage.”

* QA Responsibilities:

* Test the stage deployment.

* Confirm whether it is ready for production.

* QA creates a Production Release using a naming format such as:

* 2026_DevRelease_V1.0

* 2026_DevRelease_V1.1

* The same release name/tag must be used in GitLab.

* QA will inform the client in Telegram (TG) with a release notes summary and mention the expected halt time. Release notes can be copied from Jira.

* After client approval, we proceed with the production release.

* The client will be informed once deployment is completed.

5. **Post-Release Phase**

- After Production Release

* The Coordinator / PO / PM will:

* Inform the client which features from the Client Release are now live.

* Perform final verification/testing of released features.

- Client Feedback Handling

* After release:

* BA records approval status in Jira.

* BA and PM review findings for:

* Client-reported bugs

* New feature requests

* Client bugs are logged in Jira by the BA.

* Bugs are linked to the respective task.

* Developers resolve the bugs.

* QA tests to ensure a bug-free module.

* BA delivers the updated module to the client.

* If findings include new requests:

* BA raises CR forms as per the RDM process.

Measurements for Monitor and Control,

- MOM and Action Item Compliance

- GOOD and BAD metrics will be given to MOM and Action items,

* If Action Item Compliance = 100% = `GOOD`

* If Action Item Compliance not equal to 100% = `BAD`

- Periodic reviews of the process and work will be done by BA and Manager.

- A Periodic project review will be done by a manager which will contain,

* Task Review

* Code Review

* Issue Logs

* Milestone Review

- All managerial tasks and required information will be maintained in jira.

- This provides awareness of and insight into software process activities at an appropriate level of abstraction and promptly. The time between the reviews should meet the needs of the organization.

| Role | Required Skills |

| --------------- | --------------- |

| Project Owner | • Management Skills |

| Project Manager | • Overall responsibility for the successful planning, execution, monitoring, control, and closure of a project.<br>• The primary point of contact with project sponsors.<br>• Key tasks.<br>• Project Management = Leadership.<br>• Trained with Gitlab, Project Library, and open proj, Jira tool<br>• Knowledge of SDLC |

| Business Analyst | • Good communication and writing Skills<br>• Managing the scope of the project<br>• Jira Tool knowledge<br>• Excel<br>• Documentation Skills<br>• CMMI Knowledge |

| Team Lead | • Leadership Skills<br>• Jira Tool<br>• Problem Solving Skills<br>• Knowledge of SDLC |

| Developer | • Tactical Development skills<br>• Optimization skills<br>• Jira Tool<br>• Knowledge of SDLC |

| Quality Analyst | • Active Listening and Reading Skills<br>• Critical thinking<br>• Good communication and writing skill<br>• Knowledge of QA database and applications<br>• Strong Analytical skills<br>• Jira Tool<br>• Knowledge of SDLC |

| PQA | • Auditing Skills<br>• CMMI Knowledge<br>• Report Analysis |

* Project Plan

* Release Plan

* Tasks list

* Customer approval on the release

* QA assurance on product quality

* Statuses of tasks updated correctly

* Actual date and hours information provided by resources.

| Acronym/Term | Description/ Definition |

| ------------ | ----------------------- |

| MC | Monitor and Control |

| PM | Project Manager |

| PL | Project Leader |

| PC | Project Coordinator |

| BA | Business analyst |

| QA | Quality Analyst |

| TL | Team Lead |