prepared for boğaziçi university swe 523 course by Özgür Çetin 1 chapter 13 reporting progress

Prepared for Boğaziçi University SWE 523 course by Özgür Çetin

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Chapter 13Chapter 13Chapter 13Chapter 13

Reporting ProgressReporting Progress


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IntroductionWhen we talk about reporting progress, we are thinking about reporting upwards, boss,board, customer etc. But for the project manager there is also another group to report: the project team.


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IntroductionReporting to the team can be very motivating experience, as team members can see the importance of their own contribution and the appreciation that others feel for their efforts.


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Recipients of progress reports

Recipients of the progress will differ from project to project but recipients are likely to include:

The project manager superior: In an in-house IT department this may be a systems development manager or IT manager/director. Or in a systems company this would be business manager maybe for very large projects a board member.


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• The customer: The person who pays for the project.

• The users: Who will use the new system.

• The quality assurance department, if there is one.


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Each of these groups have different reporting requirements. The users want to know when the new system be ready and when they need to start training and system implementation. The customer will also want to know the project is being done on a time and materials basis and costs.


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IT manager wants to know when resources will be required and when they will become free for other projects. Business manager wants to know the profitability of the project and quality assurance want to arrange quality audits at appropriate points in the project.


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Frequency of reporting• If reporting be made too frequent

their production will take full time occupation

• If reporting be made infrequent causes losing the opportunity of raising the important issues and getting decisions made and clarified


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Frequency of reporting• Report should at least be prepared

at the end of each project phases or perhaps keyed to project milestones.

• If the project has a very long stage some mid-stage report may be used.


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Report content and format

• The reporting requirements should be established and agreed at the start of the project.

• In addition the format and structure of the reports needs to be agreed and documented.


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Exception reporting, assuming the project is running smoothly, this form of reporting should lessen the work involved for the project manager and enable everyone to concentrate on those areas that are not going quite well and need more management attention.


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There are disadvantages on exception reporting form that the users and the customer feels that everything is going wrong because they only see the failures. Many projects canceled for this reason.So that project managers needs to find a formula to not only showing problems but also emphasize the project’s achievements.


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Reports to the customer

• A project identifier (project name, report sequence number,date of report)

• A short narrative review of progress since the last report

• Milestones achieved, with dates and comparison with planned dates.

• Problems encountered (with solutions and proposals)

• Current predicted project end-date and other important dates.

• Change requests (details of new ones, status of existing ones)

• Cost details


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Reports to the users• A project identifier (project name, report

sequence number,date of report)



• A revised schedule of user interface activities (such as review meetings, prototyping demo, training and implementation dates)


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Reports to IT and business managementAll details on the customer report and also include:

• Significant customer interface issues encountered – for example any disaggreements over the scope or specification of the work.

• Opportunities for additional work or follow-on business.


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Reports to QA personnel

• A project identifier (project name, report sequence number,date of report)



• Quality problems encountered and solutions applied.

• Current predicted end-date and dates for significant quality events such as major reviews or stage-ends.


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Reports to the project team

• It is less formal than others• It is probably better to hold a team

meeting and deliver a verbal report

• For larger projects, written communication may be needed.


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Report Presentations

• The objectives of the projects and its expected benefits.

• The achievements to the date. • The problems• The vision of the future


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Reporting in PRINCE2®• Project initiation• End-stage assessment• Mid-stage assessment• Highlight report• Checkpoint• Project closure


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Summary

Many people will wish to receive reports on the progress of the project. These includes the customer, the users, senior IT management and members of the project team.


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SummaryThe reporting frequency needs to be set properly to higher the effiency of the project and the content and format of reports have to be designed for the needs of the recipients and written reports may be supplemented by presentations.


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Thank youFor your Participation

prepared for boğaziçi university swe 523 course by Özgür Çetin 1 chapter 13 reporting progress

Documents

boazii university swe

project team

project phases

project milestones

project manager superior

zgr etinintroductionwhen

zgr etinintroductionreporting

form of reporting