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8 project management reports you need for your project

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This presentation lists the 8 project management reports you need to help you deliver your project.

Each report includes where you can get further information.

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8 project management reports you need for your project

  1. 1. 8 Project Management Reports you need to manage your project Author: PM Majik Copyright 2019. All rights reserved.
  2. 2. Contents 1.0 Purpose of this presentation 2.0 8 project management reports 3.1 Communication plan 3.2 Project timeline 3.3 Project budget / financial plan 3.4 Project team contact data 3.5 Risk register 3.6 Project status report 3.7 Action register 3.8 Project dashboard 4.0 Important tip 5.0 Summary 6.0 PMO resources Copyright 2019. All rights reserved.
  3. 3. 1.0 Purpose of this presentation The purpose of this presentation is to provide a guide to the 8 project management reports that will help you to deliver your project. These reports can be implemented for your own project to help with the delivery. You do not have to use all of the reports, you only should use the ones that you think would add benefit. Remember these are general guidelines. You should use them to help tailor a project change control process that meets the need of your organisation. Copyright 2019. All rights reserved.
  4. 4. 2.0 8 project management reports Copyright 2019. All rights reserved. The 8 project management reports that will benefit the delivery of your project: Project
  5. 5. 3.1 Communication plan Each project should build a Communication Plan. The Communication Plan will answer the following questions: •What kind of communication is required? (Management Meetings, Team Meetings, Management Reporting, Project Records) •Who needs to be communicated with? (stakeholders) •How frequent is the communication required? (how often) •What needs to be communicated? (reports, meeting minutes, details or summary) •How will this information be distributed? (in a meeting, as a report, in an email) Essentially, the Communications Plan is the list of reports and updates needed throughout the project. Copyright 2019. All rights reserved. Additional Resource
  6. 6. 3.2 Project timeline • One of the critical elements that defines a project is the timeline. • A project by definition is a temporary endeavour; meaning it has a start and an end – which means it has a defined timeline. • The timeline should be a visual overview of the project from start to finish. • One thing that sponsors care about is that the project will be delivered by an agreed date, especially where the project has a mandatory delivery date. Copyright 2019. All rights reserved. Additional Resource
  7. 7. 3.3 Project budget / financial report • A project is constrained by three elements scope, schedule and cost. Therefore, a project budget is an important report. • Ideally, the report will show budget verses actual costs. • Remember the project sponsor will not thank you for not managing their budget. Copyright 2019. All rights reserved. Additional Resource
  8. 8. 3.4 Project team contact data • The team working on the project are often from various department, companies and even spread across the world – a virtual team. • The role of the project manager is to bring the group of people together to form a productive team. • Creating and distributing a list of team members, their roles and how to reach them is an important step in ensuring clear channels of communication. Copyright 2019. All rights reserved. Additional Resource
  9. 9. 3.5 Project risk register • Managing project risks is often overlooked or miss understood by project managers. • Creating an initial Risk Register is key to managing project risks. Start by building a list of all the things that could impact the project. • Early on in the project, there will be a lot of these. As the project progresses and things become more clearly defined, many of these will be addressed. • It is important to review and update this list often throughout the project. Risk management is not a one-off event! Copyright 2019. All rights reserved. Additional Resource
  10. 10. 3.6 Project status report A Project Status Report is an essential element of the project communication strategy. The project status report is the barometer of the project – it will give the project manager, the project team and project stakeholders an overview of the health of the project. The status report might include: •RAG status for each of the project elements; Scope, Schedule and Budget (budget optional) •a list of the project milestones and their status •items completed in period •items due next period •a current run of budget status •any open risks Copyright 2019. All rights reserved. Additional Resource
  11. 11. 3.7 Project actions log • It is important to keep track on all action items needed for the project. These should be captured on the Actions log. • During critical periods of the project, you might distribute this list daily. What is important is that important activities are captured and tracked to closure. • Remember, if it is not documented – it is not getting done. Copyright 2019. All rights reserved.
  12. 12. 3.8 Project dashboard • Stakeholders are not typically in project team meetings and they rarely review Project Status Reports. But they still want to have an update on the project progress. • For this audience, it is a good idea to provide a high-level visual representation of the project. Simple, easy to digest that gets to the point quickly. • Developing the content that will be included in the report or dashboard should be done early in the project and provided regularly and in a consistent format. Copyright 2019. All rights reserved. Additional Resource dashboards/
  13. 13. 4.0 Important tip • Remember, just because you can produce a report or dashboard, it does not mean that you should. • You must ensure is that the data has value to the end user. If not, it is a waste of both the end user and your time. • When defining what reports are required (including what is included on each report), make sure you discuss the requirements with the sponsors and end users. • You should also consider the audience and try to design the report to distill the information so the critical messages can be quickly consumed and understood. Senior stakeholders do not typically have a lot of time to review long reports. Short and succinct will be well received. Copyright 2019. All rights reserved.
  14. 14. 5.0 Summary Project reports are an important tool for the successful management and delivery of your project. Using one or more of the 8 reports listed below may help. 1. Communication plan 2. Project timeline 3. Project budget / financial plan 4. Project team contact data 5. Risk register 6. Project status report 7. Action register 8. Project dashboard If you are interested in ready made project change control templates, consider investing in a set of professional PMO Templates. This will allow the rapid implementation of tools and processes. Copyright 2019. All rights reserved.
  15. 15. 6.0 PMO resources If you want more information, visit where you will find lots of project and PMO resources including the FREE guide, 7 Steps to Set-Up a PMO. Visit PM Majik Website On the PM Majik website you will find over 200 articles that contain practical and pragmatic tips and insights for designing, mobilising and managing a PMO. New articles are added weekly. Topic requests are encouraged from the community. Copyright 2019. All rights reserved.