Performance report presentation by Gary Mainwaring. You will know, Project process Project Dependencies Project performance reporting Examples Lessons to Share Let’s connect: APM - https://www.apm.org.uk Google+ - https://plus.google.com/114687352375530136328 Facebook - https://www.facebook.com/AssociationForProjectManagement Twitter - https://twitter.com/apmprojectmgmt Linkedin company page - https://www.linkedin.com/company/association-for-project-managemen

1. Project Performance
Reporting
1
Gary Mainwaring

2. Project Performance Reporting - v1 - 01Mar16 2
Agenda
• Process
• Dependencies
• Reporting – Examples
• Lessons to Share

3. Project Performance Reporting - v1 - 01Mar16 3
PMC Process Map

4. Project Performance Reporting - v1 - 01Mar16 4
Proposal Execution
Project Start
(KPIs)
Project
Closedown
Baseline
Planning Planning Monitoring & Control
Project Performance Reporting
PMC Timeline

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PPR & GoPM
Organisation
Corporate
Governance
Project
Management
GoPM

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Basic Elements of PPR
• Baseline against which to measure progress
• Method(s) to measure progress
• Forecast of future performance

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Content of PPR
• Based on project constraints (cost, time,
performance, risk, resources) and other factors such
as customer performance
• Standard report format / template essential

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Cadence
• Important to ensure cadence is maintained for reporting
periods (e.g. monthly)
• Need owner to ensure cadence is maintained
• Reports should be based on common baselines (e.g.
cost, schedule) to ensure coherent picture is presented
• Be aware of currency of data / changes to baselines as
progress is reported through the reporting hierarchy
• Focus should be on adding value / generating
information, not ‘processing data’
• Dependent on key stakeholders (e.g. PMs, Functions) to
provide source data – requires extensive stakeholder /
relationship management

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Reporting Hierarchy
LEVEL
1
LEVEL 2
LEVEL 3
LEVEL 4
LEVEL 5
L
O
W
M
E
D
H
I
G
H
Portfolio Status Reporting
Customers: Executive Mgmnt & Sponsors
Programme Status Reporting
Customers: Programme Mgr, Key Senior
Stakeholders
Project Status Reporting
Customers: Project Mgr, Project Team, Key
Stakeholders
Functional Intermediate Reporting
Customers: Functional Mgrs, Project
Team Leads
Working Level Reporting
Customers: Supervisors, Team
Members
L
E
V
E
L
O
F
D
E
T
A
I
L

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Toolsets
• Reduce level of ‘manual data manipulation’ by
automating report generation
• Generate ‘glue ware’ (using e.g. Visual Basic, Excel
Macros) to integrate disparate toolsets
• Use shared data repositories to reduce duplication
of ‘data pots’ around the business – single
database with ability to generate ‘views’ of
relevant information

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Project Overview

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Changes to Baseline

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Project Roadmap

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-30 / 30 / 60

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Milestones

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Risks

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Issues / Actions

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Spend

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EV

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EV
No concerns regarding meeting
forecast ‘Go Live’ date
Looking at opportunities to
recover potential cost increase
(due to rework as a result of loss
of development environments)

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Resources

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Summary Status
• Amber or Green Project?
• Subjective or Objective status?

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Lessons to Share
Presenting:
• Communication primarily one way – be sure of
information presented
• Keep it simple
• No surprises
• Chair the meeting – avoid going down rabbit holes
• Be careful about use of traffic light status (objective
/ subjective status)
• Recycle slides (appending as necessary) as you go
up the reporting chain

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Lessons to Share
Performance:
• Don’t dwell in the past, focus on forecasting future
performance and risks / issues that would prevent
project success
• Analyse trend information to help forecast future
performance
• Integrated toolsets helps realise efficiencies and
data integrity when generating reporting artefacts
• Don’t just generate information, spend quality time
analysing the information

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Lessons to Share
Governance:
• Maintain the cadence of the monthly (e.g.)
reporting cycle
• Use reporting templates
• Don’t tolerate deviations from standard templates
unless approved
• Need governance to maintain standards
Personal Development:
• Ensure those involved in generating information fo
reporting understand who reviews it and how they
use it to make decisions

26. Questions?
26