Project Status Report
A – General Information FREQUENCY
Project Name < Project Name > Distribution list
Report Prepared < Name > Please refer to the Project Charter, or list to whom the
by report is addressed
Project Sponsor: < Name >
Date:
Reporting Period From to
B – Executive Summary
Overall Status
CONTROLLED CAUTION CRITICAL REASON FOR DEVIATION (COMMENTS)
Budget:
Schedule:
Scope:
Quality:
For each constraint above, please tick only one choice with the symbol
Executive -
Summary -
information -
C – Scheduled Key Milestones / Deliverables
Milestone / Deliverable Expected Revised Actual on… % Status
on…
COMPLETED
COMPLETED
IN
PROGRESS
IN
PROGRESS
Not Stared
Not Started
D – Open Action Items
# Title Expected Owner/Approver Status Reviewed Date
Delivery
1 COMPLETED
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2 IN
PROGRESS
3 Not Stared
E – Issues, Risks, Challenges and Discussion Items
# Title Description Owner Status
1 Risk item 1 Risk description
<Name > CLOSED
2 Risk Item 2 Risk description
< Name> OPEN
Please attach the Project Risk Register and Project Issue Log if necessary
Project Risk Register
Project Issue Log
F – Accomplishments/Plans
Accomplishments during this reporting period:
Plans during the next reporting period:
* For all sections, add items if more lines are necessary (actions, deliverables, risks, etc.) or put “NA”
G – Instructions (to be used as a guideline for fulfilling the project charter)
When to use
This document is used by the project manager during the project meeting with the project team and
invited stakeholders
Report audience
This report is addressed to the distribution list mainly composed of the project team and defined key
stakeholders in accordance with the communication strategy sketched out in the communication
management plan.
You could refer to the distributions list by mentioning :
Project Charter N°
Created Outlook’s Alias for the distribution list
Write down the names of other invited stakeholders besides the project team
When to send
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Project Status Report
G – Instructions (to be used as a guideline for fulfilling the project charter)
This status is sent after the project meeting (however, the project manager should always have an
agenda before each meeting)
Frequency: The regular frequency of the project meeting (weekly, biweekly, monthly…). You
probably previously defined this in the project charter or in your communication management plan.
In some corporations, the frequency could be set under the generic report management rule in their
escalation management policy within their organizational process assets.
Project name: In this section, please mention the name givan to the project by the organization. It
could be a project among the project’s portofolio or a sub-project of a program.
Prepared by: The project manager has the ultimate responsibility of the project status/progress
Date: Date of project meeting
Reporting period: The start and end date that this report covers (all data collected, retrieved and
treated during this period)
Sponsor: Provide the name of the person or group who provides resources and support for the
project, and is accountable for enabling success. By signing off the project charter, the sponsor will
formally authorize the project and assign the project manager.
Overall Status
In this section, you need to address a summary of the project status based on budget, schedule,
scope and quality (examples below):
- “The project is under/within budget/schedule, has no scope creep and is in compliance with the
quality management plan; my project is under control.” Chose “controlled” for each item.
- “We expect that the project will go over budget, or past the scheduled date; there is a deviation
with the quality management plan and deliverables; a change not documented according to the
configuration/change plan, leading to scope creep. Chose “caution” for each item.
- The project is over budget and behind schedule; additional features require new specifications
out of the project’s initial scope; an extension to the project plan and costs must be conducted.
We may not be able to cover these unplanned changes/constraints with the management
reserves.
Scheduled Key Milestones/Deliverables
This section refers to the project plan and mentions key milestones (with initial scheduled dates,
last reviewed dates and final date of delivery); it also mentions progress (not started, in progress
and completed deliverables)
The delivrables completed are progressively deleted and updated with new scheduled delivrables
for the period; always link to the project schedule and report period.
Open Action Items
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G – Instructions (to be used as a guideline for fulfilling the project charter)
During the project weekly meetings, operational tasks are often allocated to the project team and
stakeholders. This section will allow you to take note of all operational actions out of the initial
project schedule; you need to assign an owner and ntarget date—and follow up on the status.
Remember that planning is a progressive elaboration; rolling wave planning is the one of most-used
methods to make estimation more accurate as the project continues and the project schedule is
broken down in detail progressively. This section is a key input for this method.
.
Issues, Risks, Challenges and Discussion items
In this section, provide the status of all pending open issues and risks with their updated status
(refer to the Risk Register and Issue Log to fulfil the same item title and description; it is
recommended to attach both to give members of the distribution list access to the detailed action
plan and status),
Accomplishments/Plans
In this section, summarize key delivrables accomplished and covered in the alloted period. Provide
a summary of all upcoming delivrables on the project schedule for the next period, including other
delivrables you will assign to the project team/stakeholders.
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