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Project Reporting

Project Performance
Administrative Performance Organisational structureteams

Project and Administrative Teams


Techniques of Project Management

Project Failures
Badly conceived project without sufficient forethought or

examination of internal & external factors Ill-defined scope of work being agreed upon by participants Untimely changes in scope & objectives by stakeholders resulting in diverse performance Giving least importance to the user of project Ill-defined objectives & conflicting requirements of various organisations involved Badly organised project, with poor channels of communication, loose control system and lack of proper motivation resulting in confusion over responsibilities amongst project team

Project Failures
Inappropriate amount of planning vis--vis the scale of

project where stages were not clearly defined with agreed deliverables Underestimation of resources due to optimistic planning resulting in inefficiency and delays Lack of proper identification of risks associated with project & insufficient attention to actions to transfer or make contingencies for risks Making eleventh-hour contract strategy in project, when things can go wrong under limited options Poor change order control, resulting in upward revisions of cost during development of project

Project Review
Formal and systematic technical, financial and managerial

review of project Aims


Determine whether current and proposed project orgn is

suitable for task Evaluate approach of project team in setting & implementing objectives Verify progress achieved to date against planned schedules Examine effects of financial, material, manpower etc on progress Recommend changes necessary to improve performance

Project Review
Enables reviewer to review Current status of project at the time of audit as compared to project objectives Forecast result of project as compared with project objectives Management issues that may affect successful completion of project Risks associated with project Lessons that can be applied usefully to other projects

Project Review Methodology


Selection of Review Team
Establish basic parameters of project/observes project

status Perform diagnostic study Evaluate findings Develops various recommendations Prepares reports Calls for implementation of recommendations

Project Audit
Formal inquiry into any aspect of project Thorough examination of management of project Methodology and procedures Records Budgets and expenditures Degree of completion Project Evaluation appraises progress and performance of

project comapred to projects planned progress and performance Project Auditors Role
status of project reduce uncertainties

Expert measuring, confirming, investigating & reporting

Difficulties Establishing Audit Purpose and Scope


Clarify state of project in certain key areas Obj Creating awareness among proj staff of types and magnitude of problems Providing info about actual status of project Prompt identification of factors that might cause product quality problems/time/cost overruns Timely spotting of variety of problems associated with execution of projects Establishing appropriate standards and systems and recommending suitable work techniques Identifying specific trg needs wrt project tasks Formalising experience and expertise in project mgmt

Audit report
Current status of project Cost Schedule Progress quality Future status significant schedule changes Status of critical tasks Risk assessment Information pertinent to other projects Limitations of the audit

Steps carrying out Audit


Assemble team of experienced experts Familiarize team with requirements of project Audit project on site After completion, brief projects management Produce written report according to prespecified format Distribute report to PM and project team for their response Follow up to see if recommendations have been implemented

Project Audit Life Cycle


Project Audit Initiation Starting audit process Defining purpose & scope of audit Gathering sufficient information to determine proper audit methodology Project Baseline Definition Purpose establish performance standards Identify performance areas to be evaluated Determine standards for each area Ascertain management performance expectations for each area Develop program to measure and assemble requisite information

Project Audit Life Cycle


Establishing an Audit Database Create database for use by audit team

Past & current project status Schedule performance Cost performance Output quality

Preliminary Analysis of Project Purpose improve project being audited & improve entire process of managing projects

Project Audit Life Cycle


Audit Report Preparation

Project Audit Termination

Post-completion Audits
Audit after project has been commissioned
Regular post-completion audits Provide documented log of experience Enable firm in identifying individuals with superior abilities in planning & forecasting Help in discovering systematic biases in judgement Induce healthy caution among project sponsors Serve as useful training ground ROI

Project Termination
When work on a project has ceased or slowed to the

point that further progress on project is no longer possible When project has been indefinitely delayed When its resources has been deployed to other projects

Ways Close out a project


Termination by Extinction Project is stopped

End successful & achieved its goals End unsuccessful Changes in external environment

Termination by Addition Inhouse projects if successful

May be terminated by institutionalizing it as a formal part of parent organization

Ways Close out a project


Termination by Integration Most common way successful projects Property, equipment, material, personnel, etc distributed among existing elements of parent orgn. Output becomes standard part of operating systems Termination by Starvation Termination by budget decrement Project still exists as a legal entity complete with sufficient staff

Termination Process
Decision Process Whether or not to terminate Implementation process Carry out the decision Duties of termination manager Ensure completion of work, including tasks performed by subcontractors Notify client of project completion & ensure that delivery is accomplished Ensure that documentation is complete, including terminal evaluation of project deliverable and preparation of projects final report Clear for final billings and oversee preparation of final invoices sent to client Redistribute personnel, material, equipment, etc to appropriate places Clear project with legal counsel Determine what records to keep Ascertain any product support requirements, decide how such support will be delivered and assign responsibility Oversee clsoing of projects books