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SW-QMS-FRM-003

Project Status Report Template

Version

1.0

Owner

Quality Lead

Effective Date

TBD

Review Date

TBD

Project Status Report Template

Instructions

This form provides a standardized format for reporting project status to internal stakeholders and customers. It uses the RAG (Red-Amber-Green) traffic light system for quick visual assessment of project health.

When to Use:

  • Weekly or bi-weekly for active implementation projects
  • Monthly for longer-term strategic projects
  • Before steering committee or management review meetings
  • When project status changes significantly

How to Complete:

  1. Update the status indicators (RAG) honestly based on current situation
  2. Focus on significant accomplishments and issues, not minor details
  3. Highlight decisions needed from stakeholders
  4. Keep the report concise - aim for 1-2 pages
  5. Review with project sponsor before distributing
  6. Store in project documentation repository

Responsible: Project Manager

Project Status Report

Project Information

Field Details
Project Name* [Project Name]
Customer* [Customer Organization]
Report Date* [Date]
Reporting Period* [Start Date] to [End Date]
Project Manager* [Name]
Project ID [Reference Number]
Project Start Date [Date]
Planned Completion Date [Date]
Forecast Completion Date [Date]

Executive Summary

Overall Project Status (select one):

  • Green - On track, no significant issues
  • Yellow - At risk, issues being actively managed
  • Red - Off track, significant intervention required

Summary in 2-3 sentences:

Detailed Status

Schedule Status

RAG Status: [ ] Green [ ] Yellow [ ] Red

Metric Value
Planned Completion [Date]
Forecast Completion [Date]
Variance [Days/Weeks ahead/behind]
Schedule Performance Index (SPI) [Value - >1.0 is ahead, <1.0 is behind]

Schedule Commentary:

Budget Status

RAG Status: [ ] Green [ ] Yellow [ ] Red

Metric Value
Total Budget [Amount] SEK
Budget Spent to Date [Amount] SEK ([%]%)
Forecast Total Cost [Amount] SEK
Variance [Amount] SEK ([%]% over/under)
Cost Performance Index (CPI) [Value - >1.0 is under budget, <1.0 is over budget]

Budget Commentary:

Scope Status

RAG Status: [ ] Green [ ] Yellow [ ] Red

Metric Value
Original Scope Items [Number]
Completed Scope Items [Number]
In Progress [Number]
Not Started [Number]
Change Requests [Number pending/approved/rejected]

Scope Commentary:

Quality Status

RAG Status: [ ] Green [ ] Yellow [ ] Red

Metric Value
Deliverables Accepted [Number] / [Total]
Defects Open [Number]
Customer Satisfaction [ ] Very Satisfied [ ] Satisfied [ ] Neutral [ ] Dissatisfied

Quality Commentary:

Key Accomplishments This Period

List the most significant achievements during the reporting period:

Milestones

Milestone Planned Date Forecast Date Status RAG
[ ] Not Started
[ ] In Progress
[ ] Complete		 [ ] Green
[ ] Yellow
[ ] Red
[ ] Not Started
[ ] In Progress
[ ] Complete		 [ ] Green
[ ] Yellow
[ ] Red
[ ] Not Started
[ ] In Progress
[ ] Complete		 [ ] Green
[ ] Yellow
[ ] Red
[ ] Not Started
[ ] In Progress
[ ] Complete		 [ ] Green
[ ] Yellow
[ ] Red
[ ] Not Started
[ ] In Progress
[ ] Complete		 [ ] Green
[ ] Yellow
[ ] Red

Issues and Risks

Active Issues

Issue ID Description Impact Owner Status RAG Resolution Plan / Due Date
[ ] Critical
[ ] High
[ ] Medium
[ ] Low		 [ ] New
[ ] In Progress
[ ] Resolved		 [ ] Red
[ ] Yellow
[ ] Green
[ ] Critical
[ ] High
[ ] Medium
[ ] Low		 [ ] New
[ ] In Progress
[ ] Resolved		 [ ] Red
[ ] Yellow
[ ] Green
[ ] Critical
[ ] High
[ ] Medium
[ ] Low		 [ ] New
[ ] In Progress
[ ] Resolved		 [ ] Red
[ ] Yellow
[ ] Green

Top Risks

Risk ID Description Likelihood Impact Mitigation Strategy Owner RAG
[ ] High
[ ] Medium
[ ] Low		 [ ] High
[ ] Medium
[ ] Low		 [ ] Red
[ ] Yellow
[ ] Green
[ ] High
[ ] Medium
[ ] Low		 [ ] High
[ ] Medium
[ ] Low		 [ ] Red
[ ] Yellow
[ ] Green
[ ] High
[ ] Medium
[ ] Low		 [ ] High
[ ] Medium
[ ] Low		 [ ] Red
[ ] Yellow
[ ] Green

Critical Issues Requiring Escalation:

Upcoming Activities (Next Period)

Planned Activities:

Expected Deliverables:

Deliverable Target Date Responsible

Dependencies and Blockers

Customer Dependencies:

Dependency Required By Status Risk
[ ] On Track [ ] At Risk [ ] Overdue [ ] Green [ ] Yellow [ ] Red
[ ] On Track [ ] At Risk [ ] Overdue [ ] Green [ ] Yellow [ ] Red

Internal Dependencies:

Dependency Required By Status Risk
[ ] On Track [ ] At Risk [ ] Overdue [ ] Green [ ] Yellow [ ] Red
[ ] On Track [ ] At Risk [ ] Overdue [ ] Green [ ] Yellow [ ] Red

Third-Party Dependencies:

Dependency Required By Status Risk
[ ] On Track [ ] At Risk [ ] Overdue [ ] Green [ ] Yellow [ ] Red
[ ] On Track [ ] At Risk [ ] Overdue [ ] Green [ ] Yellow [ ] Red

Resource Status

Resource Type Planned Hours Actual Hours Variance Availability Concerns
Project Management
Consulting
Development
Technical Architecture
Testing/QA
Total

Resource Commentary:

Change Requests

CR ID Description Type Status Impact (Schedule/Budget/Scope)
[ ] Scope
[ ] Schedule
[ ] Budget
[ ] Resource		 [ ] Submitted
[ ] Under Review
[ ] Approved
[ ] Rejected
[ ] Implemented		 Schedule: ___
Budget: ___
Scope: ___
[ ] Scope
[ ] Schedule
[ ] Budget
[ ] Resource		 [ ] Submitted
[ ] Under Review
[ ] Approved
[ ] Rejected
[ ] Implemented		 Schedule: ___
Budget: ___
Scope: ___

Decisions Needed

List decisions that need to be made by stakeholders, steering committee, or customer:

Decision Required Options Impact if Delayed Required By Recommended By PM
[Date]
[Date]
[Date]

Customer Engagement Summary

Recent Customer Interactions:

Date Type Attendees Key Topics Sentiment
[ ] Meeting
[ ] Email
[ ] Call		 [ ] Positive
[ ] Neutral
[ ] Negative

Customer Satisfaction Indicator:

  • Very Satisfied
  • Satisfied
  • Neutral
  • Concerned
  • Dissatisfied

Comments: _______________________________________

Additional Comments and Observations

Approvals and Distribution

Role Name Date Signature/Approval
Prepared By (Project Manager)
Reviewed By (Project Sponsor)

Distribution List:

  • Project Sponsor
  • Steering Committee
  • Customer Project Lead
  • Swedwise Management Team
  • Project Team
  • Other: _______________________

Document Control

Report Number: [Sequential - e.g., Report #5 of Project XYZ]

Storage Location: [Project folder/SharePoint location]

Previous Report Date: [Date]

Next Report Due: [Date]

Retention: Retain for duration of project + 2 years minimum

RAG Status Legend

Color Status Definition
Green On Track No significant issues. Project proceeding according to plan within acceptable variance thresholds.
Yellow At Risk Some issues or risks present that could impact objectives if not addressed. Active mitigation in place. Close monitoring required.
Red Off Track Significant issues impacting schedule, budget, scope, or quality. Immediate action and escalation required. Intervention needed to get back on track.

Note: Use Yellow as an early warning system. Don't wait until a situation is Red to flag it.

This form supports Swedwise's Quality Management System (ISO 9001) by ensuring consistent project monitoring, transparent communication, and early identification of issues.

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