| Project reporting is an essential task for any project | | | | - Training schedule being delayed by the list of |
| and the most frequent report is project status. The | | | | department users not being scheduled. Mitigation is to |
| project status report should include current project | | | | divert a project team member to accelerate tasks to |
| status, key risks, project metrics and work done, | | | | define list of users to be trained |
| work in progress and work to be started. It should | | | | - Deployment of system to multiple countries is |
| be targeted at the intended audience and contain the | | | | delayed by expert resources not being available as |
| level of detail appropriate for that audience. | | | | scheduled. Mitigation is to arrange backup people with |
| Project reporting is an essential task for any project | | | | vendor who will be on call in the event of a resource |
| and the most frequent report is project status. The | | | | problem |
| project manager will normally write the report and | | | | Project Metrics |
| deliver it as a written email update or presentation or | | | | - Project schedule is on target with 0 days time |
| perhaps a combination of both. The information will | | | | delay. 80% of project schedule is now complete |
| be from the project team and must be current and | | | | - Project cost is on target. Total project cost |
| accurate. Consequently a project manager must | | | | variance is -5% and 90% of the budget has been |
| ensure that they are fully in touch with project | | | | spent |
| status. | | | | Work Completed |
| Purpose of Project Reporting | | | | - Acceptance test phases one and two were |
| The project report format needs to address the key | | | | completed as scheduled |
| goals for project reporting: | | | | - Test Report has been produced and is in final |
| - Current, accurate and complete information on | | | | approval |
| project progress and the project's RAG [Red, | | | | - Test environment has now been taken down and |
| Amber, Green] Status* | | | | will be prepared to support the production use of the |
| - Barriers to successful project delivery and what the | | | | new system |
| project team is doing to remove those barriers or | | | | Work in Progress |
| prevent them from having an impact | | | | - Deployment has started with the installation and |
| - Understanding of business impact and change | | | | configuration of the production environment |
| - What actions stakeholders need to take, if any | | | | - Training material has been finished and is available |
| * RAG Status is a simple way to indicate the project | | | | for online and classroom training |
| status using a traffic light metaphor: | | | | - Identification of training needs and scheduling of |
| - Red = project is either very delayed or significantly | | | | training has just started |
| over budget or both | | | | Work to be Started |
| - Amber = project is delayed or over budget or both | | | | - Technical installation report for the production |
| - Green = project is on track to deliver as scheduled | | | | environment will start next week as scheduled |
| and within budget tolerances [i.e. +/- 10%] | | | | - Preparation of the production training environment |
| [The actual definitions should be agreed or | | | | will begin following completion of the production |
| well-defined beforehand and this RAG status is useful | | | | environment |
| for dashboard style reporting of multiple projects, | | | | - Project closure report and release of resources will |
| especially for senior management.] | | | | start next week |
| Project Report Format Example for Project Status | | | | Project Report Format Example for Project Status |
| The project status report should include current | | | | This audience requires the right level information, |
| project status, key risks, project metrics and work | | | | which needs to be succinct and focus on the few |
| done, work in progress and work to be started. It | | | | things that matter rather than everything that can be |
| should be targeted at the intended audience and | | | | reported. In particular, the audience will want to know |
| contain the level of detail appropriate for that | | | | if the project is on track and whether it needs any |
| audience. The frequency, method of update [written, | | | | help with any risks or issues. |
| verbal or both] and who gives the project report | | | | In the final analysis the presentation, content and |
| should be defined beforehand. The following is an | | | | level of detail needs to be determined for the |
| example the project report format being used. | | | | audiences. However, a project will want to |
| Project Status | | | | "standardise" on a report format to simplify the |
| Project is on track to successfully deliver as planned. | | | | production and delivery of project information and in |
| Slight delay to sign-off of test report but this will not | | | | particular to not have multiple reports, report formats |
| impact final delivery. The project will now move to | | | | and potentially giving different or confusing |
| the deployment phase and the relevant experts have | | | | information dependent on which report is read. |
| already started these tasks. Current risks are being | | | | Following a single report format and adjusting the |
| managed and no final risks have emerged to delay | | | | level of detail for the audience will help to achieve |
| the Go Live date. | | | | consistency and clarity for all concerned. |
| Key Risks | | | | Copyright 2009. Roger Lever. All Rights Reserved. |