Page 256 - DCAP304_DCAP515_SOFTWARE_PROJECT_MANAGEMENT

Software Project Management

Notes
Did u know? Control versus Quality
Control and quality are positively correlated with one another. If we do not take steps to
control the product and the process, we will not enjoy the benefits that quality brings to
the equation.
12.7 Progress Reporting System

To make sure that the project proceeds according to plan, you need to establish a reporting
system that keeps you informed of the many variables that describe how the project is proceeding
as compared to the plan.
A reporting system has the following characteristics:

 Provides timely, complete, and accurate status information.
 Doesn’t add so much overhead time as to be counterproductive.
 Is readily acceptable to the project team and senior management.
 Warns of pending problems in time to take action.
 Is easily understood by those who have a need to know.
Most project management software tools allow you to customize their standard reports to meet
even the most specific needs.

12.7.1 Types of Project Status Reports

There are five types of project status reports:
1. Current Period Reports: These reports cover only the most recently completed period.
They report progress on those activities that were open or scheduled for work during the
period. Reports might highlight activities completed and variance between scheduled
and actual completion dates.
2. Cumulative Reports: These reports contain the history of the project from the beginning
to the end of the current report period. They are more informative than the current period
reports because they show trends in project progress.
3. Exception reports: Exception reports report variances from plan. These reports are typically
designed for senior management to read and interpret quickly.
4. Stoplight reports: Stoplight reports are a variation that can be used on any of the previous
report types. Here stickers of the different colors are put on the top right of the first page
of the project status report. The purpose of the different color of stickers are as follows:
(a) Green sticker: It means the project is on schedule and everything seems to be moving
as planned. This sticker will signal to senior managers that everything is progressing
according to plan, and they need not even read the attached report.
(b) Yellow sticker: It means that the project has encountered a problem or there is a
schedule slippage. That is a signal to upper management that the project is not
moving along as scheduled but that you have a get-well plan in place.
(c) Red stickers: It means that a project is out of control. Red reports are to be avoided at
all costs because they mean that the project has encountered a problem, and you
don’t have a get-well plan or even a recommendation for upper management.
5. Variance Reports: Variance reports do exactly what their name suggests—they report
differences between what was planned and what actually happened. The report has three
columns:

250 LOVELY PROFESSIONAL UNIVERSITY