Most of the organizations
have their own template for reports, in addition to that the Project Manager
and your team has their own format.
Each report takes own time to
collect information, write, read, maintain and act on the action items.
Based on my experience, come
up with the important reports required in the project, purpose and the
important aspects needs to be covered in the report.
1) Project Status Report:
What should be included in a
project status report? This is a question to which there is no right answer. It
depends on a number of things like size of the project, the criticality, and the
organizational structure. Hopefully, this article will answer some of the
questions and will give you guidance.
The project status report prepared
on every week, it provides the general status of the project.
Writing project status report
should be quick and easy. Keep the status concise, clear and need to ensure it provides
the high level view for top management.
It should also cover the
information which can be understandable by team members and other managers who
is part of the program.
The status report should
answer the below questions:
· Where to things currently stand in the project?
· What work planned for next week?
· Are there any obstacles in the project?
· What are the key metrics of the project? – Risks, Milestones,
Productivity, Quality, Deliverable, Costs and Resources utilization
2) Risk Register:
The risk register is another
important report you want to create. The risks are always blow up in your
project, the risks register identifies those risks, quantifies the potential
negative impact they could occur in your project and it provides the mitigation
and contingency plan for the identified risks.
Refer my previous articles Risk
Management and Agile Risk Management to get in-depth knowledge on Risks.
The risk register contains:
· Risk Description
· Category (Resource, Customer, Project, Tools,
Technology and etc..)
· Probability (High, Low, Medium)
· Impact (High, Low, Medium)
· Priority (High, Low, Medium)
· Root Cause
· Anticipated Impact
· Mitigation Plan
· Contingency Plan
· Status (Analysis, In-Monitoring, Occurred, Mitigated)
· Reassess Date
The summary of the risk
register could feed directly into the project status report as one of the key
metrics.
3) Issue Log:
The issue log report contains
the risks or unexpected event occurred.
For example, the risk “there
may be a change of resource may not be recruited to replace the resource who is
moving out and this will delay the deliverable”. The issue is now the project
deliverables are started delay as there is no resource recruited. Or some
unexpected event occurred like coding issue in the software halted the
application.
The issue log contains:
· Issue Description
· Reference ID (Risk Reference)
· Category (some of the examples are given below)
o
Technical –
Relating to a technological problem in the project
o
Business process
– Relating to the project's design
o
Change management
– Relating to business, customer, or environmental changes
o
Resource –
Relating to equipment, material, or people problems
o
Third party –
Relating to issues with vendors, suppliers, or another outside party
· Impact (High, Medium, Low)
· Urgency (High, Medium, Low)
· Responsible Party
· Actions Taken
· Status
· Due Date
Use 'traffic lights' when reporting issues. This provides an
easy-to-see indication of whether issues are under control. Traffic lights
could be used as follows:
Red - Cannot proceed before
issue is resolved.
Yellow - Resolution in
process and you'll be able to proceed soon.
Green - Resolution
implemented, and issue no longer exists.
4) Project Performance
Report:
The project performance has
to be observed and measured regularly and consistently to identify the
variances from the project management plan.
The project performance
report contains accomplishments for the reported period along with what
accomplishments are not completed against the plan.
If any work packages are not
completed identify the root cause/impact to upcoming milestones/overall project
status, state in the report.
Record the identified actions
needed to make up schedule variances or prevent future schedule variances.
Record funds spent this
period and variance.
For cost variances, indicate
impact to the overall project budget or whether contingency funds must be
expended.
List all work packages or accomplishments scheduled for completion next period.
List all work packages or accomplishments scheduled for completion next period.
Identify any new risks that
have arisen this period. These risks
should be recorded in the Risk Register as well.
Identify any new issues that
have arisen this period. These issues
should be recorded in the Issue Log as well.
5) Executive Summary Report:
The executive summary report
is unique and written in different way compare with other reports.
Executive summary report is
the high level report that presents the status of the project, achievements,
challenges faced, lesions learnt, benefits it will yield, how the project fits
in the portfolio strategies and how it helps the bottom line of the
organization.
Keep the objective of the
project and realistic status of the project.
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