Project Name
[name of project]
Project Status Report
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Project Information
Project name
Reporting Period
Project Manager
Project Executive
Project Stage
Target Completion Date (of
stage or project)
Report Information
Author
Date prepared
Project Name, version 1.0
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Table of Contents
1. Executive Summary ..................................................................................... 3
2. Issues ............................................................................................................ 4
3. Accomplishments and Plans...................................................................... 5
3.1. Accomplishments during this Reporting period .................................................... 5
3.2. Plans for the next Reporting period ........................................................................ 5
4. Milestone / Deliverables Schedule ............................................................ 6
5. Gate Review Actions ................................................................................... 7
6. Financial Status............................................................................................ 8
6.1. Project Summary ....................................................................................................... 8
6.2. Cash Flow – $ spent and committed by month – actuals and estimates ......... 8
7. Risks ............................................................................................................ 10
8. Reference Guide (delete this Section) ................................................... 11
8.1. Time .......................................................................................................................... 11
8.2. Cost ........................................................................................................................... 11
8.3. Quality ....................................................................................................................... 11
8.4. Scope ........................................................................................................................ 11
8.5. Resources ................................................................................................................ 12
8.6. Risks.......................................................................................................................... 12
8.7. Overall Project ......................................................................................................... 12
Project Status Report, version 1.0
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1. Executive Summary
Date
#
Time
Cost
Quality
Scope
Resources
Risks
Overall
Project
Jan ‘14
1
R
G
G
R
G
A
R
Feb ‘14
2
G
G
G
G
A
G
A
3
1.1 Summary Comments
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Project Name
2. Issues
Performance
Areas
RAG
Status
Time
G
Cost
G
Quality
R
Scope
G
Resources
A
Risks
G
Overall Project
R
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Issues / Concerns
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3. Accomplishments and Plans
3.1. Accomplishments during this Reporting period

X
3.2. Plans for the next Reporting period

X
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4. Milestone / Deliverables Schedule
Milestone /
Deliverable
Project Status Report, version 1.0
Planned
Date
Current
Forecast
Actual
Status
Comments
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5. Gate Review Actions
Gate No.
Action
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Status
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6. Financial Status
6.1. Project Summary
Project Name
Total Project
Budget
$
Budget
(Current year) $
Costs
(Current YTD) $
Forecast
Expenditure
(Current year) $
Variance
(Current year)
$
Carry
Forward
estimate $
6.2. Cash Flow – $ spent and committed by month – actuals and estimates
Monthly expenditure
Project name 1
Project name 2
Project name 3
January
February
March
April
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Project name 5
Project name 6
Project Name
May
June
July
August
September
October
November
December
Forecast Total for year
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7. Risks
Path to Risk Register S:\Services_Resources\ITS\Shared\Projects\..................................................................................
#
Project Name
Project Status Report, version 1.0
Description of Risk
Likelihood
Consequence
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Risk Rating
Risk Treatment
Owner of Rsk
Project Name
8. Reference Guide (delete this Section)
This section is provided as a reference for Project Managers
Overview – Colour Status Criteria
The information below is provided as a guide to RAG reporting for each of the project
management knowledge areas being reported on in sections 1 and 2.
8.1. Time
The current stage of a project will have an expected completion date. There may be a tolerance
set to allow some extra time without further reference. Each time a report is produced, the Project
Manager must refer to their schedule and forecast the completion date of the stage.
Green: If the Project Manager is confident that the forecast completion date of the stage is on or
before the expected completion date, the indicator light should be set to Green.
Amber: If the Project Manger has reasonable doubt that the expected completion date will not be
achievable, the indicator should be set to Amber.
Red: If the Project Manager thinks it is likely that the stage will finish after the allowed tolerance
date, the indicator must be set to Red.
8.2. Cost
The Project Manager will be managing a budget as approved by the TPRB for the current phase.
This may include a tolerance amount as described in Financial Management. When each report
is due, the Project Manager should forecast the total expected expenditure for the phase, and
report accordingly.
Green: If the forecast expenditure is equal to or less than the approved budget (including
tolerance if appropriate), then cost should be reported as Green.
Amber: If the Project Manager anticipates that the total cost may exceed the approved budget
plus tolerance, then cost should be reported as Amber.
Red: If the Project Manager is reasonably certain that the project budget and tolerance will be
exceeded, then cost must be reported as Red.
8.3. Quality
Quality refers to the quality of deliverables for the project phase in progress. This could be
measured by the number of defects if the deliverable is software, or the number of issues from
review of a document.
Green: If the Project Manager is confident that the number of defects or issues is manageable
and will not cause any delays or excess cost, then Quality should be reported as Green.
Amber: If the Project Manager is in doubt about the quality of a deliverable or deliverables, or
foresees that reviews may be taking longer than planned, then Quality should be reported as
Amber.
Red: If the Project Manager believes that the number of defects is excessive, or that reviews are
going to cause delays, then Quality must be reported as Red.
8.4. Scope
The reporting of scope refers to how stable the scope of the project is. If there are a lot of change
requests, or the scope of the project is not clearly defined, it may cause concerns.
Green: If there are no or few change requests and the scope is signed off and stable, then Scope
can be reported as Green.
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Amber: If the Project Manager is concerned that there are more change requests than can be
handled, or that assessment of the change requests is having other impacts on the project, then
scope should be reported as Amber. It may also indicate that the Project Manager is losing
confidence that the agreed scope will in fact deliver the desired results.
Red: If the Project Manager believes that scope change requests are likely to cause a delay or
cost overrun, then Scope must be reported as Red. It may also indicate that the Project Manager
has serious doubts about the delivery of the desired results.
8.5. Resources
Reporting on resources is based on the resources that are assigned to tasks in the schedule.
Green: If all resources assigned in the schedule are available and there are no concerns, then
report as Green.
Amber: If there are concerns about the availability of resources, or for example an assigned
resource is thought to be considering resignation, then report as Amber. It can also indicate a
previously unknown skills gap within the team.
Red: If resources assigned in the schedule are not available and this is going to cause delays or
cost overruns, then Resources must be reported as Red.
8.6. Risks
All projects are subject to risks. Reporting on risks is linked to how manageable the risks are
thought to be by the Project Manager.
Green: If all identified risks have an acceptable handling approach, then report as Green.
Amber: If there are risks that are causing concern, and some intervention is needed from the
governing bodies, then report as Amber.
Red: If there are high or extreme impact risks that are likely to be realised and cause disruptions
to the project plan, then report as Red.
8.7. Overall Project
The overall Project category is reported as the "lowest common denominator" of all categories.
Green: This means that the Project may report as Green only if all categories are Green.
Amber: If any of the individual categories is reported as Amber, then the Overall Project must
also report as Amber.
Red: If any of the individual categories are reported as Red, then the Overall Project must also
report as Red.
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