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PMP-100-G-02 Project Progress Report Guideline

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Description Issued for Use

Project Progress Reporting Guide Doc No.: PMP-100-G-02 Revision: 0

TABLE OF CONTENTS
1. SUMMARY........................................................................................................................3 2. ENVIRONMENTAL, HEALTH AND SAFETY..................................................................3 3. ISSUES, AREAS OF CONCERN AND SOLUTIONS......................................................4 4. RISK..................................................................................................................................4 5. FUNCTIONAL ACTIVITY, PROGRESS AND PERFORMANCE....................................4
5.1 5.2 5.3 5.4 5.5 DESIGN 5 PROCUREMENT CONTRACTS EXECUTION HANDOVER AND CLOSEOUT 5 5 5 6

6. PROJECT CONTROL......................................................................................................6
6.1 PROJECT COST 6.2 PROGRESS AND SCHEDULE 6 7

7. EXTERNAL AFFAIRS (LIAISON WITH EXTERNAL COMPANIES, GOVERNMENT, ETC.)................................................................................................................................7 8. QUALITY AND AUDITS...................................................................................................7 9. APPENDICES...................................................................................................................9

Issue Date: 2 July 2011

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PMP-100-G-02 Project Progress Report Guide


2011 PM Pathway

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Project Progress Reporting Guide Doc No.: PMP-100-G-02 Revision: 0

1. SUMMARY
This section is an executive summary containing: A narrative of the activity highlights, and/or significant events or milestones achieved or missed for the reporting period and the major issue, incident or event presenting a risk to the project. Steps taken to mitigate the risk are to be included here. This may include a prcis of activity highlights from each of the functional activity sections, but it should not repeat the contents of other sections or contain routine ongoing activity and information. Statement of changes to occupants of key team positions; Statements on key performance indicators established in the PEP such as: o o o o o Safety (statistics) Workforce levels (differentiate engineering consultants, etc.) between <COMPANY>,

Major schedule milestones (for the period) Overall costs (including change control summary) Progress (by major functional area).

The summary will take the form of narrative, statistical tables, and figures e.g. Progress Curve. These shall describe a high level summary status only. They will typically compare the current plan or baseline, actual and forecast where appropriate. A level 1 schedule with a progress S curve should be included in this section. This section may be prepared by the Project Manager with assistance from the project team and consultants.

2. ENVIRONMENTAL, HEALTH AND SAFETY


This area is paramount in the reporting process. It shall contain a narrative discussing incidents, issues and achievements related to this topic. It shall contain statistical data reporting as a minimum against the performance measures directed by the <COMPANY> Corporate policy on Safety or EH&S generally and in accordance with statutory requirements.
Project to Date (Frequency Rates) LTI FR MTI FR SI FR FAI FR LTI This Period (Number of Injuries) MTI SI FAI

Issue Date: 2 July 2011

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PMP-100-G-02 Project Progress Report Guide


2011 PM Pathway

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Project Progress Reporting Guide Doc No.: PMP-100-G-02 Revision: 0

3. ISSUES, AREAS OF CONCERN AND SOLUTIONS


Use this section to state management issues arising or attended to in the reporting period. It shall be a narrative description of issues, areas of concern and proposed solutions. This area (and the project progress report in general) is not a mechanism for obtaining a response or answer to an issue (i.e. is not a risk management tool). All issues raised here which require management input or decisions will have been communicated to the appropriate authority (and/or stakeholder) through the appropriate formal mechanism. Items included in the project Risk Management Plan should be progressively reported here.

4. RISK
Use this section to report on the following and refer to the risk register in the appendices: any risk strategies employed during the period; significant risks raised during the period; significant risks addressed during the period; and outstanding risks not yet appropriately addressed.

5. FUNCTIONAL ACTIVITY, PROGRESS AND PERFORMANCE


In narrative form tis section shall report the main activity for the period, significant achievements and identify issues or areas of concern affecting the progress of the activity, and that may affect other activities or potentially affect key project parameters. Suggested actions/solutions to mitigate concerns or risks are to be included here. For functions that include a significant number of deliverables the progress of deliverables production shall be quantified in a table and graphic. The subsections below are generally self-explanatory in terms of their breadth of coverage. If appropriate, this structure may be modified to address specific project requirements. The structure of the specific project progress report shall be defined in the project procedures using the template as the starting point. This section will usually be progressively developed and wound down as functional areas of activity are started or completed. These sub sections are normally prepared in draft form by the key person responsible for the function as inputs to the report preparation process.

Issue Date: 2 July 2011

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PMP-100-G-02 Project Progress Report Guide


2011 PM Pathway

www.pmpathway.com

Project Progress Reporting Guide Doc No.: PMP-100-G-02 Revision: 0

5.1

DESIGN

The narrative shall include a discussion of significant achievements or milestones achieved, statements on major area(s) of activity and issues and concerns in relation to technical, progress, production performance and functional areas. Include statement on steps taken to mitigate the effects of problems. Include a statement of significant activities planned for the next period. Reporting of design office performance is fundamental to demonstrating that sound control processes are in place. Performance information/statistics shall be incorporated in tabular and graphical form. These shall include such things as deliverables production and progress (table and curves). 5.2 PROCUREMENT The narrative shall include a discussion of significant achievements or milestones achieved, a statement on major area(s) of activity and issues and concerns in relation to commercial, progress, production performance and other functional areas. Include statement on steps taken to mitigate the effects of problems. Performance information/statistics shall be incorporated in tabular and graphical form. These shall include such things as deliverables production and procurement progress (curves). 5.3 CONTRACTS The narrative shall include a discussion of significant achievements or milestones achieved, a statement on major area(s) of activity and issues and concerns in relation to commercial, progress, production performance and other functional areas. Include a statement on steps taken to mitigate the effects of problems. Performance information/statistics shall be incorporated in tabular and graphical form. These shall include such things as deliverables production and progress (curves). 5.4 EXECUTION The narrative shall include a discussion of significant achievements or milestones achieved, a statement on major area(s) of activity and issues and concerns in relation to contractor performance, progress, and other functional areas. Include a statement on steps taken to mitigate the effects of problems. Performance information/statistics (general and by contract) shall be incorporated in tabular and graphical form. These shall include such things as progress curves (for overall construction locate here, for individual contracts locate in the appendix) and workforce numbers (table).

Issue Date: 2 July 2011

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PMP-100-G-02 Project Progress Report Guide


2011 PM Pathway

www.pmpathway.com

Project Progress Reporting Guide Doc No.: PMP-100-G-02 Revision: 0

5.5

HANDOVER AND CLOSEOUT

The narrative shall include a discussion of significant achievements or milestones achieved, a statement on major area(s) of activity and issues and concerns in relation to technical, operational, progress, and other functional areas. Include a statement on steps taken to mitigate the effects of problems.

6. PROJECT CONTROL
This section shall report overall study performance in relation to project change control, progress, schedule and cost. The narrative shall state significant accomplishments, events or issues relating to performance in the reporting period and the trend and forecast resulting from the performance during the period. Detailed system performance reports in relation to cost, schedule and progress shall be incorporated into the appendices. 6.1 PROJECT COST Include narrative discussion of cost control activities of the project. Incorporate a statement on significant accomplishments and issues. Highlight significant cost variances in relation to the project plan. Include tabular and graphical representations of information such as: Cost summary (table), including budget, forecast, previous forecast, variance, commitments, incurred amounts; Significant commitments (table); Contingency analysis (table); and Incurred cost and expenditure curves (cash flows).

Detailed cost and man-hour performance reports shall be included in the appendices. Table formats to use include those illustrated below:
Illustration of a Cost Reporting Table. Area Area 1 Area 2 Contingency Illustration of a Contingency Reporting Table. Contingency Assessment (Currency $, 000's) Project Forecast Final Value Forecast Contingency Totals Original Budget Approved Changes Current Budget Cost ($0,000) Current Previous Forecast Forecast Commitments Spent to Date

Issue Date: 2 July 2011

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PMP-100-G-02 Project Progress Report Guide


2011 PM Pathway

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Project Progress Reporting Guide Doc No.: PMP-100-G-02 Revision: 0 Forecast excluding contingency Commitments Unawarded works Percentage of current contingency to unawarded work %

6.2

PROGRESS AND SCHEDULE

Include a narrative discussion of scheduling activities in relation to project development. Incorporate statements on significant accomplishments and issues in relation to progress and schedule. Highlight accomplishments and factors affecting the schedule critical path. Highlight schedule variances in relation to the project plan. Include a tabular representation of schedule milestone performance with planned, actual and forecast dates. Includes graphical representation of schedule and progress performance (progress S curve(s) and level 2 schedules). Where actuals have deviated significantly from the baseline during the life of the project the project may be reforecast. As a result target progress may be tracked as well as the baseline.
Project Progress Project Completion
Planned Completion Date * Forecast Completion Date Planned % Complete * %

To Date
Target % Complete Optional % Actual % Complete % Planned % Complete * %

This Period
Target % Complete Optional% Actual % Compete %

* Planned refers to the approved project baseline.

7. EXTERNAL AFFAIRS (LIAISON WITH EXTERNAL COMPANIES, GOVERNMENT, ETC.)


Include narrative to address significant contact with government agencies and community groups in the period, issues arising during the period, steps taken to deal with the issues and progress on licensing activities.

8. QUALITY AND AUDITS


This section shall include (in narrative form) a statement on qualityrelated activity for the period (relative to the Project Quality Plan) including production of quality system-related deliverables (e.g. PEP), technical reviews, audits (and findings), rectification of noncompliances, etc. It may contain a statistical representation of quality performance in relation to KPIs established in the PEP. A table shall be included to track progress of key business process deliverables.

Issue Date: 2 July 2011

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PMP-100-G-02 Project Progress Report Guide


2011 PM Pathway

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Project Progress Reporting Guide Doc No.: PMP-100-G-02 Revision: 0 Illustration of a Business Process Report KEY BUSINESS PROCESS DELIVERABLES DESCRIPTION Planned Forecast Completion Completion Project Charter Major Expenditure Proposal Project Execution Plan Budget Schedule Project Quality Plan Design Plan Procurement Plan Actual Completion

Issue Date: 2 July 2011

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PMP-100-G-02 Project Progress Report Guide


2011 PM Pathway

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Project Progress Reporting Guide Doc No.: PMP-100-G-02 Revision: 0

9. APPENDICES
The appendices should generally contain reporting details - mainly outputs from project control systems - that provide detailed support or additional data in relation to the foregoing sections of the report. From time to time, the progress report may be issued to some parties without the Appendices. The items below serve as an indicative checklist that can be adjusted to the specific project requirement. Appendix A: Appendix B: Risk Register Summary and Detail Cost Report

Include summary by area/facility, CER report and other more detailed reports such as package/facility, contract and purchase order registers. Data fields to include original budget, approved changes, current budget, forecast, previous forecast, variances to current budget and previous forecast, committed, incurred and paid. Appendix C: Level 1 and Level 2 Schedule Appendix D: Progress Summary Curve Include detailed schedules by facility and progress curves for the major project functions. Appendix E: Progress Photos Selection of photos (where applicable) representing significant areas of progress.

Issue Date: 2 July 2011

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PMP-100-G-02 Project Progress Report Guide


2011 PM Pathway

www.pmpathway.com

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