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Business Process Outsourcing 2 (BPO2)

(Module 10)

PROJECT REPORTING

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Business Process Outsourcing 2 (BPO2)
(Module 10)

Topics Overview
 Project Reporting
 Writing a Project Report

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Business Process Outsourcing 2 (BPO2)
(Module 10)

Project Reporting
Introduction –

Writing a project report can be a daunting task if you don’t start with an
organizational plan. Project reports commonly contain the same basic elements
that provide readers with information regarding the project’s goals, plan, budget
and outcomes.

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Business Process Outsourcing 2 (BPO2)
(Module 10)

Project Reporting
Writing the Project Report –

• Determine what type of project report you will be writing.


Common project reports include proposals, scope of work
recommendations, status updates, variance analyses and final reviews and
recommendations. This will help you deliver the exact information your team
members, supervisor or other stakeholders want.

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Business Process Outsourcing 2 (BPO2)
(Module 10)

Project Reporting
Writing the Project Report –

• Write an outline for your report. Include a cover page, contents page,
executive summary, main body and appendix.
Decide which categories of information you will address. Depending on the
type of report you’re writing, these can include goals, project methodology, staff,
resources needed, duration, success benchmarks, budget, variances, deliverables,
deadlines, outcomes and recommendations.

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Business Process Outsourcing 2 (BPO2)
(Module 10)

Project Reporting
Writing the Project Report –

• Gather the information necessary for completing each section.


This might require conducting interviews with people requesting the project,
staff members working on the project and stakeholders who are the target of the
project, such as customers, internal employees or vendors and suppliers. Get
historical data, such as previous sales volumes, budgets, participation levels and
demographic data.

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Business Process Outsourcing 2 (BPO2)
(Module 10)

Project Reporting
Writing the Project Report –

• Write the first draft of the executive summary, which is a brief overview of
the report.
This should include the reason the reader is getting the report, the basic
highlights of the report and recommendations. Do not include the finer details in
an executive summary, which is often a half-page overview. Provide details and
support in the body of the project report.

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Business Process Outsourcing 2 (BPO2)
(Module 10)

Project Reporting
Writing the Project Report –

• Write each section of the report using your data and interviews.
Organize the sections using a logical order. For example, don’t start with the
budget until you have explained the components needed for the project. This will
let you avoid having to explain each expense and why it’s needed twice. Don’t list
the names of staff working on the project until you have listed the project
components. For a variance section, include the original excepted outcomes and
then the actual results.

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Business Process Outsourcing 2 (BPO2)
(Module 10)

Project Reporting
Writing the Project Report –

• Finish the report with a summary and recommendations based on the your
findings.
Use data to support your conclusions and recommendations. Refer readers
to the appendix of your paper, which will include detailed support information,
such as detailed budges, graphs, charts and other technical data.

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Business Process Outsourcing 2 (BPO2)
(Module 10)

Project Reporting
Writing the Project Report –

• Review your executive summary to determine if any of your initial summation


should be changed based on the information you discovered while writing
your report.
Write the final version of the executive summary.

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Business Process Outsourcing 2 (BPO2)
(Module 10)

Project Reporting
Writing the Project Report –

• Compile the information in your appendix and place it in the order the
information appears in your report.
Go back to your report and include footnotes or page numbers to direct
readers to appendix information.

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Business Process Outsourcing 2 (BPO2)
(Module 9)

References:
• Microsoft Office: Create and Print a Basic Report
• Dartmouth: Project Management Reports

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