Preparation of monthly progress review report

Preparation of monthly progress review report

Preparation of monthly progress review report is one of the important tasks which are done by the contractor’s qs. This document is prepared for each and every month to forward to the progress meeting. This document represents the current states of the project. Therefore it is one of the very important documents.

The particular format to prepare the monthly progress review report was available. There fore the most important task of preparation of monthly statement is abstracting the exact data from relevant sources. The document comprises of nine pages including front page.

1. The front page represents information of the report briefly. It is divided in to five categories, general, project data, contract data, financial data and progress data.

· General information gives the name of the project, date of meeting, contract number etc,

· Project data mention the client, consultant, contractor and brief description of the project.

· Contract data represent the contract value, date of commencement, type of contract.

· Financial data provides the contractor’s financial states whether surplus or overrun.

· progress data compares the actual work done up to the end of previous month with the expected work done and represent whether it is a lag or a lead.

2. The second page of the report provides the details about submitted interim bills, variation orders and unclaimed works. Also mention the amount of accumulated retention money.

3. Third and fourth pages provides the details about resources available of the project. Resources includes personnel (Staff / Workers / Sub Contracts ) , plant, machinery, equipment and vehicle of the project. They are given in three groups like ‘available at site’, ‘actual requirement’ and ‘can be released’. This information is very important for project management and for contractor’s head office as it helps to manage the resources in the best way.

4. Fifth page compares the planed and actual progress of major BOQ items for the end of considered month.

5. Sixth page of the monthly statement report provides the material reconciliation report which represent the cumulative amount of material received and balance quantity of material at the end of month.

6. Seventh page of the report compares the expected value of work done and actual value of work done. Here details of interim bills are used for the comparison. Line charts are used for graphical representation of that information.

7. Then compares the budgeted cash flow and the actual cash flow. Here the budgeted cash flow had already prepared and I had only to update the actual cash flow for considered month.

8. The final page is to prepare unit cost of major activities. But that was not done by my self.

When preparing monthly statement, the identification of information sources is very important. In our project all the required information could be available from the project administration section. There all the documents relating to the project are maintained.