Add a Project Status Report to Your SharePoint Site in 3 Minutes
Project metrics are really important for giving you a quick snapshot of project progress right in your project site.
Project metrics constantly change as the team updates their tasks in your SharePoint project management site, creating an ‘at-a-glance’ look at how the project is doing.
It’s also helpful to record your progress regularly using a Project Status Report.
A Project Status Report creates a snapshot of the project at a particular time, for example, on a weekly basis.
Below we’ll look at a process to create simple project status reports in SharePoint On-Premises using our free template!
What is a Project Status Report?
A project status report summarizes the current status of the project, including health, schedule, and risks, against expected performance,
The frequency of the status report is often based on the duration of a task, typically one week.
The report is a useful communication tool, especially for team members or stakeholders who are not working on the project regularly.
The report also provides more context about completed and upcoming work.
A typical Project Status Report includes red-amber-green indicators (RAG) for health, cost, and time, along with information and comments you feel are important.
The metrics included in the report are often decided during the project planning phase.
A status report typically covers:
- Complete and upcoming work.
- Overall progress, including budget updates if required.
- Any key action items.
- Top open issues or risks.
In BrightWork, project status reports logged in individual project sites automatically roll up to portfolio-level dashboards. This creates instant visibility for project stakeholders and senior management.
Adding a Project Status Report to a SharePoint Site
As a BrightWork customer once said, a project status report shouldn’t take more than three minutes to complete!
Here’s a quick walkthrough of the process.
Before adding a new report, review the project site to check the current status of work.
With the free SharePoint Project Management template, the various dashboards on the project homepage are updated as your team works on their tasks.
Use this information as the basis of the status report. Ask team members for more details as needed.
When you’re ready, navigate to the ‘Status reports’ area in the Quick Launch menu (under ‘Execute and Control’).
Here, you’ll find a list of previous status reports with RAG reporting, completion date, and comments.
Simply add a new item or click “Edit this list” to add a new status report.
Now you have a datasheet view to quickly update the status of the project and add some comments for the team. Work through each column:
- Overall health, time, cost – color status
- Date of report
- Current project phase
- Expected finish date
- % complete
- Status comment
- How are you feeling about the project?
- Why are things going wrong?
- What do you have planned next?
- Activities planned.
Save that information and you have a status report.
The homepage of the project site is also updated with the latest indicators for the entire team to see.
Next Steps: Portfolio Reporting with BrightWork
The free SharePoint template is ideal for managing individual project sites; however, the template does not support cross-project reporting.
For that, you’ll need to use the BrightWork PPM Solution for SharePoint On-Premises.
Portfolio reports in BrightWork deliver instant visibility across multiple projects in one dashboard, with the ability to drill down into individual projects for more detail.
Editor’s Note: This post was originally published in April 2018 and has been updated for freshness, accuracy, and comprehensiveness.
Billy is a graduate of the Villanova School of Business and holds a Master’s degree from National University of Ireland, Galway. Outside of BrightWork, he enjoys reading, trying to golf, and walking his pug named Nova.