Performance Reporting

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.

Scope of Control

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

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

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:

• 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.

Application

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