10.5 report performance
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10.5 Report Performance. The process of collecting and distributing performance information, including status reports, progress measurements and forecasts Involves the periodic collection and analysis of actual data versus baseline data for Time, Cost, Scope and Quality - PowerPoint PPT PresentationTRANSCRIPT
BSBPMG507A Manage Project Communication
10.5 Report Performance
• The process of collecting and distributing performance information, including status reports, progress measurements and forecasts
• Involves the periodic collection and analysis of actual data versus baseline data for Time, Cost, Scope and Quality
• Performance reports provide different levels of information for different audiences
• Undertaken during Monitoring and Control
Initiation Planning Execution Close
Monitor
Control
Adapted from PMBOK 4th Edition
BSBPMG507A Manage Project Communication
10.5 Report Performance
• The inputs into Report Performance are –
Project Management Plan
Work Performance Information and Measurements– Deliverable status– Planned versus actual schedule performance– Planned versus actual cost performance– Planned versus actual technical performance
Budget Forecasts
Organisational Process Assets– Project Reporting policies and procedures– Report templates– Defined variance and tolerance limits Initiation Planning Execution Close
Monitor
Control
Adapted from PMBOK 4th Edition
BSBPMG507A Manage Project Communication
10.5 Report Performance
• Tools and techniques to Report Performance include -
Adapted from PMBOK 4th Edition
VarianceAnalysis
CommunicationMethods
ForecastingMethods
ReportingSystems
StatusReports
SteeringCommitteeMeetings
BSBPMG507A Manage Project Communication
10.5 Report Performance
Variance Analysis –
After the fact look at what caused a difference between the baseline and actual performance
Common steps are -
– Verify the quality of the information
– Determine the variances, comparing actual information with the project baseline
– Determine impact and resolution options
Adapted from PMBOK 4th Edition
BSBPMG507A Manage Project Communication
10.5 Report Performance
Forecasting Methods -
The process of predicting future project performance based on the actual performance to date
Time Series Methods – use historical data to predict future outcomes
Causal or Econometric Methods – underlying factors that might influence the deliverable are used to predict future performance
Judgemental Methods – incorporate intuitive judgements, opinions and probability
Adapted from PMBOK 4th Edition
BSBPMG507A Manage Project Communication
10.5 Report Performance
Reporting Systems –Standard tool for the Project Manager to capture, store and
distribute information to stakeholders about budget, timelines and performance
Enables data and report consolidation and distribution - different levels of information can be distributed to different audiences according to different timeframes
Status Reports -Manual production of status reports by the Project Manager
normally using some form of standard templateDiffering levels of information and timeframes depending on
the audienceCan be a very intensive process, proceeded by status
meetings and capturing of performance dataAdapted from PMBOK 4th Edition
BSBPMG507A Manage Project Communication
10.5 Report Performance
Steering Committee Meetings –
Steering Committees are commonly part of the project governance structure and require particular reporting and status updates
Senior stakeholders may not have time to read and interpret detailed status reports and often convene monthly meeting where the status is presented along with risks, issues and change requests for assistance and decision making purposes
Often requires the preparation of a high level status report, status update presentation, action items and decision logs
Adapted from PMBOK 4th Edition
BSBPMG507A Manage Project Communication
10.5 Report Performance
• Outputs of this process include –Performance Reports or Status Reports
– Status and progress information
Steering Committee Presentations and Updates– Standard agenda– Status Report and Presentation– Actions Items– Decision Log– Meeting Minutes
Organisational Process Assets– Reporting formats– Lessons learned– Causes and resolution of issues
Change Requests– Recommended corrective and preventative actions required to bring
project back on trackAdapted from PMBOK 4th Edition
BSBPMG507A Manage Project Communication
Steering Committee Meetings
• Regular meetings with the Project Sponsor, major client and key senior stakeholders
• Hybrid between a presentation and a report
StandardAgenda
PowerPoint Presentation
Status Report Minutes
Action Items
Decision Log
BSBPMG507A Manage Project Communication
Steering Committee Agenda
• Flexible depending on type of project and style of organisation, typically includes –
Key MessagesProject Status – Time & CostsSummary Performance MetricsScope Management and Change ControlRisks and IssuesDecisions RequiredOptional appendices with more detail –
– Project Structure– Detailed Performance Metrics– Detail to support decisions– Change Control Impact Assessments
BSBPMG507A Manage Project Communication
Steering Committee Outputs
• Minutes
Attendees
Summary of discussion
• Action Items
Action item progress from last meeting
New action items assigned at meeting
• Decision Log
All key decisions made at all meetings
New decisions made at this meeting
BSBPMG507A Manage Project Communication
Effective Reports
• Basic good practice includes –
Use ‘Plain English’
Include a Glossary
Table of Contents, Purpose, Summary, Content, Conclusion, Appendices
Right justify text
Use standard styles for consistency
Vary content elements to engage reader e.g. text, dot points, tables
Use Appendices for supporting detail
BSBPMG507A Manage Project Communication
Effective Reports
• There are many different types of reports used throughout the project lifecycle and in the general business environment including-
Performance Reports – Status Reports
Project Deliverables e.g. Project Charter, Project Management Plan, Requirements, Proposals
Project Finalisation Reports – Post Implementation Review
Regular vs One off Reports
Update Log and Version Control
Distribution List
BSBPMG507A Manage Project Communication
Project Reporting
• Project reporting is an essential aspect of project management
• Key to stakeholder expectation management and tailored to their requirements and expectations
• Preparing a Project Status report is more than the time taken to type up the report, it also involves monitoring and controlling the project, risk review, financial review etc
• This should be negotiated at the start of project and included in the Project Communication Plan
BSBPMG507A Manage Project Communication
Project Status Reports
• Performance against plans needs to be assessed and reported at regular intervals to suit the project and stakeholders
• Frequency and detail included depend on project characteristics such as –
Project Size – Timeframe and Budget
Established organisational project governance processes
Risk Level
Specific Audience
Reporting Cycles – weekly vs monthly
BSBPMG507A Manage Project Communication
Project Status Reports
• Always include the following standard content and then variations based on stakeholder expectations –
Project Name, Project Manager and reporting period
Progress against plan for deliverables and timeframes
Project budget tracking
Explanation of variances
Major Risks, major issues and change requests
Summary status indicators such as traffic lights etc
BSBPMG507A Manage Project Communication
Project Performance Metrics
• Vary depending on the project management environment of the organisation and the preferences of the Project Manager and Stakeholders
• Most projects aspire to some form of Earned Value Analysis – refer to Australian Standard - Project Performance Earned Value AS 4817-2006
BSBPMG507A Manage Project Communication
Document Management and Control
• It is possible that all documents issues during a project could be subject subpoena to be used as evidence in litigation
• Document Management and Control is critical –
Project documents must be easily found and retrieved
Specific versions of documents as particular dates must be identifiable
It must be clear that everyone is working from the correct version of the document
BSBPMG507A Manage Project Communication
Document Management Process
• Requires formal standards and process flow
• All project staff need to adhere to standards for –
Document storage and archival
Document format
Details of author, reviewers and authorisers
Document identification and naming
Document revisions and version control
Document distribution processes
Document security