Project Progress Report
The Project Progress Report is produced by the Project Manager in agreement with the Project Sponsor. It should establish:
- What progress has been made, what work is left remaining, and what the issues are.
For some projects progress is reviewed at regular intervals, whereas for others such reviews are carried out at natural breakpoints in the project such as end-of-stages or major milestones, probably specified by the Project Manager in the Project Plan.
Although standard formats exist, in practice the format of the Project Progress Report is often chosen to suit the particular project and sponsor. We discuss two types:- the Highlight Report and the full Project Progress Report.
Highlight Report
This report focuses on simply reporting the key progress and issues:
- What has been done?
- What activities are delayed or in advance?
- How is the expenditure going against budget?
- How does the completion date look?
- Any other issues?
- What action is needed from the Sponsor or Project Board.
A typical layout might be:
Highlight Report
1. Project Details
Name of project, start date, dates covered by report, Project
Manager, Project
Sponsor.
2. Project Status
Comparison of original completion date and budget with latest forecast.
3. Tasks and work completed during period
4. Tasks and work expected to be completed during the next period
5. Issues, problems and risks that affect the project
6. Actions to be taken by sponsor and others
Full Project Progress Report
For many projects the Highlight Report would work fine. However it does assume that everyone at the project review knows what the project is about, is well organised, and has the original project plan to hand. Where this may not apply, many project managers find it sensible to include further information - certainly the original terms of reference but possibly also further information from the project plan. A typical format is given below.
Project Progress Report
1. Title of project,
2. Background to the Project
3. Terms of Reference & Key Objectives
4. Project Status Summary - time and costs
5. Project Manager Summary
6. Risk Assessment
7. Updated Time Schedule
Project Progress Report
1. Title of project,
Together with the names of the Project Manager and Project Sponsor. It is also usual to have "Date of Report" and "Dates of Period Covered".
2. Background to the Project
A brief description of the background to the project including how the project came about, what the project is about, why we are undertaking the project, and what in very broad terms the outcome of the project will be to the organisation.
3. Terms of Reference & Key Objectives
First, a brief (5 to 10 line) overall definition and description of the project and its aims including some reference to likely timescales, budget and resources, and what the project will aim to deliver. Then a statement of what the project is to deliver - the key objectives. The latter is often done as a listing the main stakeholders of the project with a statement for each of what the project will aim to deliver to them.
4. Project Summary Status
A brief statement of how project completion dates compares with project plan estimate, and how total expenditure is expected to meet budget.
5. Project Manager Summary
A succinct bullet-point summary of the key events since the last project review, and the key events to take place before the next project review.
6. Risk Assessment Update
The main risks - implementation issues which may delay the project. This was done for the Project Plan, but it should now be updated. Again, the priority items should be identified with suggestions as to how they could be averted or their impact lessened.
One of the simplest and best ways of doing this is to create a ‘risk register’ identifying all the events that could cause problems for the project, and then mapping these onto a Hi-Lo diagram. Possibly summarised in a table as follows:
7. Updated Time Schedule
In most cases a simple update of the time schedule shown in the Project Plan is sufficient. Again this will show the key activities which need to take place and estimates of when the activity needs to be carried out, with key milestone dates. Best done with one of the planning techniques - Gantt Charts, Milestone Plans, Stages Diagram, or even Critical Path Analysis if the project warrants it.