PURPOSE
The purpose of this procedure is to provide an overview of the progress reporting capabilities available within the Uniform Project Reporting System (UPRS).
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RESPONSIBILITIES
Project Manager (PM): The PM is responsible for the monthly updating of all pertinent project information into UPRS, and for confirming that the correct data is included in all output from the UPRS and the Oversight Committee reports.
Program Control Engineer (PCE): The PCE is responsible for generating the Master Schedules and monthly and quarterly reports for the review by the City Engineer.
Project Team: The Project Team, consisting of the Project Engineers, Construction Engineers, and the support Group Managers, is responsible for providing the PM with any information that may have an effect on the project schedule and budget.
PROCEDURE
Preparation of progress reports is important. It forces the Project Team to review the status of the project, compare it to the plan, identify areas where the project status is not in compliance with the plan, discuss the corrective actions required to get the project back on schedule, identify issues to be resolved by the oversight committees, plan the immediate and distant future of the project, and document lessons learned on a project. Progress reports can be prepared in either UPRS or Oversight Committee formats. The two formats should reflect the same information and data so that there are no conflicts or misunderstanding of the current status or history of the project. Below are descriptions of several types of progress reports. Progress reports can be tailored to the various levels of management, clients and stakeholders. Progress reports are generated and distributed by the PM. Numerous types of progress reports are used within the Bureau. Major Bond Programs: These programs provide monthly and quarterly reports to the client, oversight organizations, Bureau management, and other City officials describing progress of the bond program and the program projects (Attachment 5.2-2). Quarterly Program Reports: The Wastewater Program, Street Program, Stormwater Program, Bridge Improvement Program and Municipal Facilities Program produce quarterly reports for Bureau management. These reports contain an executive summary, schedule, budget, construction, and project information for each division/group. These quarterly reports are generated by the UPRS under the title “Executive Summary Reports” (Attachment 5.2-1). Special Reports: Special reports are prepared as needed when requested by client groups or city officials. Report contents and format vary based on the purpose of the report. Major Bureau construction projects provide monthly progress reports to Deputy level staff in order to keep the appropriate Deputy informed of the latest construction information. Note: It is the PM’s responsibility to see to it that the data contained in these reports matches the UPRS data.
RELATED PROCEDURES
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