Framework Reports Guide - Best Practice
- Matthew Garrett
Article Index
This topic is a brief guide to the types of Framework reports that should be produced by staff role. It also includes recommendations on the frequency of each report type for each role. It is important to remember that every building company and the reporting needs of each staff position are different. This guide should be used as a starting point to create a company-specific schedule of role-based reporting.
The types of reports that are recommended for various roles or positions within a company are shown in the following tables:
Operations
Position / Staff Role | Daily | Weekly | Monthly | Quarterly |
|---|---|---|---|---|
Director / Owner | KPIs (MTD) Bins Reported Sales Cancellations | KPIs (Previous Month) Forecast vs Actual Claims LDs | Conversions Durations | |
Financial Controller | KPIs (MTD) Bins Reported Sales Cancellations Actual Claims LDs | KPIs (Previous Month) Forecast Claims Actual Claims Forecast vs Actual Claims | Conversions | |
Finance / Accounting Staff | Deposit Summary Cancellations Diary Daily Tasks | Commissions Actual Claims | Forecast Claims | |
Operations Manager (overall work flow responsibility) | *Work Flow Analysis (e3) Bins | KPIs (MTD) Bins / Job Allocation LDs | KPIs (Previous Month) Forecast Site Starts On-Site Analysis (Sum.) Post-Site Analysis (Sum.) Overdues/Exceptions Priority Customer Service | Conversions Durations Supplier Performance Supplier Late & Short |
Reception | Diary (Today) DR - Diary (This Week) DR - Diary (Next Week) DR - Follow Up (Week) |
Sales & Marketing
Position / Staff Role | Daily | Weekly | Monthly | Quarterly |
|---|---|---|---|---|
Sales/Marketing Manager | Reported Sales Cancellations | Commissions Referral Analysis Overdues/Exceptions Conversions Durations | ||
Salesperson | Diary Daily Tasks | Work Flow Overdues/Exceptions | Commissions Conversions | |
Pre-Admin Administrator | Diary Daily Tasks | Work Flow Overdues/Exceptions |
Administration
Position / Staff Role | Daily | Weekly | Monthly | Quarterly |
|---|---|---|---|---|
Administration Manager | *Work Flow Analysis (e2) *Site Starts Tool | KPIs (MTD) Bins Forecast Site Starts Priority Customer Service | KPIs (Previous Month) Critical Path Chart Overdues/Exceptions Durations | Supplier Performance |
Administration Team Leader | *Work Flow Analysis (e1) *Site Starts Tool Bins | Forecast Site Starts Work Flow Critical Path Chart Overdues/Exceptions Outstanding PCVs, BVs | Activity | |
Administrator | *Work Flow Analysis *Site Starts Tool Diary Daily Tasks Outstanding BVs | Work Flow Critical Path Chart Overdues/Exceptions Outstanding PCVs | ||
Tender Presenter | *Work Flow Analysis Diary Daily Tasks | Diary (This Week) | ||
Contract Presenter | *Work Flow Analysis Diary Daily Tasks | Diary (This Week) | ||
Selection Consultant | *Work Flow Analysis Diary Daily Tasks | Diary (This Week) | ||
Permit Administrator | *Work Flow Analysis Diary Daily Tasks | Work Flow Overdues/Exceptions | ||
Drafting Manager | *Work Flow Analysis (e1) *Site Starts Tool | Work Flow Overdues/Exceptions | Activity | Supplier Performance |
Draftsperson | *Work Flow Analysis Diary Daily Tasks | Work Flow Overdues/Exceptions | ||
Estimation Manager (Sales and Production) | *Work Flow Analysis (e1) *Site Starts Tool | Bins Work Flow Overdues/Exceptions | Activity Costs Close Off | |
Estimator (Sales and Production) | *Work Flow Analysis Diary Daily Tasks | Work Flow Overdues/Exceptions |
Construction
Position / Staff Role | Daily | Weekly | Monthly | Quarterly |
|---|---|---|---|---|
Group Construction Manager | KPIs (MTD) Job Allocation / Bins Actual Claims LDs Priority Customer Service Forecast Site Starts | KPIs (Previous Month) On-Site Analysis (Sum.) Post-Site Analysis (Sum.) Forecast Claims Actual Claims Forecast vs Actual Claims Durations | Supplier Performance Supplier Late & Short | |
Construction Manager (Construction Team Leader) | *Logistics Tablet Diary | Job Allocation / Bins On-Site Analysis (Det.) Post-Site Analysis (Det.) Delays (for Approval) LDs Logistics Chart/Progress Labour Allocation Forecast Site Starts | Forecast Claims Actual Claims Forecast vs Actual Claims Supplier Late & Short Costs Close Off | |
Construction Supervisor | *Logistics Tablet Diary | Logistics Chart/Progress Labour Allocation LDs | ||
Construction Administrator | Diary Daily Tasks *Site Starts Tool Outstanding BVs | Work Flow Overdues/Exceptions Delays (for Approval) Delay Claim Letters | ||
OH&S / Quality | *Work Flow Analysis Diary Daily Tasks | Work Flow Overdues/Exceptions |
Maintenance
Position / Staff Role | Daily | Weekly | Monthly | Quarterly |
|---|---|---|---|---|
Maintenance Manager | Bins Activity Outstanding work by trade Priority Customer Service | Bins Activity Overdues/Exceptions | Supplier Performance | |
Maintenance Supervisor | Work Flow Bins | |||
Maintenance Administrator | Diary Daily Tasks | Work Flow Bins Reminder Letters Reminder Follow Up Outstanding work by trade |
Research & Development
Position / Staff Role | Daily | Weekly | Monthly | Quarterly |
|---|---|---|---|---|
Product Development | Bins | KPIs | ||
VPB Development | VPB Item Usage |
Legend:
*: Denotes an on-screen report or process that should be reviewed
DR: Denotes a report produced specifically for Disaster Recovery purposes
e1: Escalation Level 1 for Work Flow Analysis
e2: Escalation Level 2 for Work Flow Analysis
e3: Escalation Level 3 for Work Flow Analysis
Sum.: Summary version of the report
Det.: Detailed version of the report
MTD: Month To Date