Reporting
Jan 08

Reporting

Project and project steering group

Each project is unique. The composition of the development project steering group varies from project to project. But there are certain legalities for reporting to the steering group. Reporting needs to be up-to-date and reliable. In addition, reporting should be easy.

Roles in the project

  • Customer = The purpose of the company’s operations is to generate profits for the owners.
  • Vendor = The purpose of the company’s operations is to generate profits for the owners.

For this reason, the successful project agreement must be such that both parties aim to get a high-quality project on schedule and in budget.

Objectives of the Steering Group Parties

The Customer’s Representative wants to ensure that:

  • The solution to be implemented supports the company’s strategy.
  • The solution supports business operations.
  • The legal requirements must be met
  • The cost of the project is not exceeded
  • The project will remain within the planned timetable
  • Resourcing the project is at the right level.

The supplier’s representative wants to ensure that:

  • The solution to be implemented supports the company’s strategy.
  • The customer is satisfied and the customer relationship is profitable.
  • The cost of the supplier is not exceeded. The project return remains planned.
  • The project’s workload and resources are at the right level.
  • The project remains on schedule

The Project Manager wants to ensure that:

  • The steering group, business and stakeholders are happy with the project and its activities.
  • The project is completed on schedule
  • The project stays in the budget.
  • And maybe some personal

The steering group report

The Steering Group report must include at least the following information:

  1. How the project has been realized compared to the plan.
  2. Project realized costs compared to budget + forecast.
  3. Change requests + list of things that need a decision.
  4. Risks and problems in a more detailed level
  5. Prove how the project is progressing

Four field

The Four Field is a great tool to report a comprehensive overview of the project. The ready-configured four field can be found in the ProjectTOP project view.

Projecttop vip area - Reporting - Four field
Projecttop vip area - Reporting - Realized

How the project is realized compared to the plan.

You’ve probably already read the article: “Real-time reporting”. By using the presented method, reporting to the control group is easy. You can even share the project dashboard with the steering group.

Here are three ways to show the progress of a project.

  1. Gantt view with status and progress percentage.
  2. Project steps and progress.
  3. Estimation of the project compared to the realization.
Projecttop vip area - Reporting - Steps
Projecttop vip area - Reporting - Estimation

Project realized costs compared to budget + forecast.

Project costs are monitored compared to budget and progress rate. Cost monitoring is dependent on the project agreement. Report and monitor issues that are affecting your budget.

Projecttop vip area - Reporting - Budget
Projecttop vip area - Reporting - Change request

Change request + list of open issues requiring decision

You’ve likely already read articles about change management. There is a description of how the changes are managed effectively. When you follow the instructions, you can directly view the Projecttop Observatory for issues that need a decision.

Risk and problem areas in more detail

Once the steering group has been through a clear report, it is easy to go through the situation and it’s time to concentrate on potential problems. They should not start, because otherwise, the focus is only on them.

Projecttop vip area - Reporting - RIsk areas
Projecttop vip area - Reporting - Estimation

Forecast for the future and decisions

If the project is on schedule and the work progresses as planned, then the same rhythm will be maintained. If the project is too late, then concrete measures must be taken. It is not enough that we are trying to do it faster. You need to take measures that will help you get the project schedule up to date.

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.