Performance reporting process

Performance reporting is the process of collecting and distributing performance information, including status reports, progress measurements and forecasts, to stakeholders. It tells how resources are being used to achieve the project objectives. In PMBOK it was a process of Communications Management (now part of Monitor and Control Project Work / Manage Communications).

Steps in the process

1. Collect work performance data: actual start/finish dates, hours, costs, percent complete, defects.
2. Analyse the data: compare with the baseline (variance analysis), trend analysis, earned value (CPI, SPI), forecasts (EAC, completion date).
3. Prepare reports in the format required by the communication plan.
4. Distribute to stakeholders by the planned medium and frequency.
5. Receive feedback and decide on corrective actions.
6. Update plans, change requests and records.

Work data -> Analysis -> Report -> Stakeholders
     ^                                |
     +------ corrective action <------+

Types of reports

Contents of a good report

Accomplishments, planned next steps, schedule and cost status, risks and issues, change requests, and decisions needed.

Tools and techniques

Variance analysis, performance review meetings, earned value, forecasting, reporting systems, dashboards (red/amber/green).

Outputs

Performance reports, forecasts, change requests, updates to OPA.

Importance

Keeps stakeholders informed, supports early corrective action, and builds confidence.

Example: A weekly dashboard shows SPI 0.9 and CPI 1.0, and lists a risk from vendor delay, so the sponsor approves overtime to recover the schedule.