Project Reporting – 2

There are so many great templates in many project management sites. You can download them and customize them according to your requirements.

This is how I prepare it.

Page – 1 – Summary Information

Project ID : A1 ( How your Project office uniquely identify your project )

Project Name : ABC Business System ( Name of the Project )

Report Date (Current date )

Project Start Date:

Estimated End Date: ( According to your Project Schedule)

Current Phase: Execution (Whether your project is in Initiation, Planning, Execution, closing...)

Project Sponsor Mr. B

Project Owner ; Mr. A

Project Manager: Thushara

Section for Project Health – This includes areas such as status of the Project Scope, schedule and cost variances. Following is an Example;

Scope : Stable and Now frozen

Schedule Variance :(Please refer to EVM Post to see how to calculate this)

Cost Variance: (Please refer to EVM Post to see how to calculate this)

Schedule : project is 40 % completed

Project summary section; some important points about the project in point form. Summary of key milestones are listed here, Ex: Project Delivery date, Estimated UAT date Etc.

Then I introduce the color codes which I use in the project report. There after, they are called Project Health Indicators. Every task or issue is marked in one of these colors.

Project Health Indicators
Red	Not Progressing
	Progressing with Significant Issues – Impact to Target Date, Budget and/or Scope
Amber	Progressing with Issues – Potential Impact to Target Date, Budget and/or Scope
Green	Progress with Insignificant or No Issues – No Impact to Target Date, Budget and/or Scope

Page – 2 – Project Activity Summary

Activity	ETC	AC	Current Issues
Data Sync Process	2nd Jan	2nd Jan	Task closed with no issues
System Integration with PDA	4th Jan	Ongoing	The team has not received the device for testing. The device is expected on ***
Authentication Module	4th Jan	6th Jan	The work completed and waiting for the QC reports

Look at this example. I list all the major activities here ( This should refer with the detailed project schedule) activities with major issues are highlighted in Red color., so anybody would notice them easily at a glance.

Page – 3 –Issues Summary

Issue No	Description	Responsibility	Progress
1	Provide PDA X5 model to the team	Shehan	The PO has been sent ., waiting for the delivery
2	Budget Revision	Project Sponsor	The 2nd phase of funding is required ., the meeting is arranged with the accounts Dept . on 15th Jan
4	The Team Member A has given resignation., Immediate Replacement needed	HR	Already allocated a new Member. Issue closed

I list all the issues I face with the project., Issues which are critical to solve and the impact is high, I mark them in Red Color, when the issue is closed I change them to Green color., This way I can get the attention from responsible parties to solve all the issues easily.

Page – 4 –Unresolved Risk Summary

Risk No	Description	Risk Owner	Likelihood	Severity	Mitigation
1	ABC	A	Low	High	****

The Risk number is same as the risk number in your Project Risk Management plan. Only the summary is listed here . Same color codes are used to differentiate the seviority of the risks

Page – 5 –Project Variations

If there is any variations to the project such as scope variations, functionality variations or schedule variations, they are listed here as a summary

No	Variation	Date	Raised By	Status
1	PDA Medel Y should be used instead of X	08/01/2006	Customer	Accepted. The program works fine with the new model

Page – 6 –Deliverables completed since Last report

The progress of the week is listed here based on activities.

Page – 7 –Deliverables to be completed next week

The deliverables to be completed in the coming week are listed here

Page – 8 –project Team

The names and the responsibilities of the Project Team is listed here, any resource movements during the week can be highlighted.

Useful Links :

http://pmpodcast.blogspot.com (look for Show 27)

http://www.ittoolkit.com/workbooks/qt_status.pdf

http://www.businessballs.com/freematerialsinword/projectmanagementtemplates.doc