Project Reporting & Communication Strategies

This assignment focuses on developing a comprehensive project reporting and communication plan. It requires the student to analyze different stakeholder needs (e.g., sponsors, team members, line managers) and tailor reporting methods accordingly. The plan should address reporting frequency, content, structure, and communication channels for each stakeholder group. The assignment emphasizes the importance of clear, concise, and targeted communication to ensure project success.

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PROJECT GOVERNANCE PLAN PROPOSAL
By Student Name
Course Title
Professor
Name of the Institution
City and State
Date

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Table of Contents
Introduction....................................................................................................................................3
Methodology for tracking cost & schedule..................................................................................3
Recommended methodology for monitoring and controlling cost & schedule........................4
Project reporting............................................................................................................................5
CEO and Board project report....................................................................................................6
References List...............................................................................................................................7

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Project Governance Plan Proposal
Introduction
After the development of the ATA project management plan and the risk management analysis,
the next step is to identify the cost and schedule control/ monitoring method as well as the
effective communication method with different stakeholders. Some of the risks associated with
the implementation of ATA project in East Timor are insufficient of funds, inability to produce
sufficient electricity for homes, breakdown of components or equipment like regulator, batteries,
microcontrollers, fluctuation of escalating exchange rates which affect the sourcing costs, and
low standards of electrical systems.
Having an accurate project plan, schedule and a robust budget is fundamental in delivering the
ATA project. Without close monitoring of the project during the implementation period there is
high probability that it would not be delivered within its schedule and estimated cost. There are
several techniques acceptable by the PMBOK in controlling and monitoring the project schedule
and cost. The monitoring and controlling techniques include Earned Value Management (EVM),
Forecasting, To-Complete Performance Index (TCPI), Variance Analysis, and Performance
Reviews (Gudda, 2011, p. 93).
Methodology for tracking cost & schedule
Earned Value Management (EVM) is a mathematical analysis technique used to measure the
actual performance a project in reference to its schedule and the budget. The forecast technique
is based to the actual performance. For example, after completing 25% of the project, the
manager have the ability to forecast the degree of delay based on schedule and budget. Likewise,
the To-Complete Performance Index (TCPI) is used to estimate the required project performance

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in the case of over budget or delays. Conversely, the Variance Analysis determines the variance
between the actual performances from the expected performance (Taylor, 2008, p. 111). The
project team should then take corrective and preventative actions based on the findings of the
analysis. Lastly, the performance review technique focuses on the health of the project. It mainly
checks the schedules, quality, team morale, and scope and cost elements (Lester, 2006, p. 56).
Recommended methodology for monitoring and controlling cost & schedule.
The integrated time-cost management system (ITCMS) has been recommended to be used by
Kate to monitor and control the project based on the factors cited below;
For the purpose of the ATA project, an integrated monitoring and controlling technique will be
applied. The integrated time-cost management system (ITCMS), which is based on four
parameters of cost and time estimating, visualization, scheduling, and EVM, will be used to
monitor the real-case scenario of the project. The technique was chosen because it incorporates
the elements of all the other techniques as well (Morris & Pinto, 2010, p. 99). Likewise, it also
takes advantage of visualization tools and improved coordination of the project team to provide a
detailed analysis of cost, time and schedule values used under each component of project model.
With the help of the EVM, the technique will ensure a close monitoring of the ATA project’s
budget, time and schedule during the entire period. Most of the work under the ITCMS will be
accomplished using MS project, Autodesk’s Revit. Microsoft Excel, Navisworks, and Quantity
Takeoff (Gudda, 2011, p. 116). Some of the benefits associated with the monitoring and control
technique are;
a) Its ability to associate each project component with detailed cost and time values,
b) Estimating the project process based on the automated outputs,

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c) Creation of baseline budget and time which act as a reference to the actual project
performance,
d) And, a visual tools which foster better coordination among the project stakeholders. The
technique is more helpful to team members who have less management and technical
knowledge.
Project reporting
The project manager is expected to spend a lot of time in determining the kind of report to send
to respective team members. How and when the reporting is done is also a major factor. The
manager should also not risk sending different reports to different stakeholders. To effectively
send right information, at the right time and to the right person, the following reporting
techniques will be adopted when dealing with different project team players (Ghant, 2012, p. 67).
a) Project Sponsor (Google): The sponsor would be informed on the real situation facing
the project. However, since they are busy most of the time, they would prefer yes/ no
answers to their questions. They are interested to know whether the project is on track or
if there is need to overhaul the entire process. The sponsor will also be informed on the
changed related to the budget, timescales or scope that need their approval or rejection.
Lastly, the sponsors will be informed on the arising problems, options and
recommendations to address the problem. Based on this facts, the ATA project manager,
will adopted a summarized and structured reporting methods with addresses the key
issues when communicating to the Google (Ghant, 2012, p. 83).
b) Team members: the team requires detailed but less structured reporting. Therefore, the
team will meet regularly to provide guidance, allocate new work and check status of the
project. The meetings will be done in a team or individually (Ghant, 2012, p. 85).

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c) Other stakeholders: These group of people will be provided with general information
about the project because they are not required to make authoritative decisions about the
project. They will be updated on the general progress of the project.
d) Line mangers: They are core to the success of the project. Line managers will be
provided with detailed report on the team’s progress on a monthly basis. Therefore, the
reporting would be detailed and structured (Ghant, 2012, p. 97).
In summary, whichever the interested party being addressed, the reporting will be structured
using headlines, short sentences and bullet points to enhance simplicity.
CEO and Board project report
Reporting and communicating to these group is a bit complex because they have busy schedules
and they tend to move a lot. The reporting and communication with the members of the
Governance Board in the same premises will be done through regular meetings either formal or
informal. However to communicate with the virtual members of the board, electronic
communication methods such as video conferencing will be used (Ghant, 2012, p. 112).
The communication with team players will be categorized into two i.e. synchronous and
asynchronous. Synchronous communication will be used when there is an inclusive participation.
Synchronous communication will be used during monthly, quarterly, semi-annual and annual
meetings. In other words, asynchronous will be used when reporting/ communicating with
specific individuals either formally or informally (Ghant, 2012, p. 114).

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References List
Ghant, T., 2012. The Lost Art of Project Status Reporting. 2 ed. London: Plumbline Publishing
Group.
Gudda, 2011. A Guide to Project Monitoring & Evaluation. 1 ed. New York: Wiley.
Lester, A., 2006. Project Management, Planning and Control: Managing Engineering,
Construction and Manufacturing Projects to PMI, APM and BSI Standards. 1 ed. Heinemann:
Butterworth-Heinemann.
Morris, P. & Pinto, J. K., 2010. Project Control. 1 ed. New Jersey: John Wiley & Sons.
Taylor, J., 2008. Project Scheduling and Cost Control: Planning, Monitoring and Controlling
the Baseline. 2 ed. London: J. Ross Publishing.