Monday, March 3, 2008

Reporting Project Progress and Performance

Project stakeholders often require information about how resources are being used to achieve project objectives. This information is provided through performance reports.

Performance reports summarize project activity progression by comparing your project's performance to its schedule baseline.

Performance reports come in many shapes and sizes. From a time management perspective, the obvious reporting format to use is a graphical representation of project performance. The four most frequently used graphical performance reporting formats are the: Gantt chart, S-curve, histogram, and table.
  • Gantt chart - A Gantt chart displays schedule-related data. The dates are shown across the top of the chart to illustrate the time line.
  • S-curve - An S-curve displays cumulative costs, labor hours, or other quantities plotted against time.
  • Histogram - A histogram is a bar graph of a frequency distribution. The bar width represents the division of each variable into task duration. The height is relative to the number of resources required.
  • Table - A table displays semi-processed numerical data for a minimum of two variables. Data is relevant to an individual project's needs.
Each company should determine which format works best for projects, in terms of time and information required. Therefore, the format one company uses may not be an appropriate format for another company.
A reliable reporting system helps to ensure that projects progress according to plan. It can help determine when corrective action is necessary. The reporting system provides:
  • regular, accurate status updates
  • concise, easily understandable information
  • potential problem forecasts.
Performance reports can be presented in various ways, depending on the intended purpose, the content to be included, and the frequency required. Four types of reports that vary in detail and timelines are: current, cumulative, exception, and green-yellow-red reports.

Current reports
Current reports document progress solely on those activities scheduled for work during the reporting period. Reports show activity highlights and any variances from a project's plan. Follow-up on current reports should provide project details, including reasons for variances and a recommended corrective action plan.

Cumulative reports
Cumulative reports examine the project's history—from start-up to the end of the current reporting period. Cumulative reports display trends in project activities that, over several periods may exhibit improvements or chronic problems.

Exception reports
Exception reports are high-level summary reports submitted to senior management. Sometimes these reports are followed by an additional report if more detail is required.

Green-yellow-red reports
Green, yellow, and red reports are very simplified versions of performance reports. These reports get the intended point across with a minimum amount of reading required.
  • Green reports - Say that everything is going according to project's plan.
  • Yellow reports - reveal a schedule slippage with a corrective action plan.
  • Red reports - indicate a project is out of control with no action plan in place.
AC Technology is a computer company that has just reached the half-way point in its newest project. It is designing an operating system that includes its own anti-virus component. Using a cumulative reporting system allows the team to look back and see that the first quarter showed a slight schedule slippage. A corrective action plan was set up to try to offset this problem. Now, the project has reached the end of the second quarter and the reports are showing that this trend has continued. AC Technology must look very seriously at its current corrective action plan and make adjustments to bring this project back on track.
Comparing project performance to the schedule baseline will be easier once your company selects the most appropriate performance reporting format and method of presentation to meet its needs.

1 comment:

Anonymous said...


Tag: PM206A53. Let me share all of you about #5 Tips for Project Management Success,, I hope you enjoy it

1. Plan your day using time management techniques

As a project manager, time management skills are essential because you are dealing with a wide range of tasks that demand a quick turnaround time. Planning your day will go a long way in keeping you organized and increasing your productivity. Assist your task planning by using project management software which helps you track the work of you and your team.

If you are not very tech savvy, a simple to-do list can also be a great organizational tool. Prioritize your most important tasks by putting them at the top of the list and less important ones at the bottom. Having a visual plan of your daily tasks helps to keep you on track and aware of time.

Related post: Free ebook 104 secrets to become a great project manager

2. Include stakeholders in important project conversations

While you will have plenty of responsibilities regarding the project, don’t neglect your clients.

Good communication is essential is keeping both parties informed of project progression, curtailing scope creep, and apprised of changing requirements. Some clients may have different expectations when it comes to communication, so make sure to establish the frequency and type of communication (like emails, phone calls, and face-to-face conversations) at the beginning of your project.

Establishing communication expectations early helps alleviate stakeholder uncertainty about communication frequency and delivery.

3. Regularly communicate with your team

Daily team communication helps keep misunderstandings and unclear requirements under control. Keeping your team informed in every step of the project is essential to project management success.

For example, a study published by Procedia Technology found that good communication skills were the cornerstone of project management. The study examined over 300 “construction project managers, architects, construction managers, engineers and quantity surveyors” and their successes and failures on various construction projects.

4. Anticipate project setbacks

Even the best-laid plans often go awry.

Remember that even with a high amount of planning and attention to detail, your project may still encounter some challenges. Pay attention to complaints from stakeholders or colleagues, and other warning signs, like a missed deadline or cost overrun, that there may be a problem.

Preventing a crisis will keep your project running smoothly, save you a lot of time, and keep you, your team, and your stakeholders confident in progressing with the project.

Unfortunately not every complication can be avoided. Crisis management skills are essential for dealing with the unexpected. Project managers need to be flexible and pragmatic. Improvise and make sharp decisions when needed.

Related post: 92 free project management templates

5. Stay focused on the details

A common problem project managers encounter is having the project aims not aligned with the organization’s objectives. A great project manager will strategize a plan for the project to lead back to the overall success of the business.

Know your project’s scope by heart and avoid wandering outside of the project’s requirements. It’s too easy to get lost in minor details and forget what your focus is, so a well-planned project scope is essential for success.

And final, you should use KPI to measure effectiveness of the project, here are full list: 76 project management KPIs