Reports and Presentations - Construction Project Scheduling and Control - page 256

on and off. Many users use these reports “as is,”without paying careful attention to
the default settings and consequently the output.
To create a good report, you should ask yourself the following questions:
• Does the report include all of the information that the report user needs?
• Does the report include any unneeded information?
• Is the information clear and well organized?
• Is the information presented in the required format?
• Can the look of the report be enhanced?
The report must address the specific needs of the recipient. For example, if
the report is for an upper-level manager who is responsible for tens or hundreds of
projects, it should be brief and precise, containing a powerful summary that is not
overly detailed. If the manager needs more information, then he or she can request
more details on a specific topic (electronic reports may contain hyperlinks that lead
to more details if needed.)
A progress payment report may not need to show bar charts or technical details,
such as total float, constraints, and so forth. Likewise, a report issued by the general
contractor to a subcontractor may not show details of other subcontractors' activities
that will not affect this subcontractor's work. The general contractor may not want to
reveal the total float to subcontractors and, similarly, may not want to reveal certain
information, such as the actual cost, when presenting a report to the owner.
The report should focus on one main issue or area. For example, the look-ahead
schedule shows the contractor what is supposed to happen in the next 2 weeks or
month. Selecting activities with a total float of less than 3 days, for example, allows
the contractor to focus on the critical path. When the project is large, it is divided into
several areas, departments, or phases. The scheduler can then produce reports that
cover a relatively small group of activities, grouped by building, floor, phase, and so on,
one group at a time. In some reports, the scheduler can show all areas, departments,
and the like, summarized by a single bar per code. Use of software filters 6 and the
organize function helps in choosing, sorting, and grouping activities efficiently.
The information in a report is composed of text and graphics. Graphics are an
excellent tool if they are used properly. Graphics include bar charts, logic diagrams,
flowcharts, pictures, video clips, and other items. Graphics are best used to support a
result, a finding, or a recommendation or to explain a situation (e.g., a bar chart for a
project schedule). However, overuse or misuse of graphics may be counterproductive.
Text should also be organized. Using tables, bullets, and short paragraphs helps the
reader separate and focus on specific issues in the report.
Careful use of vivid colors can help the report user understand the report more
easily. For example, red is customarily used for critical activities. Bars representing
6 A filter is a function in some computer scheduling programs, such as Primavera products. Its main function
is to pick certain activities on the basis of specified criteria.