Capital University of Science and Technology,
Islamabad
CE-5823
Advanced Project Management for
Construction Projects
Week No. 13
Dr. Syed Shujaa Safdar Gardezi
Department of Civil Engineering
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PROJECT
REPORTING
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Project Reporting :
Project Reporting :
It is formalized way or process of recording
and communicating the status and progress
of a project to its the project stakeholders or
to a predefined target group.
Project status reporting is a regular,
formalized report on project progress against
the project plan.
Purpose :
Project status reporting is one method of addressing the importance of project
communication. Its purpose is to effectively and efficiently communicate
project status at regular intervals to project stakeholders.
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Project Reporting :
What needs to
be Reported ?
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Project Reporting :
What needs to be Reported ?
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Project Reporting :
Project Report :
A written document which provides details on the overall picture of the
project status / progress. It provides an account of all necessary details
and data required to ascertain the project prevailing status.
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Project Reporting :
Project Report :
An analytical tool implemented in project to collects information on the
current state of your project.
The tool captures the project’s current progress and enables to communicate that
data to the project teams and stakeholders in the form of charts and graphs.
Status reports are taken repeatedly, throughout every phase of the project’s
execution. It ensures to maintain the schedule and keep everyone on the same page.
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Project Reporting :
Reporting Process Management :
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Project Reporting :
Reporting Process Management :
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Project Reporting :
Elements of a Project Status Report
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Project Reporting :
Elements of a Project Status Report :
• Project data – These include, at the least, the project name, report date, and
name of project manager.
• Summary – Notably, this includes a brief description of the project. Also
included are update of its progress; status of current schedule, budget, scope;
percent completion; short overview of results.
• Actual Progress vs Planned Progress – Contains rate of completion in
percentage, significant accomplishments, milestones reached, additional
information on schedule, budget, and expenses. Visual indicators can provide
information-at-a-glance.
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Project Reporting :
Elements of a Project Status Report :
• Risks and Issues – For example, a description of any issue or problem
encountered or being encountered. Also, corrective action applied or currently
being applied, how to avoid them in the future, open issues that need higher
level approval, potential risks and mitigating actions, and change requests.
• Next Steps – Future action items and people responsible, upcoming
milestones, and other scheduled deliverables.
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Project Reporting :
Benefits :
Reports are arguably the most valuable tool available to project teams
and stakeholders. Besides many other benefits, a few are elaborated as
below :
1. Progress Tracking ( Time , cost, quality, scope)
2. Risk Identification
3. Cost management
4. Project visibility
5. Control
6. Tool for future planning ( Learning)
7. Ensure project success
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Project Reporting :
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Project Reporting :
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Project Reporting :
Do Develop a checklist :
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PROJECT REPORTING
DATA TOOLS
USED IN
CONSTRUCTION PROJECTS
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PROJECT CONSTRAINTS
Cost Time
(Budget) (Schedule)
Quality
Scope
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Data Tools :
◼ CONSTRUCTION PROGRAMME
◼ CASH FLOW CHARTS
◼ PROGRESS REVIEW MEETINGS
◼ PROGRESS REPORTS
◼ IPC’S (INTERIM PAYMENT CERTIFICATES)
◼ VARIATION ORDERS
◼ INSPECTIONS
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Monitoring Tools :
◼CONSTRUCTION PROGRAMME
➢ Graphical representation of time & scope
➢ Monitors progress of scope w.r.t time
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Data Tools :
CASH FLOW CHARTS
PLANNED Vs ACTUAL BILLING
180
Billing in Millions
160
140
120
100
80
60
40
20
-
Dec-05 Jan-06 Feb-06 Mar-06 Apr-06 May-06 Jun-06 Jul-06 Aug-06 Sep-06 Oct-06 Nov-06 Dec-06 Jan-07 Feb-07 Mar-07 Apr-07 May-07 Jun-07
Planned Monthly Billing (Million) 1 3 5 7 8 9 10 11 11 12 12 12 10 9 8 7 6 6 3
Planned Commulative Billing(Million) 1 4 9 16 24 33 43 54 65 77 89 101 111 120 128 135 141 147 150
Actual Monthly Billing (Million) 0.3 2.4 3.2 6.9 5.9
Actual Commulative Billing (Million) 0.3 2.7 5.9 12.8 18.7
Contract Period in Months
➢ Graphical representation of time vs cost
➢ Monitors progress of budget w.r.t time
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Data Tools :
PROGRESS REPORT
A document , usually brief, explaining the progress you've made on a
given project or set of projects.
❑ How much of the work is complete
❑ What part of the work is currently in progress
❑ What work remains to be done
❑ What problems or unexpected things, if any, have arisen
❑ How the project is going in general
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Data Tools :
PROGRESS REVIEW MEETINGS
➢ Stake holders interactions
➢ Represent physical & financial progress
➢ Discussion
➢ Future plan
➢ Future strategies
➢ Risk identification
➢ Decisions
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Data Tools :
◼IPC’s
A document that is financial indicator of a project and monitors
➢ Time
➢ Cost
➢ Scope
➢ Quality
◼VARIATION ORDERS
➢ Evaluates the effects of scope creep on time & cost
➢ Change request (mainly for scope changes)
◼INSPECTIONS
➢ Ensure quality
➢ Remedial measures
➢ Risk identification
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Data Tools :
◼ Project progress
◼ Financial forecast
◼ Time forecasts
◼ Risk mitigation
◼ Rate of return
◼ Payback period
◼ EVA (earned value analysis)
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