Performance Reporting

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! style="width: 200px;" |Scope (or Configuration) Management
 
! style="width: 200px;" |Scope (or Configuration) Management
 
| style="width: 500px;" |The scope of work defines what the project is producing or delivering. Reports will take track of scope variation during the implementation.
 
| style="width: 500px;" |The scope of work defines what the project is producing or delivering. Reports will take track of scope variation during the implementation.
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| style="width: 400px;" |
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<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
 
* Project Communication
 
* Project Communication
 
* Impact statements
 
* Impact statements
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* Concessions
 
* Concessions
 
* Closeout report
 
* Closeout report
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</div>
 
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! Technical Support
 
! Technical Support
 
| Technical experts keeps track of their results to interpret clients need and addressing it respecting regulation and adopting good practices.
 
| Technical experts keeps track of their results to interpret clients need and addressing it respecting regulation and adopting good practices.
 
|
 
|
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<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
 
* Configuration control
 
* Configuration control
 
* Impact statements
 
* Impact statements
 
* Commissioning
 
* Commissioning
 
* As build drawings
 
* As build drawings
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</div>
 
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! Time Management
 
! Time Management
 
| Outlines the sequence and timing of the scope of work through control documents as Progress report
 
| Outlines the sequence and timing of the scope of work through control documents as Progress report
 
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|
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<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
 
* Progress report (actual vs planned)
 
* Progress report (actual vs planned)
 
* Gantt chart
 
* Gantt chart
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* Earned Value
 
* Earned Value
 
* Trend documents
 
* Trend documents
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! Procurement Management
 
! Procurement Management
 
| The procurement function classifies all the purchased items. These are procured to specification, time schedule and budget
 
| The procurement function classifies all the purchased items. These are procured to specification, time schedule and budget
 
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|
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<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
 
* Purchase Order
 
* Purchase Order
 
* Gantt chart
 
* Gantt chart
 
* Expediting status report
 
* Expediting status report
 
* Revised procurement schedule and budget
 
* Revised procurement schedule and budget
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</div>
 
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! Resource Management
 
! Resource Management
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| Cost Management allocates budgets and cash-flows to the work packages
 
| Cost Management allocates budgets and cash-flows to the work packages
 
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<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
 
* Expenditures report (actual vs planned)
 
* Expenditures report (actual vs planned)
 
* Committed cost and cost-to-compete
 
* Committed cost and cost-to-compete
 
* Revised budgets
 
* Revised budgets
 
* Earned value
 
* Earned value
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</div>
 
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|-
 
! Change Control
 
! Change Control
 
| Set of documents that tracks and revise the progress of the scope of work.
 
| Set of documents that tracks and revise the progress of the scope of work.
 
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<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
 
* Project communications
 
* Project communications
 
* Impact statements
 
* Impact statements
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* Extras to contract
 
* Extras to contract
 
* Specification and Configuration revisions
 
* Specification and Configuration revisions
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</div>
 
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! Quality Management
 
! Quality Management
 
| State how the company plans to meet the requirements
 
| State how the company plans to meet the requirements
 
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<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
 
* Inspection reports
 
* Inspection reports
 
* Non conformance Reports (NCR)
 
* Non conformance Reports (NCR)
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* Data books and operation manuals
 
* Data books and operation manuals
 
* Commissioning
 
* Commissioning
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! Communication Management
 
! Communication Management
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* Environmental report
 
* Environmental report
 
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== Data acquisition==
 
== Data acquisition==
 
===Metrics===
 
===Metrics===

Revision as of 21:49, 18 September 2017

Project reporting is all the set of activities aimed to monitor the progress of different activities of a project. The state of each activity is defined by the evaluation of data representing the metrics chosen for the Report. The main outcome of a correct reporting system is to provide information about the state of a project. These information should be available in a time range that allows the project manager to eventually take effective corrective actions. [1]

Contents

Scope of Control

Different knowledge areas are involved as in planning, also in the control activities, these are[2]:

Area Role Reporting documents
Scope (or Configuration) Management The scope of work defines what the project is producing or delivering. Reports will take track of scope variation during the implementation.
  • Project Communication
  • Impact statements
  • Variations and Modifications
  • Change requests
  • Concessions
  • Closeout report
Technical Support Technical experts keeps track of their results to interpret clients need and addressing it respecting regulation and adopting good practices.
  • Configuration control
  • Impact statements
  • Commissioning
  • As build drawings
Time Management Outlines the sequence and timing of the scope of work through control documents as Progress report
  • Progress report (actual vs planned)
  • Gantt chart
  • Revised barchart
  • Earned Value
  • Trend documents
Procurement Management The procurement function classifies all the purchased items. These are procured to specification, time schedule and budget
  • Purchase Order
  • Gantt chart
  • Expediting status report
  • Revised procurement schedule and budget
Resource Management Resource management is in charge to integrate the resource estimate with time management to produce resource forecast. Used resourced are closely linked to manpower requirements.
  • Time sheets
  • Revised manpower histogram
Cost Management Cost Management allocates budgets and cash-flows to the work packages
  • Expenditures report (actual vs planned)
  • Committed cost and cost-to-compete
  • Revised budgets
  • Earned value
Change Control Set of documents that tracks and revise the progress of the scope of work.
  • Project communications
  • Impact statements
  • Non Conformance Reports (NCR)
  • Change request and Concessions
  • Drawing revisions
  • Modification and Variation Orders (VO)
  • Extras to contract
  • Specification and Configuration revisions
Quality Management State how the company plans to meet the requirements
  • Inspection reports
  • Non conformance Reports (NCR)
  • Concessions
  • As-built drawings
  • Data books and operation manuals
  • Commissioning
Communication Management The communication functions share information and instruction to the responsible parties.
  • Transmittals
  • Minutes of meeting
Human Resource Management The HR function sets frameworks for the persons employed in the project.
  • Time sheets
  • Performance evaluations
Environmental Management Takes in account all the external issues that may effect the project.
  • Environmental report

Data acquisition

Metrics

Data capture is the activity of reporting information to the project manager on periodical basis. This allow the project management to be aware if the project's progress and status. The accuracy of the reporting system is just as accurate as the data captured are. The data collected originate from the chosen metrics. The purpose of the metrics is to provide the management with the current situation overview and possible future scenarios. Typically the information that are expressed by the data are related to[3]:

  • Activity duration and completion status
  • Resource usage rate
  • Actual cost of resources and activities

Those measures are then compared with the expected duration, usage and costs defined before the activity execution. When projected and actual data are available is then possible to make a comparison and identify possible deviations. If some deviation manifests, in the schedule, resource consumption and expenditure it is possible to locate the problem. The report should be capable to explicate causes and responsibilities for overrun. Additionally the report should indicate the forecast for cost overrun in case of midway overrun occurs.

Responsibilities

Once the metrics are defined is necessary to define:

  • Who should be responsible to gather and elaborate the data. It could be a project team, contractors, cost engineers or data could come from the company's ERP[4]
  • When the data will be assembled and communicated and which is going to be the reporting period (day, week, months, quarter...

Application

The project manager should train and communicate the importance of maintaining reporting system to the project members.

Notes

  1. ↑ Project Management: Planning and Control Techniques, Third Edition, Wiley, Chichester, 1999, p. 191
  2. ↑ Project Management: Planning and Control Techniques, Third Edition, Wiley, Chichester, 1999, p. 193
  3. ↑ Project Management: The Managerial Process, Third Edition, Clifford Gray and Eric Larson, Mc Graw Hill, 2006, p. 193
  4. ↑ https://www.defactosoftware.com/erp-software/data-analysis-and-reporting
Retrieved from "http://wiki.doing-projects.org/index.php?title=Performance_Reporting&oldid=38997"
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