^[[7 Executing Phase]] # 7.4  Project Reporting The purpose of Project Reports is to **communicate consolidated information** concerning project performance to the appropriate stakeholders. Project reports typically provide information on **scope, schedule, effort/cost and quality**, as well as information related to the status of **risks, issues, project changes and outsourcing**. This information should be presented to the various stakeholders in the appropriate form (e.g. text or charts) and with the appropriate level of **detail, as defined in the Communications Management Plan.** Project Reports may also contain **agreed project indicators and metrics** for evaluating progress. The reports are formally **presented and discussed during the various project meetings**, and disseminated via the information distribution activities described in the Communications Management Plan. ![[Table 7.4 - Project Reporting - Key Participants.png]] ## Inputs - Project Handbook - Project Work Plan - Communications Management Plan - Project Logs - Project Checklists - Outputs of the Monitor Project Performance activity ## Guidelines - Project Reports **are an output of project monitoring** and an **important input for project control and decision-making**. They also input into the Project-End Review and are an important way of capturing historical information. They should therefore be properly archived during the Closing Phase. - Project Reports should be **tailored to the project’s needs**, given that they exist to serve the information and communication needs of the project stakeholders. ## Steps 1. **List all reports** to be used in the project in the **Project Handbook**, or more specifically in the **Communications Management Plan**. ==PM2 provides templates for Status and Progress Reports==. 2. Make sure the report templates used are **fit for purpose**. 3. Ensure the reports’ content, level of detail and format are well thought out and **appropriate for the intended audience** (stakeholders). 4. If needed, create **Ad Hoc reports to address specific reporting needs** (e.g. in case of a project crisis). ![[Fig 7.6 Project Reporting inputs and main roles.png]] ## The following are examples of PM2 reports: - Project Status Report - Project Progress Report - Quality Review Report - Contractor Status Report - Custom or Ad Hoc Reports ### Project Status Report The Project Status Report is produced by the Project Manager (PM) and is regularly submitted to the Project Steering Committee (**PSC**) and other stakeholders as per the Communications Management Plan. It should provide a **summary of the project’s performance** (rather than detailed task-level information). It should include **tracking information on costs, scheduling, scope/changes, risks and issues**, report on the status of important **milestones** for the current reporting period and provide **forecasts** for future reporting periods. ### Project Progress Report The Project Progress Report gives a **high-level overview** of the project and its status. It includes a **project overview** (project stakeholders, milestones and deliverables, project plan, budget and costs) **and additional project details (scope changes, major risks/issues and actions taken, achievements**). If a project is a multi-annual project and its overall vision/scope has not changed, the Project Progress Report can be ==used to secure project approval for the following year==. However, **==if the project’s vision/scope has changed, an updated Project Charter should be submitted==**. ### Quality Review Report The Project Manager (PM) produces a Quality Review Report **after evaluating the results of quality- assurance activities** and the effectiveness of the project’s quality-management process for all aspects of the project (scope, time, cost, quality, project organisation, communication, risks, contracts, client satisfaction, etc.). The Quality Review Report should give an **overview of the status of all project quality-management activities** and present the **main quality assurance and control results**, non-conformities, **opportunities for improvement, recommendations** and **remediation/improvement actions**, and their impact and status. It should also report on the **status of important project configuration activities (assurance and control)**. The main input to the Quality Review Report is the ==Quality Review Checklist==. ### Contractor Status Report The Contractor Status Report is **filled out by the contractor** (if there is one) and should be submitted to the Project Manager (PM) in accordance with the agreed schedule. The report presents the project **status for the current reporting period and provides forecasts** for future reporting periods along with information on any new risks, disputes and issues. ==The Project Manager (PM) should include a summary/highlights of the Contractor Status Reports in the Project Status Report==. ### Custom or Ad Hoc Reports Reports should serve the project’s needs. If it is decided that a custom report is needed, this should be **defined during the Planning Phase and documented in the Project Handbook.** Custom **reports can be domain-specific** (e.g. IT-related) or project-specific (i.e. related to the particularities of the project organisation or the project management approach). Similarly, if a specific communication/reporting need arises during the project, an Ad Hoc Report can be produced to address this need. ## Outputs - Project Status Report (PM2 Template) - Project Progress Report (PM2 Template) - Quality Review Report - Contractor Status Report - Custom or Ad Hoc Reports ___ Spanish Guide: [[7.4 Informes del Proyecto]] <-- [[7.3 Quality Assurance]] --> [[7.5 Information Distribution]]