How to Prepare a Project Status Report?

What information should be included in the project progress report?

The status report should be a report that tells senior executives about the progress of the project. The report should move from the general situation to the detail. Thus, at first glance, the general condition of the project can be seen, and detailed data can be accessed on the back pages.

In order to report the status of the project, it is necessary to carefully examine three components:

General situation:

  • Project name

  • Project Code (if defined within the Institution)

  • Indicator for General Status (green, yellow, red)

  • Percent Rate to be achieved by today (planned completion)

  • What percent of the project you are currently in

  • Statement showing how many days ahead or behind the plan

  • The main topics of the obstacles encountered are listed in order of importance

  • Comparison of the budget that has to be spent with the cost to date

Milestones - Have you achieved the goals of your project? Top Management would like to see which milestone has been completed, how close it has been, or which deviated.

  • The Question Which Top Management Should Ask: "Which milestone is the problem? Who is responsible for which milestone (which department) is responsible? What is the project phase of the milestone and will this affect the overall status of the project?"

  • Name of milestone

  • Target Date - Actual Date

  • New Date According to the Current Situation

  • Date Difference (Difference between Current Date and Target Date)

Problems - While the project is progressing, there may be problems that are not considered from the beginning or details that will be shaped by the decisions that the management will make in time. In the Status Report, senior management is informed about these issues and problems are explained in order to make the right decision.

  • Question Which Top Management Should Ask: "What is the source of the problem, especially for the main stages and milestones?

  • Whichever problem affects the project more, it should be in the first place and should be ranked back as the order of importance decreases.

  • A good project manager should not only write the problem, but also add the advantages and disadvantages of these decisions to the report.

  • Brief Description and Description of the Problem.

  • The Date and Time of the Problem - Unresolved issues can create new problems, so it must be followed how long the problems have been on the agenda.

  • Level of Importance and Urgency - Issues that await the decision of senior management, both in terms of importance and urgency, should be listed.

  • Owner of the Problem - The problem is about who or which department.

Solution Suggestions - The Project Manager should add his / her team's suggestions about the problem to the report by expressing the advantages and disadvantages. Otherwise, it becomes as if she is a manager who just complains but cannot develop a solution. This is something that top management certainly does not want; The main function of Senior Management can be summarized as signing strategic decisions, supporting projects politically and opening the way at the points where the team is blocked. Therefore, they expect the proposal for solutions to the problems from the project manager and the team.

Attention To The Report Also

  • Target oriented writing: Stay away from implications. Transfer what you want to say without circulating the word

  • Use Bullets. Reading prose is boring.

  • Avoid using unnecessary caps and columns. The phrase "date: 7/4/2008" actually only refers to "7/4/2008".

  • Use abbreviations. Keep the report as short as possible using commonly known abbreviations from within the organization.

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