Tracking and measuring the progress towards meeting a key goal is critical for business success and controlling processes. It's impossible to know whether a project is over budget or if there is a non-compliance concern unless there is collected data to analyze the status of a project.
Gathering and assessing work performance data can help to pinpoint inefficiencies, generate usable quick reports, control project work, solve problems, and capitalize on any strengths. Read ahead to understand the components of work performance data and how it brings value and expands knowledge areas across the organization.
Key Elements of Work Performance Data
According to the PMP exam rules, work performance data refers to the gathering of unprocessed observations and calculations throughout the course of project management. These activities are performed to finish a key task or project. Work performance data provides an overview of the status of a project, which assists in generating performance reports.
Project data information includes notified replies of all the work finished in real-time, how long it has taken, and how much the project is costing the organization so far. It is used to generate work performance information, which is a further analysis of the work data collected. While the type of work performance data collected may vary depending on the scope of the project and needs of the company, it typically includes the following components -
The scope includes the rules, policies, or guidelines that must be followed throughout the course of the task. It identifies the number of reply quote requests acquired to change a portion of the task, and whether they were received, accepted with a quick reply, or declined. For example, an organization's scope control work on a data information report may include -
- Change Requests - 6
- Changes Implemented - 4
- Number Rejected/ Never Displayed - 1
- Number Sent Back for More Information - 1
According to PMP certification requirements, the timeline refers to the number of activities that are currently being worked on, along with the number of activities that are completed. It also shows the condition of any real-time activities, such as performance or inefficiencies. The timeline helps an organization compare how many activities were accepted vs. their real-time status.
This comparison is displayed by using a schedule performance index formula, which is the earned value divided by the progress value. If the value is 1.0, the performance of the activity is acceptable and within requirements.
For example, a timeline on information reports may include -
- Activity 1 30 days behind
- Schedule Performance Index (SPI = EV/PV) 0-5
The total expense includes the cost of the task, the amount of work that has been finished, expense lessons learned during the task, and any total incurred real-time costs relating to the activity.
Before the project begins, a management professional establishes a cost parameter, which is the expected costs paid towards the activity. The expense portion of the work performance data reassesses the cost parameter and gauges whether the project is on budget.
A cost performance index formula calculates the financial effectiveness of a business activity by comparing the amount of finished work vs. each unit of expense already paid. All of this data is put on an information report. To illustrate, the expense portion may appear this way on a project site check box
- Total Activity Status On target
- Cost Performance Index (CPI = EV/AC) 0-6
4. Performance Quality
The performance report measures the progress of the activity's performance. Performance data information encompasses the quality of the item produced, how many defects there are, whether any products have been rejected by the seller so far, and any other related topic note. It includes the amount of rework needed to comply with the guidelines outlined in the scope section of the work performance data.
Data work performance is typically aggregated into a check box and then analyzed in the form of a Pareto chart, or bar graph. The bar length represents expense and time, with the longest bars displayed on the left of the displayed site. By showing the most expensive and time-consuming tasks on one side of the performance data work graph, it pinpoints which quality issues are more important to fix and which can wait.
5. Communication Reports
A communication report provides a thorough description of requirements as well as the gathering and analysis of data work performance information. It lists all of the reports that have been produced so far along with any requests for more information, or RFIs.
The communication report will list any RFIs that have been completed as well as those that are still pending. The report includes any obtained feedback or recommendations that assist in improving the performance of each activity.
This portion includes the number of verified and unverified risks that arose throughout the course of the activity, as well as any potential new risks. It demonstrates the quality of the response to any disruption to showcase how the organization is managing bottlenecks and whether there is room for improvement.
Details of the company's risk contingency plan are included within the risk portion of the work performance data. Its purpose is to show how the contingency plan has impacted incurred costs or the timeline of the task.
7. Procurement Data
The procurement section refers to any procurement-based activity data. Procurement encompasses the acquiring of products or services from a vendor or other source outside the organization. Companies need to procure their raw materials at a reasonable price to limit the incurred expenses of each activity.
The procurement professional PMP of the work data may include the performance of the vendor and whether they are meeting the quality control standards set by the organization.
In conclusion, here are the main elements included in work performance data
- According to the PMI acp guidebook, the scope includes the rules and guidelines of the project. The timeline measures how long it has taken to finish an activity and whether the project is on schedule to meet KPIs.
- The expense portion on the displayed site check box analyzes the cost performance of the project and whether it is within the initial cost parameters. The performance quality measures the progress of the task's performance.
- The communication report portion of work performance reports is used to manage communications about requirements. It includes a complete description of tasks, along with the collection and analysis of information work data.
- Risk work performance data refers to the number of verified and unverified risks, how they have been handled, and details of the contingency plan. The procurement section of the work performance data information includes any data related to the acquiring of products and services from an external source.