1. Recommendations for using this ‘framework’ template
This template has been created to provide a flexible approach to Project reporting.
It can be used as a Project Board Report, Highlight Report or End of Stage Report.
At the back of slide deck there are suggested additional and alternative slides for the PM to use as they feel appropriate.
The PM can ‘tailor’ these slides i.e. add, amend, delete, ‘pick and mix’ slides as necessary to meet the requirements of their Project Board.
The content and communication frequency should be agreed with the Project Board.
Status Reporting RAG Definitions are available on the Central Project Status Page under ‘Help on this Page’.
Please remove this slide prior to completion.
Department: Technology IT DSO
03 January 2019

2. Project Board Report [DATE – DD/MM/YY] Department: Technology IT DSO
03 January 2019

3. Project Board Report - <Project Name>
Contents
Minutes from previous meeting
Review of progress
Project budget review
Review of plan
Risks and Issues review
Dependency review
Review change requests
Summarise and agree actions arising
IT DSO
03 January 2019

4. Project Board Report - <Project Name> Green
Project Summary
Key Project Highlight
…..
Finance
External Capex
IAF Cover = £940,000
Approved Budget FY09/10 = TBA
Previous FY Spend =
YTD Spend =
Estimate to end of Project =
Internal Capex
IAF Cover = £132,000
Approved Budget FY09/10= TBA
Key Issue/Decision
Board Awareness …
Board Decisions ….
Key milestones to be achieved next month …. …
For a Type 1 project i.e. that only impacts a small number of systems in a single domain and small number of internal business users, this summary page and a milestone page might be the only slides required.
IT DSO
03 January 2019 4

5. Project Board Report - <Project Name>
Project Summary
Current
Previous
Comment
Overall
Milestones
Resources
Finances
Issues
Risks
Dependencies
IT DSO
03 January 2019

6. Original Baseline Date Latest Forecast/ Actual Date
Project Board Report - <Project Name>
Project Summary - Milestones
Milestone
RAG Status
Type
Original Baseline Date
Current Agreed Date
Latest Forecast/ Actual Date
Comments
Gate 0
N/A Achieved
Planned
14/11/08
Gate 1
Indicative
01/12/08
Gate 2
Gate 3
Gate 4
Go Live
Gate 5
Gate 6
IT DSO
03 January 2019

7. EXAMPLE Project Board Report - <Project Name> Finance £20,000k
Costs
Gate 0-3
Gate 3-6 estimates
IAF Approval to Gate 6
£100,000k
Estimated Project Costs
Capex
Opex
Internal Labour
Total
£10,000k
£0,000k
£20,000k
3 year NPV
5 year NPV
£51,000k
Payback in Months 23
EXAMPLE
An alternative format can be found at the back of this slide deck
IT DSO
03 January 2019

8. EXAMPLE Project Board Report - <Project Name>
Project Summary - Schematic
EXAMPLE
An alternative format can be found at the back of this slide deck
IT DSO
03 January 2019

9. Project Board Report - <Project Name>
Risks
Owner
Description of Risk
Impact of Risk
Impact Date
R A G
Mitigating Actions
Contingency Due Date
Please add or delete rows as appropriate
This table could be replaced with a link (which could be useful if you wanted the log to be reviewed prior to your meeting). The downside to this approach is that you will not have a detailed audit trail at the time of this report to refer back to.
IT DSO
03 January 2019

10. Project Board Report - <Project Name>
Issues
Owner
Description of Issue
Impact
R A G
Mitigating Actions
Mitigation Due Date
Please add or delete rows as appropriate
This table could be replaced with a link (which could be useful if you wanted the log to be reviewed prior to your meeting). The downside to this approach is that you will not have a detailed audit trail at the time of this report to refer back to.
IT DSO
03 January 2019

11. Project Board Report - <Project Name>
Dependencies
Owner
Description of Dependency
Impact
R A G
Mitigating Actions
Mitigation Due Date
Please add or delete rows as appropriate
This table could be replaced with a link (which could be useful if you wanted the log to be reviewed prior to your meeting). The downside to this approach is that you will not have a detailed audit trail at the time of this report to refer back to.
IT DSO
03 January 2019

12. Project Board Report - <Project Name>
Change Requests
Please enter a high-level text summary of any Change Request raised.
IT DSO
03 January 2019

13. Project Board Report - <Project Name>
Suggested Additional Slides
Project Overview and Commercial Goals
Business Update (e.g. organisation/policy/infrastructure/process changes that could impact your project)
Project Approach
Resource Update
Candidates for reward and recognition
Test Results
Launch and Implementation Approach/Plan
Graphical representation of major portfolio dependencies with dates
Lessons Learnt
IT DSO
03 January 2019

14. Project Board Report - <Project Name>
Project Roles and Responsibilities
Project Sponsor (Executive) - Name TBA
Ultimately responsible for ensuring that the Programme or Project meets its objectives and realises expected benefits. The Sponsor is authorised by the SPMB to direct the Programme or Project and take decisions as required.
Senior User – Name TBA
Responsible for ensuring that the Project or Programme solution meets the user needs within the constraints of the Business Case in terms of quality, functionality and ease of use.
Senior Supplier – Name TBA
Responsible for ensuring that delivered products meet the business requirements in line with quality, budget, schedule and scope. To represent the interests of those designing, developing, procuring and implementing the project products.
Programme Manager – Name TBA
Manage Programme on behalf of Sponsor. Takes accountability (shared with Project Board) for project delivery to agreed time/cost/quality. Facilitate effective project governance and controls.
Project Manager – Name TBA
Has the authority and responsibility to manage the project (to time, cost and quality) under the programme umbrella on a day-to-day basis to deliver the required products within the constraints agreed with the Project Board.
IT DSO
03 January 2019

15. EXAMPLE Project Board Report - <Project Name>
Project Summary – Assurance Statement
Document
Date Delivered
Approval Status
TAR Responses
(if applicable)
Investment Appraisal Form (IAF)
June 2008
Approved
Business Requirements Specification (BRS)
Not required, no new process being created
Issue raised
EXAMPLE
Detail all mandatory deliverables as detailed in the VPDL gate requirements
IT DSO
03 January 2019

16. EXAMPLE Project Board Report - <Project Name> Benefits
Project Benefits in IAF £k (over 5 yr period)
Benefit Type
Benefit Description
Realisation Date
£500k
Opex Avoidance
Removal of support costs on Platform A
March 2008
EXAMPLE
Latest Forecast Project Benefits £k (over 5 yr period)
Benefit Type
Benefit Description
Realisation Date
£450k
Opex Avoidance
Removal of support costs on Platform A
September 2008
IT DSO
03 January 2019

17. Project Board Report - <Project Name>
Planned Activities (including Milestones) – Period <Enter Timescale>
Description
Baseline
Actual
Forecast
Reason for Variance
Please add or delete rows as appropriate
IT DSO
03 January 2019

18. Project Board Report - <Project Name>
Activities (including Milestones) for Next Period <Enter Timescale>
Description
Baseline
Actual
Forecast
Reason for Variance
Please add or delete rows as appropriate
IT DSO
03 January 2019

19. Project Board Report - <Project Name>
Suggested Alternative Slides
IT DSO
03 January 2019

20. EXAMPLE Project Board Report - <Project Name>
Project Summary - Schematic
EXAMPLE
Commentary
Phase 4 effectively on hold, pending contract signature.
Phase 6 – ATM work stream progressing.
IT DSO
03 January 2019

21. EXAMPLE Project Board Report - <Project Name> Finance
Internal Capex £k
External Capex £k
Actual Spend YTD
30k
40k
Baseline Spend YTD
(Forecast Spend according to current baseline)
35k
50k
Latest Best Estimate (Actual Spend YTD + Forecast Spend to end of FY)
70k
100k
Baseline Budget Allocation for the FY (2+10, 9+3 etc)
75k
98k
Remaining Budget/Overspend (Budget Allocation – LBE)
-5k 2k
Project Spend Previous FY
150k
IAF
200k
300k
EXAMPLE
IT DSO
03 January 2019

22. Project Board Report - <Project Name>
Finance
FY 05/06 Budget Allocation
Spend to Date
ETC
LBE
Variance
Reason for Variance
IT DSO
03 January 2019

23. Project Board Report - <Project Name>
Template Owner
This template is owned by the IT DSO
Please contact the mailbox if you have any suggestions for improvement
VERSION UPDATED BY DATE REASON
1.0 Karen Pounds 17/2/09 Created
2.0 Karen Pounds 2/4/09 Amended (minor wording changes and additional summary slides)
IT DSO
03 January 2019