A collection of Safran Project report samples for project professionals

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1 A collection of Safran Project report samples for project professionals Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger

2 Contents Introduction... 2 About the Reports in This Document... 3 Executive reporting... 4 Portfolio Performance, Bubble Chart... 4 Portfolio Milestone Overview... 5 Portfolio Performance Trends... 5 Portfolio Performance History... 6 Portfolio Status Overview... 6 Portfolio Budget Overview... 7 Status reporting... 8 Status Barchart with frontline... 8 Status Histogram and S-curve... 9 Status Histogram and S-curves, by category Tabular Status Report Six Period Summary Bull s Eye Chart Progress Status Report Change Management Approved Changes Since Last Cutoff New Change Request Change Impact Schedule Change Impact Manhour distribution Total Change History Awareness Issues Manpower Peaks against availability, by resource category Manpower Peaks against availability, total Schedule Front Creep Schedule Risk Analysis Schedule Risk Analysis Gantt Chart Schedule Risk Analysis Probability Distribution Schedule Risk Analysis Tornado Chart Performance-based forecasting Productivity-Based Forecast in Gantt Chart Forecast values in S-curves and Histograms Burn Down S-curves and Histograms Alternative Estimate at Completion (EAC) Calculations Variance At Completion (VAC) Trend Analysis Earned Value Method reports Formats Special reports OMB 300 and NASA 533 M Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 1

3 Introduction Within this collection of Project Controls Report Samples, you ll find typical reports used to demonstrate the ongoing status of a large multiphase project. As a Project Controls professional, you may find that these reports help you to determine a desired state for your project reporting function. We encourage you to browse the following samples and consider how they might impact the ability to report on projects, or streamline your reporting process. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 2

4 About the Reports in This Document All reports included are configurations of standard templates included with Safran software, and are widely regarded among both clients and competitors as the most comprehensive and industry-focused reports available in the project management software market. Safran reporting is generally favored due to the availability as a standard product deliverable, the embedded flexibility, and powerful synthesis of multiple project management data sources and types. Further, Safran reports are accessible without expert training by any end-user with project management and PC literacy skills. With better accessibility to reporting data and the ability to produce reports in mere minutes, Safran empowers users with a vastly simplified reporting process that saves valuable project time, and produces reports more easily understood by the wider project team. Reports can now be a commodity instead of an obstacle. The data used to produce the sample reports found here report is fictional, but representative of a general rig design and construction job undergoing engineering, fabrication, assembly and testing, in addition to general management. The reports contained within this document show: Executive-level comparison of this project to other projects in a portfolio Current status of a project Budget change history and implications Identified awareness issues Schedule Risk analysis Forecast and look-ahead For each report type, it is possible to narrow the data selection by employing filters. Filters can be created ad hoc or saved by name and reused for the same report, other reports or in input screens. Reports can be grouped by common information attributes. Time scales and units can be adjusted, colors, fonts, legend information and many other settings can be changed to meet reporting needs. Each project organization can quickly build a tool set of fixed configurations for consistent reporting, along with other setups that are used for modelling and monitoring the project as it is planned and executed. All project participants have the ability to generate reports, offering necessary information control for each project team member, at any level of operation. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 3

5 Executive Reporting Executive reporting A Safran Project database can hold an unlimited number of projects, and each project can be part of an unlimited number of portfolios. Using Enterprise Codes that your project organization can establish according to the project execution model, all projects and portfolios can be arranged in a structure that is easy to navigate, view in detail or at a summarized level, and all are specific to the way your organization runs projects. Key performance figures can be calculated and compared across otherwise independent projects, both with respect to the current situation and for historical values leading up to where the portfolios stand today. Any single projects or project organization areas that stand out from the expected development are thereby easily identified at an early stage, and can be made subject to further evaluations and modelled for corrective actions. Portfolio Performance, Bubble Chart Bubble charts are used in portfolio reporting to identify and compare the performance of a selection of projects each identified by a given color. The axis values show performance against budget and schedule execution. The size of each project mark is relative to the budgets within the selection. This plot illustrates the immediate condition of the portfolio, and demonstrate if any projects are falling out of the anticipated progress development. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 4

6 Executive Reporting Portfolio Milestone Overview Using this report, key decision points can be rolled up and presented across the portfolio, given a minimum standardization of the project structure. This information can be very helpful to keep control of timing for critical decisions when assessing which projects should take priority, or be executed all. Portfolio Performance Trends Historical performance trends within the portfolio can be also be monitored using Safran standard reports. These give early warnings if any project is moving away from the normal range of performance values, and should be subject to more detailed follow-up procedures. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 5

7 Executive Reporting Portfolio Performance History Yet another way to view performance trends within the portfolio is by using a histogram and a trend line. Safran Project has a special report for this which also can be used at portfolio level. This gives an instant status of today s total performance and the history behind it. Portfolio Status Overview In this report, a portfolio of projects can be presented in comprehensive Gantt charts, grouped by higher level Enterprise Codes and exposed down to the desired detail level. Table columns and graphical elements can be designed to provide key information about critical control parameters throughout the portfolio. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 6

8 Executive Reporting Portfolio Budget Overview Budget Overview reports provide a view of portfolio project budgets presented in S-curves and histograms. As shown below, the information can be split across the contributing parts, making it easy to identify any total peak values and to understand where the contributing values originate. This report is updated in real time if a project schedule is altered, making it an interactive modelling tool for optimized resource leveling. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 7

9 Status Reporting Status reporting Project status reports are fundamental to Safran Project s standard reports. At all times, the present condition of the project or parts of it can be viewed in a number of different report views available in the core application. Possible control parameters include manhour and cost expenditure, manpower usage, physical and time progress, earned value method calculations, estimate to-complete figures, frontlines and more. Using free fields and user-defined formulas, a wide range of customized key performance indicators can be set up to fully deliver the monitoring tools the project and its stakeholders require. Present values can be compared with corresponding calculations for previous project periods, thus quickly displaying any positive or negative trends that should be consciously addressed in a timely manner before schedules and budgets are affected. Status Barchart with frontline All schedule barcharts can be configured freely with given columns, bars, summary levels, colors, filter and many other items to identify durations and progress. Using progress bars or a frontline, it is easy to compare the current results to the originally planned values. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 8

10 Status Reporting Status Histogram and S-curve Histograms and S-curves can be configured freely with given columns, lines, table entries, colors, filter and many other items. A Status histogram and S-curve quickly demonstrates the current state of the project, and trends over time are perceived at a glance. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 9

11 Status Reporting Status Histogram and S-curves, filtered and broken down by category Histograms and S-curves can also be filtered to contain only the relevant selection of activities that the user wants to study. A report can be broken down in groups, automatically broken into single pages by common activity attributes values. Reports like this quickly enable all parties to monitor and control sub-categories of activities that otherwise hide insight into crucial trends during execution of the project. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 10

12 Status Reporting Tabular Status Report In a Tabular Status Report, key figures for the whole project can be presented in a comprehensive tabular format that compares budgets to periodic and to-date achievements. Breakdown level, sections, columns and colors can be selected, and groups of activities can be selected or omitted as relevant. If a higher-level group item should stand out, further reports can be created within this group at a more detailed level to investigate the final source behind the overall figures. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 11

13 Status Reporting Six Period Summary Six Weeks Summary Reports give trend information across a multitude of commonly-accepted Earned Value Method parameters, as defined by the Project Management Institute (PMI) and other industry associations and professional bodies. Numbers are given both as quantities and cost values. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 12

14 Status Reporting Bull s Eye Chart The Bull s Eye Chart is another representation of performance for the whole project or a selected part of it. It effectively plots budget performance and schedule progress performance over time, showing whether there is a trend that moves away from an acceptable range of coordinates. Progress Status Report The Hanging Gardens Progress Status report is a simple, but effective count of activities that are planned to be executed at the given report periods. The color codes indicate whether the activities are already complete, are in progress or have not started yet. This report is used at operational level to understand if project activities are started on time, and to follow up any areas that could be lagging. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 13

15 Change Management Change Management Safran Project has an embedded Change Management module that allows teams to not only keep a register of all identified suggestions for scope changes, but also to track the status and history of each item. Since the Change Management model is a part of the core scheduling system, it is possible to illustrate and analyze the effect that one or more Change Order has on the total plan. The immediate addition or subtraction of budget can be viewed, and the resulting impact that the Change Order has on neighboring parts of the project can be modelled and evaluated prior to reviewing and approving changes. Approved Changes Since Last Cutoff As part of the Change Management functionality, it is possible to print overviews of entered Change Orders in their different stages. This can be structured and filtered in several ways. One typical use is to list all newly identified or altered Change Orders since the previous report cycle. Management can then evaluate each item and be made aware of all modifications that are presented to the project budget. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 14

16 Change Management New Change Request Any Change Order can be listed in full detail with all contributing budget items and the overall descriptions and status values. This report can be used for communicating with the budget owner or any other relevant project sponsor. Change Impact Schedule By using the formatting and symbol properties of Safran reports, along with alternative schedule calculations, the immediate and derived effect of a Change Order can be easily visualized. Change Orders become more than just budget figures. The impact of the already-established plan can be assessed in a meaningful way, funding valid go/no-go decisions. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 15

17 Change Management Change Impact Manhour distribution Correspondingly, the manhour, manpower and cost load redistributions of a Change Order can be pictured in a Manhour Distribution Report. Again, this helps management understand the full impact of altered scope and how it also affects work that already is incorporated in the plan. Total Change History As the project progresses and more Change Orders are produced, the full overview of the current status can be listed. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 16

18 Awareness issues Awareness Issues Safran Project is an ideal tool for quickly bringing out unwanted conditions that should trigger corrective actions. This is done in real time as the project is updated with new information from the various participants. Single input values that can appear harmless in a limited context can yield severe conflicts when later enrolled into bigger pictures. Using predefined or ad-hoc techniques, any such effects can be caught and contained before they come anywhere near real life implementation. Manpower Peaks against availability, by resource category Safran Project can hold availability limits that can be used to controlthe plans for a group of activities that don t exceed a capability limit. Even if each group has different constraints, this can be modelled and presented correctly in a single, multipage report like those shown below. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 17

19 Awareness issues Manpower Peaks against availability, total The same values as shown above can also be summarized into one general view for the total project, to further analyze any troublesome peak values or periods where the resource pool still has capacity to offer. Schedule Front Creep More experienced Critical Path Method analysts might want to study the development of float values in the course of the project. Typically, available schedule float in any project will tend to be reduced as the project progresses. The Schedule Front Creep Report monitors this evolution and can identify areas that increasingly become critical for obtaining important project milestones. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 18

20 Schedule risk analysis Schedule Risk Analysis Safran Project is the only project management system today that offers full Monte Carlo based simulation of the project duration directly in the scheduling tool. As the calculations takes place in the memory of the software host, it is incredibly fast also for huge collections of data. The project team can identify conditions in the project that are notoriously included in critical paths and has time to test alternative execution models and decide the method that has the least risk of time and budget overruns. Schedule Risk Analysis Gantt Chart As direct output from the Monte Carlo based schedule risk analysis, calculated risk based minimum, maximum and P-dates can be brought up as table entries and graphical symbols in this Schedule Risk Analysis Gantt Chart. This helps the scheduler understand which activities are essential risk drivers and where mitigating actions will have most effect. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 19

21 Schedule risk analysis Schedule Risk Analysis Probability Distribution The risk model constantly produces distribution profiles and cumulated values of probabilities of completing the project or parts of it on time. This is both a reporting and a modelling tool, as the Schedule Risk Analysis is so quick to run that alternative models can be tested in real time. Again, the scheduler gets immediate feedback about where to accelerate project execution and rather take a short time cost for ensuring an optimized total profit. Schedule Risk Analysis Tornado Chart Another way to identify universally critical activities is to produce a Tornado Chart. This enlists activities that always or often appear on the critical path, independent of the many alternative durations that each activity is given during simulation. Activities that appear higher up on this list should always be scrutinized closely during execution. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 20

22 Performance-based testing Performance-based forecasting As project execution gets underway and harvesting relevant status values is possible, these figures can be used as input to forecasting analysis models that give well-funded projections of how the remaining part of the project will evolve, given the resource and time performance experienced to date. This helps project management understand whether the original budget estimates and time durations are trustworthy or if there is a need for adjusting the targets to more realistic levels. Productivity-Based Forecast in Gantt Chart Safran Project can take incurred productivity figures into account and calculate forecasts of remaining durations and estimates to complete. These figures can be used in Gantt charts and other reports as scientific predictions of how the project will be completed. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 21

23 Performance-based testing Forecast values in S-curves and Histograms Productivity-based forecast calculations are just as interesting when showing the likely future of the resource and cost expenditure. This can be combined with predictions of how the remaining budget values will be earned, so management can evaluate if the productivity experienced to date is likely to continue. Burn Down S-curves and Histograms Some project managers like to see the outstanding work as Burn Down charts, with counts of remaining units to complete cumulatively or per period. This is really just the planned values turned upside down, but can be useful for focusing on the upcoming activities and when they need to be completed. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 22

24 Performance-based testing Alternative Estimate at Completion (EAC) Calculations Safran Project supports 9 different methods for forecasting the final sum of expenditures at the end of the project. Experienced project controllers can select the options that best suit the forecasting methodology used in their organization. This will yield trends of how the selected model develops over time. Below is a sample comprehensive graph with all options overlaid. All methods can be combined with any other historic planned, actual and earned values. Variance At Completion (VAC) Trend Analysis Another Earned Value Management (EVM) metric is Variance at Completion (VAC), calculated as the difference between Budget at Completion (BAC) and Estimate at Completion (EAC). Safran can present this figure by period, thus showing trends in this material for the project as a whole or for some group of activities, with automatic page breaks as requested. Below is a sample where the VAC value is overlaid on a horizontal scale of target areas, with supportive base figures in the table. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 23

25 Earned value method reports Earned Value Method reports US government agencies have specified a set of common reports that all of their contractors must adhere to for reporting purposes. This is to ensure that they follow sound EVM principles and practices and can demonstrate any deviations from agreed budgets at an early time. The report formats are extensive and can require a high level of effort if they are to be manually reproduced for every reporting period. Safran Project has all of the required reports readily available as a part of the core solution. Background data that are not a part of the normal Safran Project information structure can be recorded in special screens and kept for use by all reporting periods. Government EVM reports can thus be produced in a quick and organized manner, saving valuable time for hands-on project control work. Formats 1-5 The standard formats 1 5 calculate budget, earned and actual values by WBS, OBS or any other hierarchical structure defined in the project. Each format has a number of options that can be employed depending on the needs in the specific project. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 24

26 Earned value method reports Special reports OMB 300 and NASA 533 M Safran Project also supports the special forms OMB 300 for IT projects and NASA s 533M format. As for the Format 1 5 reports, the contents of which are built by static information that is kept in the database and live plan and status information directly from the project. Safran Software Solutions Global Offices: Houston, London, Oslo, Stavanger 25

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