How to write the perfect progress report – dos and don’ts

Susanne Madsen 
Developing Project Leaders

If you work as a project manager, chances are that you have completed dozens of progress reports during your career – if not hundreds! But how effective have they been? Have you had a clear purpose when writing the reports, for instance by wanting your stakeholders to take certain action as a result of them? Or did you fill them in because it was one of those routine tasks that had to be done?

You may have been very conscientious and particular when filling in your reports, but unfortunately not everyone is, and as a result the weekly status report becomes one of those artifacts that is part of the process without adding much value.

Top mistakes
Some of the classic mistakes that project managers make is that they include too much static information and not enough about what the real project issues are. In that way the report is not a true reflection of what is really going on. If you just write about what happened during the last reporting period and what you will do during the next reporting period, without mentioning how that compares to plan and what the real risks and issues are, there is no incentive for executives to pay attention to it. In many cases the report is even attached in an email without any context or description, meaning that executives who rely on smartphones are unlikely to ever get to the information.

The perfect progress report
So, what does a perfect status report look like? Well, first and foremost it’s a simple report, preferably on one page, which adds real value by providing an overview of milestones, risks, issues and budgetary information at a minimum. Here are some guiding dos and don’ts:

Don’t include too much static information about the background of the project.
Do include the name of the sponsor and the project manager.
Do keep the information to one page.
Do include the top 5 risks and issues, including owner and mitigating action.
Do include information about the budget and how you are tracking to it.
Do include an overview of the major milestones, their planned dates and a RAG status of each.
Do list key successes and achievements from last period.
Do list any earned value metrics you may have, but keep it simple and graphical.
Do make it clear what action you want people to take; is this report just for information or do you require a decision from anyone?
Don’t send out the report via email without providing any context in the body of the mail. Executives may never read the report, so provide a summary in the email itself.
Don’t send out bad news in a project report with out speaking to people first. You don’t want your sponsor to read about a major issue without being there to explain the situation.

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Membuat Report Project Cost Performance

Cost Controlling adalah sangat vital dalam project, sayangnya disitu banyak terjadi kelemahan,

Didalam excel dibawah, sedikitnya anda bisa memahami, project cost performance, earned value, Estimate at Completion dan lain lain,

Patut diingat rumus EAC berbeda antara PMbok dgn MS Project, di PMbok pun ada 3 formula pendekatan utk menghitung EAC.

Bila anda masih baru, tdk perlu risau, pelan2 akan memahami. baca artikel saya lain ttg earned value.

saya gambarkan bahasa secara sederhana berikut ini:

Project Cost Performance

ket: Project value adalah nilai PO dr project itu, sementara, project cost, adalah project value dikurangi dgn margin, ini bahasa saya, bahasa lain bisa dipakai, Kenapa memakai istilah value, karena tdk semua bisa dihitung dgn uang, krn ada benefit lain, product benefit, differentiation, strategic solution, customer customization dll

Key pointnya adalah, ada alignment antara solution,product,sales dgn team project. salah memakai patokan cost, margin akan berubah, target bisa bergeser, perusahaan bisa bubar.

actual cost dihitung secara periodik, dicompare dgn EAC ( based on CPI,SPI, Baseline cost terakhir, ( utk pmbok memakai BAC, total planned cost)

Threshold ini digunakan utk memberikan informasi, early warning system, ketika cost overrun, over budget, segera harus diambil tindakan, konkrit, jgn pake theory lagi wkk.

 

 

Controlling nya secara sederhana sbb: slide yg saya buat sederhana.

Project cost control

untuk formula lengkapnya anda bisa download di excel yg saya buat dibawah.

Tinggal masukkan data project anda, langsung jozz, download filenya disini: Project Cost Analyst

agak mikir dikit ya, tenang sudah ada  rumus2 nya.  masih bisa diimprove lagi,

Project Cost analysis

 

 

 

 

 

saya berikan juga sample  S Curve / kurva s , project cost secara sangat sederhana, saya ambil dari project-management.com

download excelnya: Project Cost S Curve

penjelasan: ini sangat sederhana, cost actual cumulative  vs cost baseline cumulative, makna cumulative adalah akumulasi, misalnya minggu ini x, minggu depan : x + minggu depan, dan seterusnya ditanah, sampai 100 %.

costing di Phase ini :  initiating cost misalnya saat kick off meeting ada biaya kah. dll

project phase cost cumulative cost curve , s curve cost

MS project -What causes overallocation, and manually resolved an over allocation.

MS project -What causes over allocation, and manually resolved an over allocation.

• You can find on MS project : in Tools menu –click Level Resources

• Resource leveling is the process of delaying or splitting a resource’s work on a task to resolve an overallocation.

• The options in the Level Resources dialog box enable you to set parameters about
how you want Project to resolve resource overallocations.

• Project will attempt to resolve such overallocations when you choose to level resources. Depending on the options you choose, this might involve delaying the start date of an assignment or task or splitting the work on the task.

• Resource leveling is a powerful tool, it does a few basic things:
o Delays tasks, splits tasks, and delays resource assignments.

• Resource leveling is a great fine-tuning tool, but it cannot replace your good judgment about resource availability.

cara Membuat gantt chart di excel

download  sample file for learning : Create Gantt Chart with excel

gantt chart

create gantt chart di excel , membuat gantt chart di excel

create table sesuai sample
block table, insert chart, pilih bar chart (staked bar)

right click dibar chart tsb, pilih select data

click edit yg dibawah legend entries
ganti series name dari duration dgn select data, start (hy pilih cell b1)
ganti series value dgn select data, dgn data tanggal di start ( blok dr atas ke bwah (cell b2:b7)

clik ok

right click lagi, dichart tsb,
select data
add

pilih series name dgn select data, duration (hy pilih cell e1)
ganti series value dgn select data, dgn data duration ( blok dr atas ke bwah (cell e2:e7)

clik ok
muncul 2 warna chart

double click chart yg biru
diformat data series, muncul menu paling kanan, ubahlah fill dgn no fill, dan border dgn no line

abrkadaba, hy muncul gantt chart anda,
selesai bleum lah

click pilih sumbu y,

di axis option, click categories in reverse order, tujuan dibalik yg dibawah menjadi diatas

terakhir pilih lagi di sumbu y, lalu right click
pilih select data
click edit, edit ini yg dibawah horizontal,
ganti select data, ke cell D2:D7
click OK

jadilah gantt chart anda

Cara Membuat PMO Dashboard sederhana

 

Unduh sample file: Create simple Project Management Dashboard.xlt  dan Simple PMO Dashboard 18june2016

contoh report sederhana:

Simple PMO Dashboard

simple dashboard pmo

 

Create Simple PMO Dashboard
ingat fungsi dashboard di kendaraan anda, ?

percayalah, sedemikian hebat, kencang kendaraan anda, tapi kalau anda tdk bisa melihat tanda di dashboard, utamanya sisa bensin anda,
setebal apa dompet apa, anda akan dihadapkan mogok dijalan tiba2, konyolnya krn tdk melihat tanda2 kehabisan bensin.

demikian juga project, sebanyak apapun sumber daya anda, bila tdk effective, efisien bukannya untung malah jadi buntung,
project digenerate dgn timeline terbatas, ada start dan ada finish, ada target waktu, bila tdk tercapai konsekuensinya adalah over budget, loss opportunity, stress, serta loss confidence

contoh ada di file, yg ingin dicontohkan adlh SPI, utk detail penjelasannya anda bisa lihat tulisan saya diblog ini juga,

anda bikin formula dulu ; di column B, dimana =1-SPI ( ingat nilai SPI, >1 ahead schedule, =1 on schedule, <1, behind schedule)

bila hasilnya negative berarti project anda mundur, behind schedule,

di column B, blok lalu di menu home, pilih conditional formating, pilih data bars, pilih lagi more rules,
format style: data bar
minimum, pilih di type pilih number, value: isi -1 ( minus 1)

minimum, pilih di type pilih number, value: isi 1

dibar appearance, ubah color menjadi hijau ( penanda bagus)
clik ok
jadilah, dan copy ke cell dibawahnya, bisa dgn format painter.

 

Cara membuat S curve langsung di Microsoft project, how to create s curve by microsoft project 2013

Cara membuat S curve langsung di Microsoft project,

utk konsep s curve: https://thepetshop4u.wordpress.com/2016/05/24/402/

 

Ini report yg bisa langsung kita generate di MS Project , sumbu y yg dihasilkan adalah waktu  ( week, month ,day) bila yg ingin anda tampilkan percentage, silahkan lihat artikel saya yg satu lagi, khusus s curve percentage. ( http://wp.me/p56ONR-2R )

Yg perlu diingat scruve, adalah compare antara actual dengan plan, tujuannya ingin mengetahui progress project anda yg berjalan saat ini : on schedule, behind schedule atau malah lbh bagus dr schedule:

  1. Plan Diwakili dengan baseline Cumulative work
    1. Yg perlu dilakukan adalah anda harus create baseline dulu, anda bisa lakukan sbb: di menu project-set baseline-set baseline. Baseline yg  anda create pertama adalah nol percentage donenya
  2. Actual disini , diwakili cumulative actual work
    1. Yg perlu dilakukan, setelah anda create baseline seperti diatas, confirmasilah task atau aktifitas yg telah anda lakukan misalnya kick off meeting task done, anda set set 100% , bisa lewat task information-tab general,percent complete

Pada menu reports:

  1. Create a new report., pilih blank dulu saja,
  2. Insert a line graph (menu design, lalu pilih chart) ( pilih yg seperti dibawah, plihan graph harus seperti ini, kl tdk , tdk bisa)

scurve MSproject1

 

3.Double click graph, muncul field list table , disebelah kanan

Field list, Di work, pilihlah atau Select Cumulative Work ,

Field list, Di work-baseline- pilihlah atau select baseline Cumulative work

 

Muncul lah seperti dibawah, anda bisa customize sesuai kebutuhan anda.

 

scurve MSproject2

Membuat S Curve Percentage dari Microsoft Project , how to create s curve percentages % by microsoft project

S curve tdk bisa dilepaskan dari project management, apa yg menarik dari s curve adalah orang bisa cepat paham saat ini berapa percentage pekerjaan telah dilakukan, baseline/plan seharusnya, apa yg utama dr  scurve juga bisa memberikan awareness ke stakeholder,
posisi saat ini project kita berjalan-bagaimana team bersatu utk on track schedule, ingat dukungan dari executive sangat kita perlukan,
dgn memberikan informasi yg tepat dikemas dlm visual menarik, akan menarik perhatian dan decision cepat.

 

utk lbh jelas tentang konsep S Curve :https://thepetshop4u.wordpress.com/2016/05/24/402/

asumsi anda sudah familiar dgn ms project, tp jgn khawatir, akan terpisah dijelaskan dari mulai step2 yg sederhana dlm posting terpisah, ( https://thepetshop4u.wordpress.com/2016/01/19/cara-membuat-s-curve-langsung-di-microsoft-project/ )

 

Menu Report- click Visual reportreport-visual report

 Baseline work report-edit report  Click view (generate excel report)

Edit template, add: Baseline Cumulative work,Cumulative Actual work,Cumulative workEdit template addBaseline Cumulative

 

Click view (generate  excel report)Baseline work report-edit report

Sheet assignment usageSheet assignment usage

 

Change data to percentage

Capture

 

 

 

 

 

 

Baseline Cumulative Work:  Baseline Cumulative Work (week awal) /baseline cumulative work (week akhir)
Cumulative Actual Work:  Cumulative Actual Work (week awal) /cumulative work (week akhir)

 

Cumulative Work : Cumulative  Work (week awal) /cumulative work (week akhir)

 

 

 

Insert chart- line chart type , jadilah s curve, anda bisa atur layout,warna, add data sesuai kebutuhanInsert chart- line chart type

pemilihan chart: chart

 

Percentage check- % must be same with : menu report-dashboard-work overview ,dibawah hanya contoh tampilan, datanya berbeda dgn diatas,

Percentage check