Providing reports is an essential part of managing project information.
There is no one size fits all model for designing progress reports as every organisation has a different approach to Information Management, each construction project is distinctive and project teams may have different requirements.
Project reports help to create a simple, streamlined information flow, which allows for planning and at times, fire-fighting. By setting up an efficient reporting system at the beginning of a project, project managers can effectively monitor a project and make informed decisions.
To establish reports that may assist the project team, Information Managers should consider;
The stakeholders and their specific needs.
The information that you can be captured and how this may be useful to those stakeholders.
The best format to communicate this information e.g. statistics, visual dashboards, percentages, presentations, formal reports, memos etc.
A day and time to communicate this information and the frequency.
Typical examples of reports often include;
Analysis of progress against the agreed information deliverable's
Percentage of documents failed QA check
Percentage of documents failed Design / Construction compliance
Status of project documents
Percentage of information awaiting Client approval
Progress reports greatly add value to the role of Document Control as they may enable project managers to identify risks and take necessary steps to address them. E.g. project delays, late documents, labour resources, cost management, design changes.
Providing reports also improves the overall project communication. Different stakeholders, be it financiers or owners, require different information at various stages. Project managers sometimes are unequipped to handle communicating progress at programme meetings. Through setting up a reporting system early, this ensures that the project manager has the information required to communicate issues at different stages of the project and if this information is provided in a report it ensures correct interpretation of the information.
As projects become increasingly demanding, the importance of project reports also increases. They are a critical part of Information Management, greatly promoting informed evidence based decisions throughout the project life cycle.
If you require assistance with project reporting, drop me an email to see where I can help; CatherineDeegan@doc-elite.co.uk.