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\author{Natalie Moore (NatalieMoore)}
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  /Title (project-monitoring-and-control.pdf)
  /Creator (Cheatography)
  /Author (Natalie Moore (NatalieMoore))
  /Subject (Project Monitoring and Control Cheat Sheet)
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    \vspace{-2pt}\large{\bf{\textcolor{DarkBackground}{\textrm{Project Monitoring and Control Cheat Sheet}}}} \\
    \normalsize{by \textcolor{DarkBackground}{Natalie Moore (NatalieMoore)} via \textcolor{DarkBackground}{\uline{cheatography.com/19119/cs/2243/}}}
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  \mymulticolumn{2}{p{5.377cm}}{\bf\textcolor{white}{Cheatographer}}  \\
  \vspace{-2pt}Natalie Moore (NatalieMoore) \\
  \uline{cheatography.com/nataliemoore} \\
        \uline{\seqsplit{www}.jchmedia.com/}
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  \mymulticolumn{1}{p{5.377cm}}{\bf\textcolor{white}{Cheat Sheet}}  \\
   \vspace{-2pt}Published 5th November, 2015.\\
   Updated 11th May, 2016.\\
   Page {\thepage} of \pageref{LastPage}.
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  \vspace{-5pt}
  %\includegraphics[width=48px,height=48px]{dave.jpeg}
  Measure your website readability!\\
  www.readability-score.com
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\begin{multicols*}{3}

\begin{tabularx}{5.377cm}{p{0.4977 cm} x{4.4793 cm} }
\SetRowColor{DarkBackground}
\mymulticolumn{2}{x{5.377cm}}{\bf\textcolor{white}{The project control life cycle (PCLC) steps}}  \tn
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1. & Produce project plan \tn 
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2. & Monitor progress against plan \tn 
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3. & Compare actual progress with planned progress \tn 
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4. & Identify variations from the plan \tn 
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5. & Apply corrective action as / if necessary \tn 
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\mymulticolumn{2}{x{5.377cm}}{Steps 2 - 5 should be repeated to continue the control cycle}  \tn 
\hhline{>{\arrayrulecolor{DarkBackground}}--}
\end{tabularx}
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\begin{tabularx}{5.377cm}{x{2.09034 cm} x{2.88666 cm} }
\SetRowColor{DarkBackground}
\mymulticolumn{2}{x{5.377cm}}{\bf\textcolor{white}{Taking corrective action}}  \tn
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\mymulticolumn{2}{x{5.377cm}}{PMs role is day to day to apply minor corrections as required} \tn 
% Row Count 2 (+ 2)
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\mymulticolumn{2}{x{5.377cm}}{Major corrections need to be referred to superiors} \tn 
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\mymulticolumn{2}{x{5.377cm}}{Tolerance – PMs authority to make changes or apply corrective action} \tn 
% Row Count 5 (+ 2)
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\SetRowColor{white}
\mymulticolumn{2}{x{5.377cm}}{Exception report – outlines problem and options for solution, given to the project board. Includes:} \tn 
% Row Count 8 (+ 3)
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- & Background \tn 
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- & Reasons why the exception arose \tn 
% Row Count 11 (+ 2)
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- & Options \tn 
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- & Risks \tn 
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- & Exception plans showing how the project needs to be amended to implement suggestions \tn 
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- & Amended business case \tn 
% Row Count 18 (+ 1)
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- & Recommendations \tn 
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\mymulticolumn{2}{x{5.377cm}}{Contingency pool – set of resources controlled by PM and can be allocated by PM as needed} \tn 
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% Row 12
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\mymulticolumn{2}{x{5.377cm}}{{\bf{Recommendations may include:}}} \tn 
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Work harder, longer or faster & Solve a short term problem or meet a deadline. Tired, stressed and demotivated staff. Increased costs if overtime paid \tn 
% Row Count 28 (+ 6)
% Row 14
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Increase resources & Adding more people in IT does not often increase productivity, often it decreases. Training takes time and uses current resources. Expensive. \tn 
% Row Count 35 (+ 7)
\end{tabularx}
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\vfill
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\begin{tabularx}{5.377cm}{x{2.09034 cm} x{2.88666 cm} }
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\mymulticolumn{2}{x{5.377cm}}{\bf\textcolor{white}{Taking corrective action (cont)}}  \tn
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Replan & Reallocate the time on tasks which took shorter than expected. Internal movement of staff at no extra cost. \tn 
% Row Count 5 (+ 5)
% Row 16
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Extend the time scale & Sensible option. Common choice, requires negotiation. Extending deadline often seen as weak management or the project being out of control. More expensive \tn 
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Reduce scope & Deliverables removed or delayed until later. Does not reduce costs, but value to the user may be reduced \tn 
% Row Count 17 (+ 5)
% Row 18
\SetRowColor{white}
Terminate the project & If no other option is ok, this maybe the only sensible thing to do. Maybe politically unacceptable \tn 
% Row Count 22 (+ 5)
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\begin{tabularx}{5.377cm}{X}
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\mymulticolumn{1}{x{5.377cm}}{\bf\textcolor{white}{Gantt Chart Example}}  \tn
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\begin{tabularx}{5.377cm}{x{1.84149 cm} x{3.13551 cm} }
\SetRowColor{DarkBackground}
\mymulticolumn{2}{x{5.377cm}}{\bf\textcolor{white}{Monitoring progress}}  \tn
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What should we monitor? & Progress toward deliverables, products and milestones. Progress in the WBS. \% complete. Resource usage. Expenditure. Scope and size of deliverables. Watch out for scope creep. Monitor quality. \tn 
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\mymulticolumn{2}{x{5.377cm}}{{\bf{How should we monitor?}}} \tn 
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Formal & Lay frequency, content and format out at the beginning of the project. \tn 
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- & Advantage: get commitment from people in writing and establish routines \tn 
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- & Disadvantage: reports maybe seen as an unproductive overhead. Staff need to be convinced of the value \tn 
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\SetRowColor{white}
- & Types: Written progress reports, email, progress meetings \tn 
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Informal & Manager have an awareness of what team enduring \tn 
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- & Advantage: more honest and faster communication of problems \tn 
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- & Disadvantage: need to avoid micro managing \tn 
% Row Count 30 (+ 2)
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\mymulticolumn{2}{x{5.377cm}}{\bf\textcolor{white}{Monitoring progress (cont)}}  \tn
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- & How: Chats with the team individually \tn 
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\hhline{>{\arrayrulecolor{DarkBackground}}--}
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\begin{tabularx}{5.377cm}{p{0.4977 cm} x{4.4793 cm} }
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\mymulticolumn{2}{x{5.377cm}}{\bf\textcolor{white}{Purpose of Team meetings}}  \tn
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\mymulticolumn{2}{x{5.377cm}}{AKA Checkpoint meetings} \tn 
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\mymulticolumn{2}{x{5.377cm}}{Weekly / agile might be daily} \tn 
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\mymulticolumn{2}{x{5.377cm}}{Report from team leader to PM will be prepared. AKA Checkpoint report} \tn 
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\mymulticolumn{2}{x{5.377cm}}{Agenda typically} \tn 
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- & Each team members progress against their plans \tn 
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- & Reasons for variances \tn 
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- & Expected progress – what each team member will do next \tn 
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- & Current problems or issues \tn 
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- & Possible future problems – may include risks from the risk register \tn 
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% Row 9
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\mymulticolumn{2}{x{5.377cm}}{Issues log: record issues in an issues log, which will be updated as they are resolved} \tn 
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% Row 10
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\mymulticolumn{2}{x{5.377cm}}{Backlog list: In an agile project a backlog list of tasks completed and to be done would be updated} \tn 
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\begin{tabularx}{5.377cm}{p{0.64701 cm} x{4.32999 cm} }
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\mymulticolumn{2}{x{5.377cm}}{\bf\textcolor{white}{Programme board / steering committee meetings}}  \tn
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\mymulticolumn{2}{x{5.377cm}}{Projects are sometimes grouped into programmes, where a number of projects contribute to a set of overarching objectives} \tn 
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Freq & Less frequent \tn 
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\seqsplit{Agenda} & Less detailed. More of a business focus than a project focus \tn 
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\begin{tabularx}{5.377cm}{X}
\SetRowColor{DarkBackground}
\mymulticolumn{1}{x{5.377cm}}{\bf\textcolor{white}{Cumulative value chart with earned value}}  \tn
\SetRowColor{LightBackground}
\mymulticolumn{1}{p{5.377cm}}{\vspace{1px}\centerline{\includegraphics[width=5.1cm]{/web/www.cheatography.com/public/uploads/nataliemoore_1446731899_Cumulative value chart with earned value.png}}} \tn 
\hhline{>{\arrayrulecolor{DarkBackground}}-}
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\begin{tabularx}{5.377cm}{p{0.4977 cm} x{4.4793 cm} }
\SetRowColor{DarkBackground}
\mymulticolumn{2}{x{5.377cm}}{\bf\textcolor{white}{Applying control}}  \tn
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\mymulticolumn{2}{x{5.377cm}}{No point in monitoring without control} \tn 
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\mymulticolumn{2}{x{5.377cm}}{Do through the reporting cycle} \tn 
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- & Problems reported in progress \tn 
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- & Apply controls to bring it back on course (Move resources from non-critical to critical) \tn 
% Row Count 6 (+ 3)
% Row 4
\SetRowColor{LightBackground}
- & Review allocation of resources \tn 
% Row Count 7 (+ 1)
% Row 5
\SetRowColor{white}
- & Reduce scope \tn 
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% Row 6
\SetRowColor{LightBackground}
\mymulticolumn{2}{x{5.377cm}}{{\bf{Important to understand}}} \tn 
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% Row 7
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\mymulticolumn{2}{x{5.377cm}}{The people responsible for the project have the right to change the project objectives, not the project manager} \tn 
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\hhline{>{\arrayrulecolor{DarkBackground}}--}
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\begin{tabularx}{5.377cm}{X}
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\mymulticolumn{1}{x{5.377cm}}{\bf\textcolor{white}{Reporting structure}}  \tn
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\mymulticolumn{1}{p{5.377cm}}{\vspace{1px}\centerline{\includegraphics[width=5.1cm]{/web/www.cheatography.com/public/uploads/nataliemoore_1446730269_Reporting structure.png}}} \tn 
\hhline{>{\arrayrulecolor{DarkBackground}}-}
\SetRowColor{LightBackground}
\mymulticolumn{1}{x{5.377cm}}{Reports should be concise and relevant. Sent only to those who need them.}  \tn 
\hhline{>{\arrayrulecolor{DarkBackground}}-}
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\begin{tabularx}{5.377cm}{p{0.4977 cm} p{0.4977 cm} }
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\mymulticolumn{2}{x{5.377cm}}{\bf\textcolor{white}{Highlight report}}  \tn
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\mymulticolumn{2}{x{5.377cm}}{The report to the steering committee} \tn 
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% Row 1
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\mymulticolumn{2}{x{5.377cm}}{Intervals and topics in report need to conform to requirements of the recipients and the importance of what is being conveyed.} \tn 
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% Row 2
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\mymulticolumn{2}{x{5.377cm}}{Obtain formal agreement on reporting procedures from all parties involved} \tn 
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\hhline{>{\arrayrulecolor{DarkBackground}}--}
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\begin{tabularx}{5.377cm}{x{0.89586 cm} x{4.08114 cm} }
\SetRowColor{DarkBackground}
\mymulticolumn{2}{x{5.377cm}}{\bf\textcolor{white}{Purpose of Project board meetings}}  \tn
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\SetRowColor{LightBackground}
\seqsplit{Attendees} & PM and project board members, perhaps a secretary \tn 
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Freq & \textasciitilde{}monthly. Larger projects probably has less frequency of catch ups \tn 
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Agenda & Similar as for team meeting \tn 
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Report & Highlight report, supplied by PM \tn 
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\mymulticolumn{2}{x{5.377cm}}{Highlight report - typically includes the following information} \tn 
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- & Details of progress against project plan \tn 
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\SetRowColor{LightBackground}
- & Current milestones achieved \tn 
% Row Count 12 (+ 1)
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\SetRowColor{white}
- & Deliverables completed \tn 
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% Row 8
\SetRowColor{LightBackground}
- & Resource usage \tn 
% Row Count 14 (+ 1)
% Row 9
\SetRowColor{white}
- & Reasons for any deviations from the plan \tn 
% Row Count 16 (+ 2)
% Row 10
\SetRowColor{LightBackground}
- & New issues and unresolved issues \tn 
% Row Count 17 (+ 1)
% Row 11
\SetRowColor{white}
- & Changes to risks assessments \tn 
% Row Count 18 (+ 1)
% Row 12
\SetRowColor{LightBackground}
- & Plans for the next period and products to be delivered \tn 
% Row Count 20 (+ 2)
% Row 13
\SetRowColor{white}
- & Graphical representations of progress information \tn 
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\hhline{>{\arrayrulecolor{DarkBackground}}--}
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\begin{tabularx}{5.377cm}{p{0.4977 cm} x{4.4793 cm} }
\SetRowColor{DarkBackground}
\mymulticolumn{2}{x{5.377cm}}{\bf\textcolor{white}{Graphical representation of progress information}}  \tn
% Row 0
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\mymulticolumn{2}{x{5.377cm}}{{\bf{Gantt chart}}} \tn 
% Row Count 1 (+ 1)
% Row 1
\SetRowColor{white}
\mymulticolumn{2}{x{5.377cm}}{You will need to compare the current situation with the original plan, so the details on the Gantt chart need to be baselined} \tn 
% Row Count 4 (+ 3)
% Row 2
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- & Take a snapshot of the schedule at key points \tn 
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- & Maybe several but an important one will be the final agreed schedule at the beginning of the project \tn 
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% Row 4
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\mymulticolumn{2}{x{5.377cm}}{{\bf{Cumulative resource chart }}} \tn 
% Row Count 10 (+ 1)
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- & Present usage details \tn 
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- & Aka S curve chart \tn 
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\SetRowColor{white}
- & Data points: Expected expenditure \& Actual expenditure \tn 
% Row Count 14 (+ 2)
% Row 8
\SetRowColor{LightBackground}
\mymulticolumn{2}{x{5.377cm}}{{\bf{Earned value analysis (EVA)}}} \tn 
% Row Count 15 (+ 1)
% Row 9
\SetRowColor{white}
- & See if we are ahead or behind time, and above or below budget \tn 
% Row Count 17 (+ 2)
% Row 10
\SetRowColor{LightBackground}
- & EVA shows budget originally allocated to completed items \tn 
% Row Count 19 (+ 2)
% Row 11
\SetRowColor{white}
- & When completed we can say value is earned \tn 
% Row Count 21 (+ 2)
\hhline{>{\arrayrulecolor{DarkBackground}}--}
\end{tabularx}
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% That's all folks
\end{multicols*}

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