Project real-time reporting requirements
Jan 02

Project real-time reporting requirements

General issues of project reporting

Common problems with project reporting are:

  • Reporting on the definition and building phase is based on an estimate, not on real-time data. The status is inaccurate.
  • Resource workload reporting is difficult due to missing data.
  • Reporting takes time and that is why the reporting interval is too long.
  • Real-time data is not available under project management.
  • Making of incorrect decisions because the snapshot is incorrect.
  • Reaction to problems is too slow.

Project real-time reporting requirements

To truly lead the project with reliable reporting, you need:

  • Project schedule and phases planned by using ProjectTOP. This allows you to compare project progress with the plan.
  • A resource plan that takes into account not only the tasks of the project, but also other activities and absences of people.
  • Personal worklists; so that each person in the project knows what to do. And when they should finish the task, replicates the information on the project plan.
  • Pre-designed process of change management. All change requests are taken into account, but only the necessary ones are implemented.
  • Registering open issues. Formal solution and follow-up. This clearly reflects the project’s decision-making ability.
  • A common tool for project communication. Transfer dynamic data from emails to a common ProjectTOP.
Projecttop vip area - real time reporting requirements - laptop

Of these, perhaps the two most important are the 3rd (personal works lists) and the 6th (common tool).  Real-time reporting data must be inherited directly from the status of the activities.

Projecttop vip area - real time reporting requirements - Laptop2

How to Enable Accurate Reporting

The idea is very simply:

  1. Make the list of activities on the title level to ProjectTOP. This is important to find out when it’s 100% ready.
  2. Agree on the process in which the activity is performed. Check and configure ProjectTOP to support process.
  3. Evaluate the workload. Make a resource plan and calendar reservations.
  4. Instruct people to work according to the agreed process. Activity progress is recorded in ProjectTOP.
  5. Create a dashboard to ProjectTOP


To get a idea better, I’ll give you an example about how we managed the VIP Area building.

When we decided to implement the Project-TOP VIP Area, we decided to design the project first by using ProjectTOP. During that planning, we listed all 29 written articles as Posting-activities.

Projecttop vip area - real time reporting requirements - magnifier
Projecttop vip area - real time reporting requirements - List

Then we agreed on how the articles should be completed.

  1. Jyrki first collects materials for the article.
  2. Jyrki translates the article into “Bad English”
  3. Jayde makes corrections to language
  4. Kristian draws and fine-tunes pictures.
  5. Marissa imports the article to WordPress.
  6. Joonas checks the article and makes any necessary corrections and accepts it.

I then checked that the ProjectTOP configuration matched the agreed process.

Next ,we made a resource plan. I made sure that all resources have time to do tasks. I noticed that Jayde is on vacation, so I agreed with Justin that he is in charge of checking the language.

Then, I Instruct people to work according to the agreed process. We all already know that the progress of activities is recorded in ProjectTOP.

Projecttop vip area - real time reporting requirements - laptop3
Projecttop vip area - real time reporting requirements - laptop4

Finally. I made the dashboard to ProjectTOP. This gives us a real-time view of the progress of the project.


The real obvious benefit of real-time reporting is that you know how the project progresses all the time. You can lead the project. React if you stay behind the timetable and thank people for the good progress.

By planning reporting to support leading, you’ll also get other benefits.

  • Find out the workload for that phase.
  • Making this work becomes more effective because you have planned and communicated the process.
  • Make sure everyone knows their own job.
  • You can track Especially you will notice immediately if some activity is not progressing.

You can make sure that the phase in question is really completed, 100% ready.

Jyrki Autio

CEO of Projecttop He’s often hired to save projects that are far behind schedule, are going over budget, or aren’t meeting quality standards. He also commonly trains people in specialist and consulting companies that sell project management or software development services.