This section introduces the five main reports commonly used for project control and reporting. The sequence of reports is represented in the flow chart below.
|The Project Brief is generally the first document. It is
produced when the project is initiated by the Project Sponsor
following a Project Proposal stage. It should establish for the
|The Project Plan (sometimes called project
initiation document or project scoping report)
is the second document. It is produced by the Project
Manager following a brief Project Scoping Study. It should build
on the Project Brief developing it to establish:
|The Project Progress Report is produced by the Project
Manager in agreement with the Project Sponsor. It should
|The Post Project Evaluation is not produced for all
projects. When it is, it is produced by the Project Manager at
the request of the Project Sponsor. It should establish:
Key points are:
Some reports are more specific than others. The structure for the Project Plan is the most specific as this document will be used for central coordination of the organisations projects. Others are less specific in that their content may need to vary from project to project. For these the content should be agreed between project manager and project sponsor.
The reports are progressive, for example, information in the Project Brief provides the basis for similar information in the Project Plan. This can be seen in the Project Report Matrix which summaries the contents of the reports.
Regarding timing of the reports, it is generally best practice to produce them at a natural end-of-stage rather than at regular intervals.