Ministry of Agriculture & Lands
Project Status Report
Version 1.2
February 8, 2010
1. INTRODUCTION
1.1 Audience
1.2 Purpose
1.3 Assumptions
1.4 Other Standards
1.5 Outstanding Issues2.1 Ministry Name
2.2 Project Name
2.3 Reporting Period
2.4 Resources
2.5 Major Goal or Purpose
2.6 Project Dashboard
2.7 Project Timeline Overview
2.8 Key Accomplishments This Period
2.9 Issues Requiring Escalation
2.10 Key Dates to Completion
2.11 Activities Planned This Period
2.12 Report Prepared by3. CONCLUSION
VERSION CONTROL
This section of the document is to be used to control the various versions or releases of the document.
| Version | Details/Description | Distribution | Date | Author | Org |
| 0.1 | First Draft | Whole Document | July 3, 1997 | Dave Knox | IMB |
| 1.0 | Published to the Web | Whole Document | January 19, 2000 | Dave Knox | IMB |
| 1.1 | Minor Update | Whole Document | September 20, 2000 | Dave Knox | IMB |
| 1.2 | Replacement of Status Report Template | Whole Document | February 8, 2010 | L Solomon | IMB |
DOCUMENT CONVENTIONS
The following document conventions are used in this document:
Details contained in the Project Status Report Outline "In Quotes" are to be replaced by Project specific information.This section contains a brief introduction of the document for the reader.
This document is intended for the use of Project Managers, in the preparation of Project Status Reports. All projects for the British Columbia Ministry of Environment and Ministry of Agriculture and Lands must follow this format for the production of regular project status reporting.
All
contractors engaged to perform Project Management are instructed to conform
to the project status reporting standard outlined in this document.
This fact must be specified in the RFP and
contract.
This document outlines the format and content of Project Status Reports, ensuring that there is consistency across all the Ministry's projects.
It is assumed that in order to make effective use of this standard, that the audience is familiar with the Ministry's System Development Life Cycle (SDLC) Overview, of which this standard is a part.
This standard is one of the standards associated with Project Management.
Other documents in the SDLC series.
There are no identified outstanding issues at this time.
This section describes the style and format to be applied to the body of every Project Status Report.
This Project Status report must be prepared by the Vendor Project Manager and presented for review and discussion at every project status meeting. This r
eport will outline the status of the project to the Ministry Project Manager and other Ministry project team members. In the event that a Vendor Project Manager is not assigned, the status report must be completed by the Ministry Project Manager to report status to the business area.
In addition, each Project Status Meeting must have meeting minutes or action items recorded by the Vendor Project Manager. In this way there will be a permanent record of discussions and agreements from the project status meetings.
The format of the Project Status Report is described below and should be read in conjunction with the Template included here Project Status Report Template.
Identify the Ministry for whom the project is being carried out.
The name of the Project for which the Project Status Report is being prepared.
The date for which this Project Status Report refers. Usually the date of the project status meeting.
Alternatively, this date could be the effective date of the Project Status Report which may be the Friday of the preceding week to which time all activities and budgets refer.
Identify the names of the main Project Resources of:
| Project Sponsor | The senior Ministry resource responsible for this project |
| Project Managers | The resources assigned from both the Ministry and the contract vendor with the overall responsibility for the coordinated success of the project |
Clearly identify the primary intent of the project being undertaken. Identify how the project will increase the Ministry’s effectiveness in delivering their services.
Use this section to identify the status of the scope, quality, time and budget of the project. Colour code each as identified (1 – Green – no issues to report; 2 – Yellow – issues but being managed; 3 – Red – Issues that need to be addressed). Add in supporting comments as required to justify the ranking.
Insert a visual to illustrate the project timeline and where we are on the timeline at the time of this status report. Either use the Visio image set shown in the template or include a snapshot of the MS Project Gantt Chart to illustrate this.
2.8 Key Accomplishments This Period
In point form, identify the accomplishments achieved in this reporting period.
2.9 Issues Requiring Escalation
In point form, identify any issues encountered in this reporting period which need to be escalated to the Project Sponsor and / or Steering Committee.
List all the major milestones and deliverables associated with the project. For each, provide:
| Target Date | The original or initial date set for the milestone or deliverable at the start of the project (Project Charter) and must not be changed for the duration of the project. This will enable comparison of the completion date(s) of deliverables over the time of the project |
| Revised Date | The projected date that the milestone or deliverable will be completed |
| % Compl | The percentage complete that the milestone or deliverable is currently at |
| Comments | Any supporting comments required to support the revised date or percent complete |
2.11 Activities Planned this Period (Week+)
In point form, identify the activities that will be worked on for the next reporting period.
Identify who prepared the status report and when it was prepared.
This document outlines the format for the production of Project Status Reports that will facilitate production of Project Status Reports with a consistent appearance.
