This document discusses periodic progress reports and meetings. It explains that progress reports update supervisors on the status of long-term projects, summarizing what has been, is being, and will be accomplished. Periodic activity reports summarize contributions over a specific time period. Progress meetings are held regularly during construction to discuss status updates, issues, costs, and next steps with contractors and clients. Meeting minutes are prepared and construction progress reports are provided to clients.

1. PERIODICAL PROGRESS
REPORT
PREPARED
BY
SANJEEV SINGH
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2. CONTENT
• PERIODICAL PROGRESS REPORT
• PERIODICAL PROGRESS MEETING
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3. PERIODICAL PROGRESS REPORT
• A Progress Report is an informational report that explains what has been,
is being, and will be accomplished on a long-term project or goal. It
provides information about the status of a project or objective prior to
completion.
• A Periodic Activity Report is an informational report that explains
everything you accomplished during a specific period of time OR
everything you contributed to a specific project. It summarizes the
activities of a person or team, most often at the completion of a period of
time or project.
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4. Purpose of Progress Reports
• Update audiences (supervisors or clients) on where a project is in
relationship to the overall goals and objectives.
• Written at various stages of a project; each project may need multiple
progress reports.
• Early on, can read like a list of deadlines. Later in the project, can read like
a narrative explanation of problems encountered and overcome.
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5. Purpose of
Periodic Activity Reports
• Update audience (supervisors) on what you’ve been doing at the end of a
specific period of time.
• Quantifies how much time you are spending doing what; data can be used
in larger projects.
• Explains your contributions to multiple projects, which are unrelated to
each other.
• Documents what you do, your workload, your ongoing training, or your
overall productivity.
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6. PERIODICAL PROGRESS MEETING
During the construction stage, the contract administrator (sometimes
referred to in different forms of contract as the 'architect/contract
administrator', 'project manager', 'engineer' or 'employer's agent') holds
regular (often monthly) construction progress meetings attended by
the contractor and if necessary members of the consultant team.
The client, client representative or project manager may also wish to attend
these meetings. Construction progress meetings may require decisions to be
made and so it is important that they are attended by sufficiently senior
individuals if delays are to be avoided.
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7. Construction progress meetings are an
opportunity to:
• Receive progress reports from the contractor (the contractor may hold a
progress meeting, sometimes called a production meeting, with sub-
contractors prior to the construction progress meeting).
• Receive progress reports from the consultant team.
• Receive cost reports from the cost consultant.
• Receive records of sub-contractors and labor on site.
• Receive progress photos (which may be required from the contractor if
included in the preliminaries, or may sometimes be commissioned
separately by the client).
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8. They are also an opportunity to discuss
major issues raised, such as
• Any special circumstances which may affect the contract at any
stage.
• Testing regimes.
• Mock-ups.
• Quality issues.
• Weather reports.
• Issues that may impact on costs.
• Health and safety issues.
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9. • Issues with neighbours (such as noise, dust, vibrations, rights of
light, access, safety, etc.).
• Off-site fabrication and off-site payments.
• Earned value analysis.
• Design issues.
• Warranties.
• Look ahead to the next period (including specific requirements
for progress photos during the next period, which may include
off-site fabrication photos).
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10. • Meeting minutes should be prepared, with a requirement that any
disagreement with the items recorded in the minutes is raised within a pre-
defined period (perhaps one week). The progress meetings will also result
in the preparation of a construction progress report for the client.
• On construction management projects, the construction manager holds
regular construction progress meetings with the client and consultant
team, however, they will also hold regular construction progress meetings
with trade contractors to discuss on and off-site progress against the
programme and to co-ordinate the release of information. It may
sometimes be appropriate for these meetings to take place at the trade
contractor's premises. Construction progress reports will then be prepared
for the client.
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11. • On large projects, the construction manager may hold a daily logistic
meeting on site with trade contractor foremen to organise, schedule and
co-ordinate on-site shared services such as deliveries and off-loading,
hoists and craneage, scaffolding, safety issues, rubbish clearance, etc.
• Similar meetings may be held on management contract projects between
the management contractor and the works contractors.
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