Project Management Reporting

Developed by Dana Rut Gunnarsdóttir - in progress

Abstract

Proper communication is one of the key components of successful project management. It helps to make sure vital information are exchanged properly and that tasks are being controlled and monitored proactively. Project reporting is one way to ensure effective communication is maintained throughout all project phases and to keep the project stakeholders as well as the internal project board informed of the project status at regular intervals. ^[1] Many different methods exist in the project management field, but one of the most widely used method and the one that will be used as a guideline in the article is the PRINCE2. According to PRINCE2, each project consists of seven processes ^[2] :

Starting up a project
Initiating a project
Directing a project
Controlling a stage
Managing a stage boundary
Managing product delivery
Closing a project.

This article will give an insight into the project manager role and how reporting is important for project success, Finally applications on different types of reporting will follow, which project manager has to perform to ensure high-quality management throughout the project.

Project management

In recent years, organizations have been realizing the value of project management. Researches show that companies that are committed to project management practices waste 28 times less money because of their efficient strategy and that 80% of “high-performing” projects are directed by a project manager. Project managers exists in most organization, but their position can vary from one project to another. A project manager is responsible for the whole project scope, team, resources etc. Thus, they must act greatly under pressure and be comfortable in the dynamic environment they work in. ^[3] Regardless of the subject matter area involved, every project manager has to fulfil a common set of responsibilities and duties as the project success lies on their shoulders. These duties can be presented in relation to the Four Function of Management framework and are as follows:

Planning: In the planning phase the project manager defines what needs to be done, by whom and when it has to be done. Planning is an iterative process and is ongoing throughout the lifespan of the project.

Organizing: In the organizing phase, the project team structure is analyzed as well as roles and positions are identified.

Leading: The leading phase is ongoing throughout the project. This task can be challenging for new project managers, as it involves a lot of intercommunication skills. The key duties for successfully leading a project includes directing the project team, coordinating activities, assigning team members to tasks alongside motivating the team.

Controlling: The controlling phase is all about making sure the project is running according to the plan. This step is very important and has to be well monitored. One of the keys controlling duties performed by the project manager is ensuring that stakeholders and relevant parties receive a project status report in addition to delivering their expectations. ^[4]

Project Manager vs. Program Manager

What separates a project from a program is that a project has a defined beginning and end, while a program is an ongoing operation. A project is launched to establish, adapt or simply improve a product or service and is constrained with several factors such as resources, time, scope etc. ^[5] Even though project- and program managers serve a different role within an organization they use similar tools and techniques in their management. The main difference is that the program manager: