Project progress reporting methods and best practices

¶ … Progress Reporting

One of the key elements in managing a CIS project is the periodical evaluation of a project's current status. In the process of evaluation, gathering development data and recording the necessary assessment information is essential. This method would be helpful in preserving references for the project, especially in cases that may arise where information of the project development lifecycle will be needed. This project management element is called Project Progress Reporting.

Project Progress Reporting is a periodical report of the overall status of a project, and is usually handled and administered by a project manager. This report is shared within a CIS project development team and the people that concerns the development and implementation phases of the project (i.e. developers, testers, users, project financer). It is a fundamental process in the stages of a CIS project development to circulate information within the project team to allow a smooth flow of development procedures, and to allow accommodation of every concern that may arise from each member.

When an organization requires new computer systems, it is normal nowadays that they turn to software vendors to develop a customized system that will suit the organization's needs. Or, sometimes, organizations have in-house teams whose job is to develop customized systems. Project Progress Reporting is sometimes one of the tasks that development teams dislike (TechnoScope, 2000). This is due to the detailed aspects Project Progress Reporting often takes when evaluating a CIS project that is being developed. A periodical need for progress report occasionally results to irregular changes or new project requirements. Sometimes, it is also the cause of delays in the development process when a certain matter arises and requires waiting for decisions from a Project Progress Reporting meeting.

Project Progress Reporting, however, is an essential tool in managing the correct development of a CIS project. This allows the developers and the organization to make immediate corrective actions that may be necessary. Thus, preventing them from wasting time and effort in developing a project based on incorrect requirements.

CIS Project Progress Reporting involves diverse phases to achieve a successful dissemination and reporting of a project's information in relation to its development progress. Some of these phases are Evaluation as up to what point a CIS project has reached its development.

Evaluation and testing of the developed CIS modules.

Review and update of the current CIS project requirements.

Review and update of schedules, if necessary.

Preparation of report including key points related to the preceding items.

Circulation and dissemination of project progress report. A meeting is usually held for Project Progress Reporting.

It is important that a CIS Project Progress Report should be concise and briefly summarizes all things that concern a project. Project Smart, an online project guide, recommends the following format of a Project Progress Report.

Report Date

Project Status

Project Summary 8.

Key Future Dates

Key Issues 9.

Budgeted Amount

Identified Risks

Spend to Date

Tasks and Next Steps

7. Decisions Required

Regular communication of the progress of a CIS project is a factor that can ensure its proper functionality. It makes certain that all the necessary requirements are carried out in the development phase. This is essential as project requirements are sometimes dynamic, especially when a system involves a large number of users. Hence, if there is a regular progress report, project risks and inefficiencies can be reduced. The frequency, however, of Project Progress Reporting is dependent to the project size and complexity (TechnoScope, 2000). TechnoScope indicates that Complex projects should be reported biweekly in order to enable the vendor, and when necessary the association, to take timely corrective action.