A project progress report provides an increased project visibility, especially for interested stakeholders who do not have direct or frequent access to the project team or the project itself. It involves tracking of the actual project progress, including its performance based on the identified metrics and in terms of risks, issues, changes, and others.
Aside from that, it also presents a summary of the project status, budget, and deliverables.
The frequency of reporting usually depends on the size of the project. For small projects which have a duration of fewer than three months, this report is usually weekly or bi-weekly. Medium-sized projects would require monthly reporting while larger projects need monthly or quarterly reports.
On the case of high-risk projects, reporting might be more frequent. On the other hand, a combination of large and high-risk projects requires a demand-driven project tracking report.
- How to Make the Report Part 1
- Project Progress Report Download Part 2
- How to Make Project Status Reporting 10x Easier Part 3
- Additional Sources Part 4
Here are some pointers to consider in coming up with a project tracking report:
- Find out if the organization has an existing project monitoring process and if all projects are going to use these processes.
If there is no project monitoring system or process, the project team may devise and recommend one but make sure that important key performance indicators are included in that format and it will capture what the stakeholders would want to know about the project.
- Accordingly, determine if the organization prefers a certain approach in monitoring and reporting progress in terms of schedule, costs, deliverables, and business outcomes.While a project manager has his own approach or style of tracking project progress or might have knowledge on the different approaches used, a consultation may be conducted to identify what the stakeholders would want to know about the project’s progress so he would use the right monitoring and reporting style.
- In determining the reporting and data collection frequency, take into account the audience, project length, geographic location and size of the project team, management and stakeholders’ requirements. Remember that the frequency of the project update cycle has an impact on the quality of data collected. If reporting is done frequently, there might not be many significant data to report or the project manager might be burdened from summarizing too much data.
- When writing about the project activities and outputs, data provided must be accompanied by a brief discussion on its impact and the data means for the project and the organization.
You can include a short analysis, along with an interpretation that is about the objectives of the project.
- Don’t forget to include sections on the issues encountered by the team or the project during the reporting period. Also, include a section on how to fix it with recommendations on how you can avoid that issue.
If the issue is not yet resolved and would require intervention from the top management or other units within the organization, it may also be stated in the report.
Project Progress Report: Free Download Section
Templates on ProsperForms:
How to Make Project Status Reporting 10x Easier
How to configure status reports on ProsperForms:
- Create a “Project Status Report” applet — customize our preset forms or easily create a new form in minutes.
- Setup reminders if you want your team members to receive automatic reminders when their reports are due.
- Configure who will submit reports by choosing the “Participants” tab.
Step 2: Users will click the “Open Submission Form” button to fill in and submit the report.
Data such as the report type, date and name will be added automatically.
As soon as a new status report is added, participants with “View” rights can view it in real time.
Step 3 (Optional): Generate a report and export it to PDF.
(Skip this step if you share status reports online and don’t print them.)
Click “Generate Report”.
- Make project reporting easier with auto-fill:
Fields such as date, name, report type, and formatting are inserted automatically by software.
- Consolidate reports automatically:
Reports created by your team members can be consolidated easily.
- Save time with auto-layout:
No need to spend hours in Word or Excel perfecting the report’s layout because it exports your updates into a beautifully crafted file with a couple of clicks.
- Peace of mind with auto-reminders:
No one forgets to fill in their status reports because ProsperForms automatically sends timely reminders according to the schedule you chose.
- Decrease time and effort spent on monthly, quarterly, and yearly reporting thanks to powerful filtering and export features.
- Quick sharing:
Status reports can be either
– exported to files and printed, or sent by email;
– shared with the manager online (in real time);
– optionally shared online as team-wide status reports, i.e., all team members share their progress with each other to spend less time on meetings.
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