Work Performance Reports in Project Management
Monitoring and controlling the status is essential for any project’s success. Work Performance reports provide a general view that helps to understand if a project is going as it is planned or is deviated from the plan. Basically performance reports are very important documents for both project managers and stakeholders. They provide a clear picture of the project’s performance. If the project is performing as planned, the project team and stakeholders feel comfortable, otherwise they must struggle to bring the project on track.
In order to decide the project’s current performace, project managers need work performance reports. These reports generally include a comparison of planned and actual figures. They can be created to analyze any project’s resource, cost and schedule productivity. In this article we will discuss work performance reports and their key aspects.
Before to start, let’s review the work performance data and work performance information to have a better understanding of the concept.
Work Performance Data
Work Performance Data is the raw observations and measurements related with the project’s status. They are the inputs to create the work performance information.
Work Performance Information
Work Performance Information is the processed Work Performance Data.
Work performance information is the input of work performance reporting.
Work Performance Reports
Work Performance Reporting is a process of monitoring and controlling project works which provides inputs to several controlling and managing processes.
Performance Reports are the inputs of the below processes.
- Integrated Change Control
- Manage Communication
- Control Procurement
- Manage Project Team
- Control Risks
They are the physical or electronic representation of work performance information compiled in project documents which helps to generate decision or raise issues, actions or awareness.
As per these definitions, Work Performance Reports include technical information and progress indication for the key project tasks and deliverables.
As we mentioned above, Work Performance Information is another concept. It is used to create Performance Reports. Sometimes professionals mistakenly consider that they are the same. However they are not.
Basically, Work Performance Reports may include any type of information related with parameters and updates on the project’s progress.
Bellow are some of the information that can be used to create work performance reports.
- Planned value of the performed work
- Completed and remaining work quantity
- Earned Value
- Actual Costs
- Cost Variance (CV)
- Schedule Variance (SV)
- Cost Performance Index (CPI)
- Schedule Performance Index (SPI)
- Delays on the critical path
- Major identified risks
- Major approved and received change requests, claims
- Quality performance
- And other related important forecasts and issues.
Contents of Work Performance Reports
Work performance reports may include but not limited to the following;
- Completed percentage of work
- Remaining quantity of work to be completed
- Forecasted funds to complete the schedule
- Forecasted time to complete the schedule
- Status of the major change requests
- Major identified risks
Importance of Reporting in Communication Management
Performance reporting is an important activity which includes collecting performance information, communicating the progress and forecasting future status of the project as indicated in the communication management plan.
Basically, work performance repors provide invaluable information regarding to the project’s current and past performance. They enable to make estimation considering the analysis. They are effective communication tools which facilitate communication and coordination between project team and stakeholders.
For example if the project team decides that the project is deviated from the plan, they may discuss this issue with the funders to provide extra funds to bring back the project on track.
Which Formats Can Be Used to Create Work Performance Reports ?
Formats of the work performance repors can be determined in the communcation plan. They can be in detailed, summary, tabular, graphical and text based forms.
Basically, performance reports provide comparisons of the current project performance to the baseline. Status Reports, Progress Reports, Forecasting Reports, Trend Reports, Variance Reports and Earned Value Reports are some of the types that are widely used.
Performance Reporting is one of the most important processes in Project Communication Management and project management. It involves gathering data, collecting project information, comparing the planned and the actual project status, calculating the current and estimating the future performance and other related practices.
Simply put, Work Performance Reports are communication tools that improve the project teams and stakeholders decision making.
According to the Project Communication Management Plan, Work Performance Reports are used to communicate and discuss issues related with performance, cost, quality, resources, delays, risks with the stakeholders. If the stakeholders decide that the project is behind the schedule, above the budget, they may decide to take corrective actions. The distribution of Performance Reports should be done as per the Project Communication Management Plan.
Note that this is an important concept for the PMP certification exam. You may encounter a few questions. Therefore you must understand the concept well.
Are you using work performance reports in your project ? What kind of reports are you using to communicate with stakeholders ? If you have anything to add or share, you can do through the comments section in below.