Project Management Report Guidelines
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ScribdTranslationsProject Management Report Guidelines
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ScribdTranslationsUNIVERSITYOFGUADALAJARA
Virtual University System
FINAL REPORT OF
PROJECT
CONCEPTUALIZATION OF MANAGEMENT
OF PROJECTS
UNIVERSITY OF GUADALAJARA
Bachelor's Degree in Information Technologies
SOTO MONTES JONATHAN SAMUEL
UNIVERSITYOFGUADALAJARA
Virtual University System
Purpose of the Reports
The report serves to inform other people about the progress of the project.
The reports must:
First of all, provide a brief overview of the progress.
towards the achievement of the project objectives for management purposes.
Secondly, meet external reporting requirements
in accordance with the established conditions.
Essential aspects of the Reports
Opportunity:
A report is of little use if the information is outdated. As a general rule, have
present the following guidelines:
Send the progress reports one month after the end of the period.
information.
Send the final reports three months after the project is completed.
You don't have to wait until the end of the quarter/semester/year to start
prepare your report. In fact, meet with the project staff before
concluding the period can be particularly useful for examining the
progress made and the status of the indicators, what has been learned, how
the project will proceed, what changes need to be made, etc.
Appropriate content:
The information presented in a report must be adapted according to the audience or the
reader to whom it is addressed, there are certain generally accepted principles about the
content of a report:
Focus on the project results that address basic issues and
its underlying causes. This implies including less technical information.
about the activities and the products and more details at the level of effect.
Include the analysis of the implementation process, that is, the challenges that
faced and how they were resolved. This demonstrates that the project is being
striving to make improvements. Show the important results of a
a project does not always equal a good report.
UNIVERSITYOFGUADALAJARA
Virtual University System
Include the perspectives of the participants: The information that reflects the
experiences and participation and the benefits she obtains from it
It is an effective way to communicate the topic to the reader.
Compliance:
In general, it is known what is expected of one when examining the agreements or
project contracts. However, since the formats vary quite a bit, I
We suggest preparing a basic internal narrative for each project. This brief
the narration must contain all the information that they require to appear in their
respective report formats.
Presentation:
the content is the most important factor in your report, the way you
presenting the information also says a lot about the quality of it.
Be clear and concise: The fewer words you use, the better; avoid going off topic.
around the branches.
Write easy-to-read reports: Keep the reader in mind
objective when preparing a report. Like you, he or she does not
has plenty of time to read the reports carefully.
Make it easy for readers to find the information that
they need:
. Use clear titles and subtitles
. Include tables, charts, and other visual tools for
communicate the information
. Start with a clear and concise sentence at the beginning of the report and
in each of its sections and continue with information
more detailed technique.
. Include an executive summary and a table of contents if it is about
long documents.
Report Content
Executive summary:
The executive summary is a brief synopsis of the report that gives the reader an overview.
quick yet comprehensive overview of the content of the entire document
consolidating the main aspects, the purpose, the conclusions and
recommendations in a single section. The executive summary should always be
elaborate after having drafted the body of the report. It should address
briefly all the main points mentioned in the report.
UNIVERSITYOFGUADALAJARA
Virtual University System
. Place the information in the same sequence in which it is presented in the
main document.
. Prepare the executive summary in such a way that its length is
approximately 10% of the main document, but it should not exceed that
from 3 to 4 pages.
. Be as concise as possible.
. Include only the most important information.
General information about the project:
When describing the background, the context, the strategy, the groups
beneficiaries of the project, etc., in a report, the same should not be repeated.
information that appears in the proposal.
Objectives:
All projects have clearly written and understood objectives.
Objectives should be clearly and systematically repeated throughout the report.
Project Performance
Effect Indicators: Indicators must be identified for each objective. When
present the report on the indicators, make sure it is clearly stated
establishing its relationship with the broader project goal or objective.
Products: It is necessary to standardize and continuously use tables for reporting on
the actual progress compared to the expected progress. Include the goals and the results
real, both from the corresponding information period and the project until the
date.
Final report: Financial reports have their own requirements. However,
it is advisable for the report to contain a narrative description of the main points
expenses, the reasons why the expenses were higher or lower than
predicted, and/or other financial problems that arose.
Attachments: In certain projects, it is useful to include a list of important documents
what the project prepared during the information period, e.g.: area map of
project, gender analysis, rapid participatory evaluation models,
strategy documents, etc.
My experience
I have not participated in the preparation of these reports. But I have received them.
complete the projects with the suppliers I have hired.