Process: Control Procurements
Process Group: Monitoring and Controlling
Knowledge Area: Project Procurement Management
Purpose
The Control Procurements process involves managing procurement relationships, monitoring contract performance, and ensuring contract terms are met. It also includes making payments, resolving disputes, and handling changes to procurement agreements as necessary.
Inputs
- Project Management Plan – Especially the procurement management plan and change management plan.
- Project Documents – Assumption log, lessons learned register, milestone list, quality reports, and risk register.
- Agreements – Executed contracts, purchase orders, and related terms and conditions.
- Procurement Documentation – SOWs, bid documents, payment records, and delivery schedules.
- Approved Change Requests – Changes affecting scope, cost, or timing that may require contract updates.
- Work Performance Data – Information on work results, deliverables, and contractor progress.
- Enterprise Environmental Factors (EEFs) – Legal restrictions, audits, and reporting requirements.
- Organizational Process Assets (OPAs) – Standard contract templates, procurement procedures, and past vendor performance data.
Tools and Techniques
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Expert Judgment – Used to interpret contract language, assess vendor performance, and resolve issues.
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Claims Administration – Manages disputes, appeals, or contested changes through resolution procedures.
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Data Analysis
- Performance reviews
- Earned value analysis
- Trend and variance analysis
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Inspection – Verifies the completeness and quality of goods and services received.
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Audits – Structured reviews to ensure procurement activities follow organizational and contractual guidelines.
Outputs
- Closed Procurements – Finalized contracts, documented acceptance, and administrative closure.
- Work Performance Information – Summarized data about vendor efficiency, quality, and compliance.
- Procurement Documentation Updates – Includes payment records, correspondence, and performance assessments.
- Change Requests – Resulting from disputes, performance issues, or evolving needs.
- Project Management Plan Updates – Particularly the procurement and risk management plans.
- Project Document Updates – Risk register, issue log, lessons learned register, and stakeholder register.
Role in the Process Group and Knowledge Area
- As part of the Monitoring and Controlling Process Group, Control Procurements ensures that vendors deliver as promised and that contracts remain aligned with project needs.
- Within Project Procurement Management, it protects the project’s interests by managing contract compliance and vendor relationships.
Why It Matters
- Ensures Contract Compliance – Monitors terms, deliverables, and performance to protect scope, cost, and quality.
- Resolves Issues Promptly – Handles changes, disputes, or delays before they escalate.
- Supports Financial Accuracy – Tracks payments and delivery milestones to maintain financial integrity.
- Builds Strong Vendor Relationships – Reinforces accountability while promoting mutual respect and collaboration.