Methodological recommendations for the final report on the project

 




The methodical recommendations on the design of the final report on the project.

1.0 General information

1.1. The final report on the project is intended to summarize the final results of the project, assess the degree of achievement of the project goal, the use of allocated resources, factors that influenced the implementation of the project.

1.2. The final report is prepared by the project manager, approved by the project curator and the representative of the project customer.

1.3. The final report of the established sample is signed in three copies and stored one copy at a time with the project manager, the representative of the project customer and the project curator.

1.4. The form of the final report is not subject to adjustment when filling.

1.5. When drawing up the final report in electronic format, the document is drawn up on sheets of A4 sheet format with landscape orientation of pages, the text is recommended to be printed using the font "Times New Roman" or an analogue through one line spacing (font size 14, in tables 12-13 size is allowed).

1.6. After the preparation and approval of the final report, the project monitoring operator places the electronic version of the document in the corresponding task in the RIAS OF THE "Electronic Government of the Belgorod Region".

2.0 Title page

2.1. The title page indicates the name of the project, which must coincide with its name in the project passport and project management plan.

2.2. In the "Identification number" field of the title page, the project number corresponding to the task number with the Project type in the RIAS of the E-Government of the Belgorod Region is indicated.

2.3. The field "PREPARED (project manager)" indicates the position, surname, first name and patronymic of the project manager. The signature of the project manager and the date of preparation of the document are put.

2.4. The field "APPROVE (curator)" indicates the position, surname, name and patronymic of the project curator. The signature of the curator of the project and the date of approval of the document are put.

2.5. The field "APPROVE (customer representative)" indicates the position, surname, name and patronymic of the customer's representative. The signature of the representative of the project customer and the date of approval of the document are put.

2.6. If the role of the project executor is played by an economic entity of the market, then the seal of the executor's organization is put on the signature of the project manager appointed by the executor.

3.0 General information about the document

3.1. The section "General information about the document" is informational, includes information about the details and content of the document, it is not amended.

4.0 Report on the content of the project

4.1. Section 1 "Report on the content of the project" is intended for analyzing the implementation of the planned work of the project within the framework of the calendar schedule, identifying deviations from the planned duration of the implementation of work.

4.2. In the column "Task ID" and "Task Name" the task code and the name of the task are indicated from the corresponding fields of the approved project management plan.

4.3. The column "Planned duration, days" indicates the planned duration of the implementation of the relevant tasks of the project. The value of this column corresponds to the value of the corresponding column of the approved project management plan.

4.4. The column "Actual duration, days" indicates the duration of the corresponding work, equal to the difference between the start date of work and the date of completion. The duration of the work is indicated in the working days of the calendar period.

4.5. The column "Actual start date" indicates the calendar date of the actual start of the work. The date is in DD format. MM. YYYY.

4.6. The column "Actual end date" indicates the calendar date of actual completion of the work. The date is in DD format. MM. YYYY.

4.7. In the column "Deviation, days" the deviation in the work is indicated, calculated as the difference between the column "Planned duration, days" and "Actual duration, days". If the actual duration of work exceeds the planned duration, the value in the column "Deviation, days" is indicated with the sign "+". If the actual duration of the work is less than the planned duration, the value in the column "Deviation, days" is indicated with the sign "-". If the planned and actual duration of work coincides, the value in the column "Deviation, days" is zero.

4.8. The table of section 1 "Report on the content of the project" provides information on all project activities from the relevant section of the approved project management plan.

5.0 Report on control events of the project

5.1. Section 2 "Report on control events of the project" is intended to reflect the actual passage of the control events of the project, identified deviations in their occurrence and document the results obtained.

5.2. The column "No p/n" indicates the serial number of the control event in the arithmetic sequence.
 

5.3. The column "Control event" indicates the control event from the relevant section of the approved project management plan.

5.4. The column "Planned date" indicates the planned date of occurrence of the control event. The value of this column must match the value of the corresponding column of the approved project management plan. The date is in DD format. MM. YYYY.

5.5. The column "Actual date" indicates the actual date of occurrence of the control event. The actual date is the date of posting in the RIAS of the "Electronic Government of the Belgorod Region" a document confirming the achievement of the control event. The date is in DD format. MM. YYYY.

5.6. In the column "Deviation, days" the deviation in the occurrence of the control event is indicated, calculated as the difference between the column "Planned date" and "Actual date". If the actual date of occurrence of the control event is later than the planned date in the calendar schedule, the value in the column "Deviation, days" is indicated with a "+" sign. If the actual date of occurrence of the control event is earlier than the planned date in the calendar schedule, the value in the column "Deviation, days" is indicated with the sign "-".If the planned and actual date of occurrence of the control event coincides, the value in the column "Deviation, days" is zero.

5.7. In the column "Result (supporting document)" the name of the document confirming the receipt of the results of the control event is indicated. The content of the column "Result (supporting document)" of the final report on the project should coincide with the content of the corresponding column of the approved project management plan.
5.8. The table of section 2 "Report on control events of the project" provides information on all control events of the project reflected in the relevant section of the approved project management plan.

6.0  Report on the onset of project risks

6.1. Section 3 "Project Risk Report" is intended for the accumulation of project risk management practices and its use in planning similar work on other projects.

6.2. The column "No p/n" indicates the serial number of the risk in the arithmetic sequence.

6.3. The column "Name of the risk" indicates the risk that has occurred.

6.4. The column "Date of occurrence" indicates the actual date of occurrence of the risk.

6.5. The column "Consequences of the occurrence of risk" indicates the negative consequences that had an impact on the project, after the onset of risk.

6.6. The column "Actions taken" indicate the actions taken by the project manager and the working group to eliminate the negative consequences of the risk.
 

6.7. Together with the onset of project risks, the section contains the risks identified at the planning stage of the project and did not occur during the implementation of the project. Opposite these risks, it is necessary to make a record "did not occur".

7.0 Project Budget Report

7.1. Section 4 "Project Budget Report" is used to analyze planned and actual expenses in the context of budgetary and extra budgetary sources of project financing.

7.2. The columns "Task CODE" and "Task Name" should correspond to similar columns of section 1 "Report on the content of the project" of the final report on the project.

7.3. The column "Total amount, thousand rubles" indicates the planned and actual value of the total amount of funds spent on the implementation of the project. The planned value of the total amount of funds should correspond to the value reflected in the approved project management plan; actual value – correspond to the actual costs incurred for the implementation of the project.

7.4. The column "Budget sources of financing, thousand rubles" indicates the planned and actual value of the total amount of budget funds spent on the implementation of the project. Budget sources of financing include funds for the implementation of the project from all levels of budgets (federal, regional, municipal). The amount of the budget should correspond to the value reflected in the approved project management plan. The actual value of budget funds reflects the actual costs incurred for the implementation of the project, the source of financing of which is the budgets of all levels.

7.5. The column "Extra budgetary sources of financing, thousand rubles" indicates the planned and actual value of the total amount of extra budgetary funds (the customer's own funds, borrowed funds) spent on the implementation of the project. The amount of extra budgetary funds should correspond to the value reflected in the approved project management plan. The actual value of extra budgetary funds reflects the actual costs incurred for the implementation of the project, the source of financing of which is the customer's own or borrowed funds, as well as the attracted funds of the investor.

7.6. In the field "Total:" the total amounts for all columns of the table are indicated.

8. Project Team Work Report

8.1. Section 5 "Report on the work of the project working group" is intended for assessing the planned and actual labor costs of the project working group based on the results of its implementation.

8.2. In the column "No p/n" and "full name" the serial number and surname, name and patronymic of the member of the working group from the working group approved by the project management plan are indicated.

8.3. The column "Role on the project" indicates the main role on the project in accordance with the work performed in the project. The role on a project of a particular team member is fixed in the project management plan.

8.4. The column "Planned labor costs, people's days" indicates the planned number of person days from the project management plan required to perform certain activities within the framework of the project.

8.5. The column "Actual labor costs, people's days" indicates the actual number of person days spent on the implementation of certain activities within the framework of the project.

8.6. The table should reflect all members of the project working group, according to the project management plan. If a member of the working group, approved by the project management plan, did not take part in the implementation of the project, a zero value is set in the column "Actual labor costs, people."

9. Summary information on the project

9.1. Section 6 "Summary information on the project" summarizes the labor costs, duration and cost of work on the project.

9.2. The column "Planned value" indicates the value of the corresponding indicator (from among the indicators listed in the column "Name of the indicator") approved in the project management plan.

9.3. The column "Actual value" indicates the actual values of the costs incurred, cost, time and human resources in the relevant units of measurement.

10. Evaluation of project implementation

10.1. Section 7 "Evaluation of project implementation" is intended to assess the quality of project management.

10.2. When assessing the quality of project management, the project manager must select one of the proposed options in the "Evaluation" column. To do this, it is necessary to mark one of the proposed assessments with the symbol "V" in front of each indicator given in the column "Name of the indicator".

11.0 Evaluation of project success

11.1. Section 8 "Evaluation of the success of the project" is intended to determine the final status of the project according to the relevant success criteria.

11.2. In the column "Criterion achieved?" it is necessary to indicate with the symbol "V" for each criterion in the corresponding cell of the column the presence of a positive or negative result. Only one result, Yes or No, is allowed.

11.3. In the column "Value of the criterion, %" the value of the corresponding criterion is assigned as a percentage in the following values:

- subject to the budget of the project, taking into account the budget reserve approved in the project management plan - 15%;

- subject to the deadlines for the implementation of the project, taking into account the time reserve approved in the project management plan - 15%;

- when the project goal is achieved and the customer accepts the result of the project - 55%;

- when fulfilling the requirements for the result - 15%. In case of non-fulfillment of one or more requirements for the result of the project - 0%.

11.4. In the column "Total:" the total value of the criteria in percentage is indicated.

11.5. Depending on the received total value (the "Total:" field), the project is assigned one of the following statuses:

- the project was implemented successfully with significant deviations (the result was accepted). The value of the Total:field is in the range of values from 55% (inclusive) to 70% (inclusive);

- the project was implemented successfully with minor deviations. The Value of the Total: field ranges from 70% to 100%;

- the project was implemented successfully without deviations. The Value of the Total: field is 100%;

- The project is considered not implemented if the value of the field "Total:" is less than 55%. Depending on the availability of costs incurred during the implementation of the project, the project that has gained less than 55% is assigned the status: the project is not implemented, the resources are saved or the project is not implemented, the resources are lost.

11.6. To assign the appropriate status to the project, it is necessary to put the "V" symbol in the corresponding cell opposite the range of criteria values.

12. Project lessons learned and recommendations

Section 9 "Project Lessons Learned and Recommendations" is intended to develop the practice of applying the project approach to management, drawing conclusions and proposals in the implementation of projects in the future.