Monitoring and Control
Page updated: 02/06/2026
The Monitoring and Control Decision Matrix below provides you with a guide to the minimum level of seniority required to make decisions at the Control Points in different types of project.
Control Point - Stage 1
Approval of the PPF or Business Case, approval to continue
All PPFs will need approval from at least the Head of Service & SASG to secure capital budget for the project. Additional approvals are required for IT projects and those requiring External Funding (see PPF Flowchart).
Business Cases for (revenue only) Basic Projects will need approval from at least the Senior Manager.
Control Point - End of Stage 2
Approval of the Business Plan, approval to continue
The Business Plan must be approved by at least the Senior Manager.
Control point(s) - End of each Delivery Stage and/or Key Milestone (Stage 3)
Monitoring of progress and approval to continue to the next stage of delivery or project close. Sign off Project Deliverables/ Outputs/ Benefits. Approval to Continue
Project progress monitoring, sign off of project deliverables and approval to continue will be required from the Project Board, if one is in place, or the Senior Manager where no Project Board has been appointed.
Control Point – End of Stage 4
Confirmation of project closure (and handover)
The project closure will be undertaken by the Project Manager, confirmation of the closure will be required from the Senior Manager.
Key Decision – At Any Stage
Approval of Significant project change (outside tolerance)
Changes that affect the Business Plan, project costs or project deliverables need approval from the Project Board, if one is in place, or the Senior Manager where no Project Board has been appointed.
Note: If a Project has External Funding the funder will also need to be consulted about any significant changes to the project.
Control Point - Stage 1
Approval of the PPF or Business Case, approval to continue
All PPFs will need approval from at least the Head of Service & SASG to secure capital budget for the project. Additional approvals are required for IT projects and those requiring External Funding (see PPF Flowchart).
Business Cases for (revenue only) Operational Projects will need approval from at least the Head of Service.
Control Point - End of Stage 2
Approval of the Business Plan, approval to continue
The Business Plan must be approved by at least the Head of Service.
Control point(s) - End of each Delivery Stage and/or Key Milestone (Stage 3)
Monitoring of progress and approval to continue to the next stage of delivery or project close. Sign off Project Deliverables/ Outputs/ Benefits. Approval to Continue
Project progress monitoring, sign off of project deliverables and approval to continue will be required from the Project Board, if one is in place, or the Head of Service where no Project Board has been appointed.
Control Point – End of Stage 4
Confirmation of project closure (and handover)
The project closure will be undertaken by the Project Manager, confirmation of the closure will be required from the Head of Service.
Key Decision – At Any Stage
Approval of Significant project change (outside tolerance)
Changes that affect the Business Plan, project costs or project deliverables need approval from the Project Board, if one is in place, or the Head of Service where no Project Board has been appointed.
Note: If a Project has External Funding the funder will also need to be consulted about any significant changes to the project.
Control Point - Stage 1
Approval of the PPF or Business Case, approval to continue
All PPFs will need approval from at least the Head of Service & SASG to secure capital budget for the project. Additional approvals are required for IT projects and those requiring External Funding (see PPF Flowchart).
Approval to continue developing a Strategic Project (i.e. start Stage 2) should be referred to CMT and the Executive Board for approval following SASG approval of the PPF
Business Cases for (revenue only) Operational Projects will need approval from CMT and the Executive Board.
Control Point - End of Stage 2
Approval of the Business Plan, approval to continue
The Business Plan must be approved by at least the Corporate Director.
Control point(s) - End of each Delivery Stage and/or Key Milestone (Stage 3)
Monitoring of progress and approval to continue to the next stage of delivery or project close. Sign off Project Deliverables/ Outputs/ Benefits. Approval to Continue
Project progress monitoring, sign off of project deliverables and approval to continue will be required from the Project Board.
Control Point – End of Stage 4
Confirmation of project closure (and handover)
The project closure will be undertaken by the Project Manager, confirmation of the closure will be required from the Corporate Director.
Key Decision – At Any Stage
Approval of Significant project change (outside tolerance)
Changes that affect the Business Plan, project costs or project deliverables need approval from the Project Board, recommendations may be referred to CMT for approval if deemed necessary by the Project Board.
Note: If a Project has External Funding the funder will also need to be consulted about any significant changes to the project.
More from Project Management