1. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 1 Chapter 13 Reporting Progress

2. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 2 Introduction When we talk about reporting progress, we are thinking about reporting upwards, boss,board, customer etc. But for the project manager there is also another group to report: the project team.

3. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 3 Introduction Reporting to the team can be very motivating experience, as team members can see the importance of their own contribution and the appreciation that others feel for their efforts.

4. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 4 Recipients of progress reports Recipients of the progress will differ from project to project but recipients are likely to include: The project manager superior: In an in-house IT department this may be a systems development manager or IT manager/director. Or in a systems company this would be business manager maybe for very large projects a board member.

5. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 5 Recipients of progress reports The customer: The person who pays for the project. The users: Who will use the new system. The quality assurance department, if there is one.

6. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 6 Recipients of progress reports Each of these groups have different reporting requirements. The users want to know when the new system be ready and when they need to start training and system implementation. The customer will also want to know the project is being done on a time and materials basis and costs.

7. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 7 Recipients of progress reports IT manager wants to know when resources will be required and when they will become free for other projects. Business manager wants to know the profitability of the project and quality assurance want to arrange quality audits at appropriate points in the project.

8. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 8 Frequency of reporting If reporting be made too frequent their production will take full time occupation If reporting be made infrequent causes losing the opportunity of raising the important issues and getting decisions made and clarified

9. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 9 Frequency of reporting Report should at least be prepared at the end of each project phases or perhaps keyed to project milestones. If the project has a very long stage some mid-stage report may be used.

10. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 10 Report content and format The reporting requirements should be established and agreed at the start of the project. In addition the format and structure of the reports needs to be agreed and documented.

11. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 11 Report content and format Exception reporting, assuming the project is running smoothly, this form of reporting should lessen the work involved for the project manager and enable everyone to concentrate on those areas that are not going quite well and need more management attention.

12. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 12 Report content and format There are disadvantages on exception reporting form that the users and the customer feels that everything is going wrong because they only see the failures. Many projects canceled for this reason.So that project managers needs to find a formula to not only showing problems but also emphasize the project’s achievements.

13. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 13 Reports to the customer A project identifier (project name, report sequence number,date of report) A short narrative review of progress since the last report Milestones achieved, with dates and comparison with planned dates. Problems encountered (with solutions and proposals) Current predicted project end-date and other important dates. Change requests (details of new ones, status of existing ones) Cost details

14. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 14 Reports to the users A project identifier (project name, report sequence number,date of report) A short narrative review of progress since the last report Milestones achieved, with dates and comparison with planned dates. A revised schedule of user interface activities (such as review meetings, prototyping demo, training and implementation dates)

15. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 15 Reports to IT and business management All details on the customer report and also include: Significant customer interface issues encountered – for example any disaggreements over the scope or specification of the work. Opportunities for additional work or follow-on business.

16. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 16 Reports to QA personnel A project identifier (project name, report sequence number,date of report) A short narrative review of progress since the last report Milestones achieved, with dates and comparison with planned dates. Quality problems encountered and solutions applied. Current predicted end-date and dates for significant quality events such as major reviews or stage-ends.

17. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 17 Reports to the project team It is less formal than others It is probably better to hold a team meeting and deliver a verbal report For larger projects, written communication may be needed.

18. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 18 Report Presentations The objectives of the projects and its expected benefits. The achievements to the date. The problems The vision of the future

19. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 19 Reporting in PRINCE2® Project initiation End-stage assessment Mid-stage assessment Highlight report Checkpoint Project closure

20. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 20 Summary Many people will wish to receive reports on the progress of the project. These includes the customer, the users, senior IT management and members of the project team.

21. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 21 Summary The reporting frequency needs to be set properly to higher the effiency of the project and the content and format of reports have to be designed for the needs of the recipients and written reports may be supplemented by presentations.

22. Prepared for Boğaziçi University SWE 523 course by Özgür Çetin 22 Thank you For your Participation