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Frameworks for ... Selected Engineering Project Management Reports

Frameworks for ... Selected Engineering Project Management Reports
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Businesses and projects rely on well-structured reports to ensure accurate communication about goals and objectives, requirements, designs, measuring and recording progress, etc. Unfortunately, many engineering reports and management reports are not as clear as it should be. In order to alleviate this problem - particularly for engineers and managers in the early stages of their careers – this ebook contains suggested frameworks for a selection of commonly used engineering project management reports. (Two other ebooks by the same authors contain frameworks for business management reports and system engineering reports.)

This ebook is intended as a report writing reference guide, from which ideas can be sourced about the typical structure and contents of commonly used project management reports. The ebook does not provide blueprints for all reports that a project manager might ever have to write, but it provides guidelines which should be tailored and adapted by common sense and experience, in order to suit specific circumstances.

The philosophy underlying this book is: contents follow structure - i.e. first carefully think about, and decide upon a report structure, and then systematically fill in the contents. When a report structure is defined first, the gathering of information becomes focused, and unnecessary material is either not collected at all, or it can be filtered out systematically.

Besides briefly addressing the main generic elements of a report, report quality assurance and project management, frameworks for the following types of reports are provided in this ebook:

Contract Proposal
Project Plan
Progress Report
PERT (Program Evaluation and Revision Technique) Report
Trade-off Study Report
Technical Notes
Minutes of a Meeting
Each of these reports is briefly discussed in terms of its typical purpose and scope, followed by a suggested framework for the report.

Table of Contents

1. INTRODUCTION. 6
1.1 PURPOSE OF THIS BOOK.. 6
1.2 SCOPE OF THIS BOOK.. 6
1.3 GENERIC ELEMENTS OF A REPORT.. 7
1.3.1 Title Page. 7
1.3.2 Executive Summary / Abstract 7
1.3.3 Table of Contents. 7
1.3.4 Abbreviations and Terminology. 8
1.3.5 Introduction. 8
1.3.6 Main Contents. 8
1.3.7 Conclusions / Recommendations. 9
1.3.8 Appendices. 9
1.3.9 Literature References. 9
1.3.10 Index. 10
1.4 REPORT QUALITY ASSURANCE. 10
1.4.1 Ensuring Good Quality Reports. 10
1.4.2 Editing. 10
1.4.3 Report Reviews. 10
1.4.4 Configuration Management 11
1.5 PROJECT MANAGEMENT.. 11
2. CONTRACT PROPOSAL. 13
2.1 PURPOSE AND SCOPE OF A CONTRACT PROPOSAL. 13
2.2 FRAMEWORK FOR A CONTRACT PROPOSAL. 13
3. PROJECT PLAN. 19
3.1 PURPOSE AND SCOPE OF A PROJECT PLAN.. 19
3.2 FRAMEWORKS FOR PROJECT PLANS. 19
4. PROGRESS REPORTS. 24
4.1 PURPOSE AND SCOPE OF A PROGRESS REPORT.. 24
4.2 FRAMEWORKS FOR PROGRESS REPORTS. 24
5. PROGRAM EVALUATION AND REVISION TECHNIQUE (PERT) REPORT. 28
5.1 PURPOSE AND SCOPE OF A PERT REPORT.. 28
5.2 FRAMEWORK FOR A PERT REPORT.. 28
6. TRADE-OFF STUDY. 32
6.1 PURPOSE AND SCOPE OF A TRADE-OFF STUDY REPORT.. 32
6.2 FRAMEWORK FOR A TRADE-OFF STUDY REPORT.. 32
7. TECHNICAL NOTES. 37
7.1 PURPOSE AND SCOPE OF TECHNICAL NOTES. 37
7.2 FRAMEWORKS FOR TECHNICAL NOTES. 37
8. MINUTES OF A MEETING.. 40
8.1 PURPOSE AND SCOPE OF MINUTES OF A MEETING.. 40
8.2 FRAMEWORK FOR MINUTES OF A MEETING.. 40
9. LITERATURE REFERENCES. 42

About the Authors

Dr. Johan Gouws holds the following qualifications: B.Eng. and M.Eng. (Electrical and Electronic), MBA, and Ph.D.
Some areas of expertise include: Feasibility and re-engineering studies, system engineering, project management, modeling, simulation, and has been an expert witness in legal matters involving technical and management issues.

Mrs. Leonie Gouws holds the following qualifications: B.Eng. (Mechanical) and M.Eng. (Engineering Management).
Some areas of expertise include: Maintenance management for operational systems, computerized management information systems (SAP PM), technical writing and project documentation, and logistics engineering for new and existing systems.

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