PROJ6003 Project Execution and Control-Part A: Discussion on Status Reports in Project Management
Part A: Module 4-5 Discussion Forum Each student will construct a post in approximately 850 words to the following questions and post on the Module discussion forums by the end of Module 5. Students will be graded individually on how students demonstrate/share theories and contribute to the general discussion of the topic within the group over weeks 7, 8 & 9.
Module 4-5 Topic: Project Status Reporting
Identify effective status reports used in project management. Discuss the challenges and pitfalls of different status reports. Explain the difference between the status reports provided for teams, sponsors, and steering committee. Considering the given case study, how might these reports be applied?
Effective Status Reports Used in Project Management:
In the project, the project is having problems with status reporting. The project has issues because of a lack of coordination, and each functional team is not coordinating well with other groups. The project status report got problems when the project status lacked coordination over the completed work and schedule variance (Project Management Videos, 2012). These issues got severer when the project team developed problems related to the functional structure of management. Thus, the discussion considers the effectiveness of status reports in project management (Heldman, 2013). Different status reports may cause challenges and pitfalls, and they are essential to discuss. Status reports may be various for different teams and parties in the project team. In the case study of the Lyle Construction Project, these reports have a link with each other.
Project status can be noted with the help of different status reports as in the following:
Work Completed Report:
The report shows the completed work as per the plan. The project team compiles the report so that the completed work and yet to complete work may be distinguished. It helps to know the status of the work completed.
Schedule Variance Reports:
The project has actual and planned targets and milestones. The successful project follows these targets, and there is ideally no gap between planned and real goals. The schedule variance report helps find the variance between actual and planned goals so that the actual status of the project remains in the knowledge.
Cost Variance Reports:
The project has an essential element related to cost because financial resources ensure completion of project outcomes. The activities must be within the cost associated with each activity. Cost variance report helps know the actual value and planned cost estimates.
Risks Assessment Report:
The report in project management is helpful because it assesses risks on the way to achieving goals and milestones of the project. Any risk prohibits achievement and completion of project outcomes timely and effectively. Therefore, the risk assessment report helps find the status of risks posed to a project.
Issues Report:
Issues report identifies problems faced by a project and its team to find out any challenges or bottlenecks. Issues arise when the project team works together, and it may get intense when problems become complicated. Therefore, the issues’ report helps a project manager to take corrective actions to solve issues.
Change Management Report:
In the context of issues reports, risk assessment changes, and findings from other status reports, a project may need a change. The purpose of this report is to keep the project on track os that project outcomes may be achieved.
Challenges and Pitfalls of Different Status Reports:
The importance of status reports in project management is high, but it gets more critical when a matrix organizational structural oversees and runs a project. Each status report has the benefit of presenting a picture that is real. From the reports, the most significant issue is related to data gathering and ensuring the reliability of data (Heldman, 2013). Cost variance, work completed report, and schedule variance reports have transparent and authentic information because measurement of these components is more straightforward. However, comparing results and status from different reports may be challenging where the presented picture of each report may differ. Risks assessment and change management reports may also vary as various parties to a project may have their own opinions (Heldman, 2013). Specifically, the work completed, and cost variance reports have been focused on this paper, and they have the least level of challenges and pitfalls in presenting the status of the project.
Difference between the Status Reports for Teams, Sponsors, and Steering Committee:
Different members of the project need various status reports. For instance, the steering committee is interested in all reports because it has to make decisions based on reports. The most important reports for the steering committee are risk assessment reports because it can help them to take proactive steps. For sponsors, status reports on the health of the project and financial stability are essential. In this regard, cost variance and schedule variance reports are useful for sponsors. Team members need reports like issues reports and change management reports because the status of these reports affects their working in the project.
Application of Reports on the Case Study:
The discussion finds that status reports are essential because they allow members and stakeholders of the project to know about what is going on in the project. It is missing in the Lyle Construction Project. Status reports give essential information, notably about the work completed and schedule. These reports also talk about schedule variance. However, the case study shows that there is apparent deviance from the issuance of status reports at different levels. Don Jung is not to blame, but the matrix organizational structure is not working well. Different functional teams in the project are not coordinating with status reports that cause problems with the project. The case study highlights the importance of project status reports that share common interests and proceedings going on in the project. It helps the project to be on track and effective.
References
Heldman, K. (2013). PMP: Project Management Professional Exam Study Guide (7 ed.). Sybex.
Project Management Videos. (2012). Top 5 Types of Project Management Reports. Retrieved from https://www.youtube.com/watch?v=GmI-d2O_O9w
