What are the various types of reports prepared at different levels of authorities in a project

During the process of execution of projects, an important tool of management system are reports and reporting system for the progress monitoring of the projects. The objective of the reports is to inform to all concerned agencies and departments about the project on its physical as well as financial progress.



There are various agencies associated in the execution of the project and various authorities to control the projects. Unless there is a proper reporting system, people as well as departments concerned with the projects, may not know the complete details of the project. Thus, this is an important area in the execution and management of projects. Reports are prepared and submitted on physical as well as financial progress.

Small organizations generally entrust the jobs of project execution to a project consultant, who besides the consultancy services, provides the services of project management. While in the large organization, there will be a permanent project management department. Thus, preparation of reports will depend upon types of organization.

Similarly, mode of execution of project may be turnkey or non-turnkey, there will be various agencies preparing reports depending on the execution mode and type of organization. When there is a regular project management department in the company and the projects are executed with the departmental supervision, reports are prepared in-house project departments.

The periodicity of the reports may be weekly, monthly, quarterly. During the commissioning of the project, reporting may be more frequent. These reports may be required to be submitted to various authorities within the project management itself, executive director, manager Monthly reports are submitted to chief executive officer highlighting the action points at the higher levels.

The project report are prepared by:

1. Project consultants.
2. Turnkey contractors.
3. In-house project organization.

Report prepared by consultants, the consultant will substitute the function of an in-house project department reports will be more or less on the same lines as prepared by the in-house departments for the projects supervised departmentally.
Report prepared by the turnkey contractors, summary of important events in the months, key areas for action future, progress under various activities planned, submission and approval of design algorithm of the projects, procurements.

Reports prepared by the in-house project department, project department prepares two types of reports. One type of reports is supervising the projects being executed by the non-turnkey basis and the other type of report shall be a report as an independent project department. This report would be prepared and submitted for all the authorities.

Project department prepares and submits following reports:

1. Monthly progress reports, has following details.
- Important events.
- Profitability achieved for that period.
- New projects signed.
2. Summary report to project directorate.
- Status report for the on going project, it includes status of activities, sanctioned costs, schedule of commissioning.
- Highlights on the achievements of milestones.
3. Chairman’s report.
- Physical progress on contract packages which includes project sanction date, commissioning date, total sanctioned cost of the project, activity–wise progress.
- Project-wise milestones includes activities, remarks about the status, schedule completion date.


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