Project Management Reporting Procedures

Instructor: Amber Dixon

Amber works with graduate students enrolled in a virtual program and has a Master's of Social Work degree.

This lesson will review project management reporting procedures. It will identify and discuss the types of reports including project proposal, project plan, variance request and project status report.

What is Project Management?

Project management is a process involving the oversight of a team's development and implementation of a service or product. An example of project management is when a business is planning a new computer software program that will require employees to be retrained on certain aspects of their job responsibilities.

Documentation is a crucial area of project management to ensure that goal, progress, and timelines are met accordingly. There are various methods of documentation involved in project management. Common reports that are used to document a project include a project proposal, a project plan, a variance request and a status report.

Components of a Proposal

A project proposal typically has content that addresses the background of the project and objectives for the product's implementation. The objectives should be measurable in order for the project manager and team to track the achievement of these goals.

For example, the final objective for a healthcare practice is a health information exchange management system that is in accordance with the federal government's criteria. Some of the criteria includes implementation of a system that allows pharmacies to receive prescriptions electronically. The medical records must allow staff to restricted charts that are sensitive in nature.

The proposal for this system needs to include a statement of work to describe the tasks and duties of the project team. Let's look at an example:

  • Project scope: Execute an electronic health record system that complies with federal regulations. Have access to documentation tools and clinical assessments in order to improve patient care and coordination between medical providers.
  • Objectives: Workers will develop policies, procedures, and a training plan to execute electronic prescribing. Members will also set up privacy functions within the new system to protect patient identity and establish a plan for ongoing monitoring of information security.
  • Period of Performance: 1/15/2016 - 6/30/207
  • Project Manager: Associate Vice President Jane Doe
  • Physical Location: Work will be performed on the main campus.

Project Management Plan

The project management plan produces a critical document to aid in the layout, monitoring, and execution stage of a project. The project management usually creates this plan. The plan should be developed after thorough analysis and input from the project team and key stakeholders. The document clarifies how the project will be implemented, monitored and controlled by the project team members. It needs to include a description of how the project management team will manage the project. Factors in this plan may include scope, time, cost, quality, risk, procurement, human resource and communications management.

Let's look at an example. A public pool has a goal to make automated external defibrillators available on-site. The equipment has already been purchased but a detailed plan for execution is needed. The project management team sets out to create a project management plan. The plan will identify installation requirements, needs and costs. It will also designate and train staff to operate the equipment as well as create policies and procedures for it.

A Variance and Project Status Report

A variance is the difference between the project management team's expectations and what actually occurs. A variance identifies and manages these differences which often results in an adjustment of the completed timeline and technical or cost changes. Variances need to be tracked, recorded, and incorporated into corrective improvements.

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